Protocol for employee ICE detainment for HR administrators
Last updated: October 13, 2025
The following is the protocol for all University of Washington academic campuses, including Seattle, Tacoma and Bothell, and healthcare settings, including hospitals and clinics.
If you are made aware that US Immigration and Customs Enforcement (ICE) has detained an employee, it’s critical to follow the UW protocol when any information is received.
1. Supervisor receives information: An employee’s supervisor is likely to be the first person contacted by the employee or their family if they are detained. The supervisor should attempt to get the following information from the employee:
- Best contact person and their preferred contact information
- Date and time of detainment
- Location of detainment and current location of the individual (if known)
- Anticipated time away from work
- Whether the individual has legal representation; if not, whether assistance is needed
- Whether the detainment occurred during or is connected to university business or travel
- Whether the employee is also a UW student
- Whether the employee was detained while traveling on official UW business or in conjunction with their UW work
2. Supervisor informs department HR manager immediately.
3. Department HR manager communicates all information immediately to:
- Assigned UWHR consultant (UWHR will share with the appropriate departments which may include AGO, Office of Global Affairs, or Campus & Community Safety)
- Unit lead: chancellor, dean, vice provost, or vice president or house supervisor and/or the on-call administrator on call for a UW Medicine facility
4. Department gathers information about the impacted employee and analyzes circumstances and operational needs in partnership between leaders above. Consistent with UW policy, the group considers the following on a case-by-case basis:
Circumstances
- If the appropriate work authorizations and, if relevant, background checks conducted at the time of hire
- The expected duration of the employee’s absence
- Available time off balances
Operational needs
- Position type and nature of position, including remote work eligibility
- Union representation for notification purposes
- Position funding type
- Anticipated FTE needs for coverage
- Whether contract labor is needed to cover the absence
- Whether other staff are already out on a leave of absence
- Whether this absence would necessitate others to work overtime
5. Departments along with those consulted as outlined in #3, (UWHR, AGO, Global Affairs, and Campus and Community Safety analyze circumstance and/or operational needs to determine available supports and next steps, including:
- Whether employee can legally continue in UW employment
- How long continued employment can be approved based on leave of absence and time off availability
- Benefits maintenance rules
- Whether the position is an essential position
6. Department HR manager (in partnership with HRC) follows up with the employee/family contact to share:
- Approved duration for absence
- Available paid time off balances
- Unpaid leave of absence eligibility (if applicable)
- Answers to remaining questions as appropriate
- Benefits maintenance eligibility as appropriate
- Reminder that WA EAP has a variety of supports available to help employees and household members in times of crisis.
Where it is legally permissible to do so, units will, when possible, use the supports listed below to assist the employee without negatively impacting their visa status or immigration proceedings. In the event units are concerned or unsure about their ability to authorize use of the supports below, they must work closely with UWHR on assessing available options and mitigations before denying a specific request by the employee or their legal representative.
- Vacation time off
- Unpaid time off
- Other time off benefits as specifically authorized by state law, UW policy or any applicable collective bargaining agreement. This includes sick leave as authorized by RCW 49.46.210
- Maintaining benefits eligibility
- Connections to legal support services
- University attestation or confirmation of employment status
Frequently asked questions
The following FAQs are also available through Campus & Community Safety blog post: UW protocol for responding to requests from federal law enforcement agencies.
Stay calm. Staff should not insert themselves into a situation to try to help or stop immigration officers while doing their job. Immediately call your campus or UW Medicine safety office (see contact numbers below) and notify your supervisor.
- UW Bothell:(425) 352-5359
- Seattle Campus:(206) 685-8973
- UW Tacoma:(253) 692-4416
- UW Medicine buildings: Contact the house supervisor and/or the on-call administrator on call for your facility
Campus safety officials will work with the Attorney General’s Office so that we can respond appropriately given relevant state and federal laws.
No, federal agency personnel cannot enter classrooms, labs, campus residences, or private offices without a valid warrant or judicial order. However, they can enter public spaces on campus.
If an officer requests information, remain calm and professional. Ask the law enforcement officer for their name, identification number and agency affiliation.
Inform the agent that UW protocol requires you to contact your campus safety office (or administrator on call if you work in the medical centers) and your supervisor. A trained officer or campus safety employee will respond to take over engagement with the agent, determine the purpose of their visit and involve the Attorney General’s Office.
You may ask the officer to take a seat nearby in a public area while they wait for you to contact a campus safety officer and your supervisor or, in the case of UW Medicine locations, the on-call administrator.
If you are questioned by agents, consider these responses:
- “I am not authorized to answer your questions.”
- “I am not authorized to review or accept legal documents.”
- “I have been instructed to call the UW Police Department/Campus Safety Office before you proceed. Please wait while I do that.”
- “I will call my supervisor now.”
No. You are not required to share personal information with immigration officials just because they ask for it. Do not share student information with immigration officials without authorization from the Attorney General’s Office. Student records are protected by federal law (FERPA).
- Please do not answer questions regarding confidential information unless told to do so by UWPD, your campus safety office or the Attorney General’s Office.
- Examples of personally identifiable information may include and are not limited to names, contact information, class lists, student schedules, etc. As always, ensure compliance with FERPA and HIPAA regulations.
Washington state law prohibits UW from using its resources to assist federal immigration enforcement or to target individuals based on race, religion, immigration or citizenship status, or national or ethnic origin, except to comply with state or federal law.
It’s not your role to accept legal documents on the University’s behalf. Just wait for UW officials to arrive or direct delivery to the UW’s Attorney General’s Office.
If you have concerns, speak with your supervisor or contact your campus safety office.