Human Resources

Sexual Misconduct Declaration Tool

This page was updated December 29, 2021.

This page describes the process for accessing and using the Sexual Misconduct Declaration Tool to be used by departments hiring covered student employees per the University’s Sexual misconduct disclosure policy. The Sexual Misconduct Declaration Tool facilitates the collection of a prospective student employee’s sexual misconduct declaration and the Washington state postsecondary educational institution sexual misconduct verification (when applicable).

This applies to offers of employment-based funding made as part of admissions to graduate programs and offers of employment not tied to admissions.

Process for initiating the sexual misconduct declaration process

Once a final prospective student employee is identified by the hiring manager or committee, staff can access the Sexual Misconduct Declaration Tool and enter the final candidate’s name and email address. Final candidates may be added one at a time or through mass load by using a template provided within the SMD Tool. For a step-by-step description of this process, view the Sexual Misconduct Tool Reference Guide.

Notifications will be sent from the Sexual Misconduct Declaration Tool as described in this table, which correspond to the status visible on the SMD Tool dashboard:

Email Subject Status in SMD Tool Triggering Event Actions to Take
Candidate has Not Completed SMD Waiting for candidate The form is not complete after four calendar days. The department will need to follow up with candidate(s) with a reminder to complete the form. They may need to check their junk folder. Refer candidates needing technical assistance to disclosure@uw.edu.
Candidate has completed SMD – Reference check initiated Waiting for employer review An automatic email has been sent to current or previous Washington state postsecondary educational institutional employers asking them to complete a SMD reference check on the candidate. No action needed by the department.
CLEARED FOR EMPLOYMENT: Misconduct verification complete: [candidate name] Cleared The candidate’s declaration and employer verification (when applicable) is complete. Upon confirmation that the sexual misconduct disclosure process is complete, staff with access to the tool should inform the hiring manager or committee.

For additional guidance regarding the sexual misconduct declaration process, view the job aid Sexual Misconduct Declaration-Covered Student Employment (MS Word).

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Requesting staff access to the SMD Tool

Access to the Sexual Misconduct Declaration Tool is limited to staff who hire covered student employees or provide staff support to the hiring process.

For the July 1, 2021 implementation, UWHR and the Graduate school developed an initial list of staff who need access to the tool and notified individuals of their access. If you need access to the Tool and were not previously notified, submit the following information to disclosure@uw.edu to request access:

  • Supervisory organization
  • HR manager or Administrator name and email
  • Your name and UW NetID

UWHR will follow-up with your HR manager or Administrator to confirm that you hire covered student employees or provide staff support to the hiring process.

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Removing staff access to the SMD Tool

Contact disclosure@uw.edu to remove access to the Sexual Misconduct Declaration Tool.

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