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Sexual misconduct disclosure FAQs

Academic Student Employees

Which academic student employee positions (ASE) does the sexual misconduct disclosure policy apply to?
The policy applies to all ASE positions, which is a broader category than ASEs who are graduate students. While state law requires UW to send the sexual misconduct declaration to applicants to graduate student employment, the UW’s policy includes undergraduates offered employment in hourly ASE job profiles such as Reader/Grader, Tutor, Research Assistant and Teaching Assistant because they may be in positions of authority over students.

Because state law requires UW to request that graduate students complete the sexual misconduct declaration prior to an offer of employment, the policy also applies to graduate students hired into student assistant positions. New job profiles have been created to distinguish between graduate students doing student assistant work versus undergraduates to help ensure compliance with state law. Use the graduate student employee job profile Student Assistant – Grad, job code 10899 (or Student Assistant UWT – Grad, job code 10981 in Tacoma).

Are applicants to graduate student employment through professional programs such as the School of Law, School of Medicine, School of Dentistry, and School of Pharmacy required to complete the sexual misconduct declaration?
Yes. Any graduate student applying for employment is required to complete the sexual misconduct declaration.

What do departments need to know about when and how to send the sexual misconduct declaration related to admissions coupled with an offer of employment-based funding?
Departments may need to adjust their admissions process to ensure the requirements of the sexual misconduct disclosure are met. One recommendation is to separate the sexual misconduct declaration process from the offer of employment-based funding by sending the declaration to prospective students most likely to be considered for admissions at a point in time prior to sending an offer of admission. Alternatively, once offers of admissions are finalized, first send the sexual misconduct declaration followed by an offer of admission and a contingent offer of employment. Depending on the number of offers of admissions planned or what is needed to build a recruitment pool, either recommendation may be followed according to the department’s needs. The job aid Sexual Misconduct Declaration - GradSt Employment-based Funding Admission Process Guide (MS Word) provides a step-by-step description of these recommendation and sample text for communicating with prospective students.

What do departments need to know about when and how to send the sexual misconduct declaration for an offer of employment not tied to admissions?
Departments may need to adjust their hiring process to ensure the requirements of the sexual misconduct disclosure are met. One recommendation is to separate the sexual misconduct declaration process from an offer of employment by sending it to those most likely to be considered for employment. Alternatively, once hiring decisions have been made the sexual misconduct declaration may be sent followed by a separate contingent offer of employment. Depending on the number of hires planned or what is needed to fill positions, either recommendation may be followed according to the department’s needs. The job aid Sexual Misconduct Declaration - GradSt Employment Process Guide (MS Word)provides a step-by-step description of these recommendations and sample text for communicating with prospective employees.

Can a hiring manager collect a form for a prospective graduate student employee?
No. The hiring manager should not see the completed form. Instead, the candidate should send the completed form directly to UWHR Campus Recruiting at ttmchbc@uw.edu, with “Graduate student misconduct declaration” in the subject line. If the prospective student employee emails the completed form to the department, the form is not to be viewed or retained by the department. Instead, forward to ttmchbc@uw.edu and delete both the received and sent email that contains the PDF attachment.

Is a graduate student assistant appointed on a quarterly basis required to complete the sexual misconduct declaration each quarter if their position is extended?
The sexual misconduct declaration only needs to be completed again if a termination and rehire has been transacted. If the individual is an employee at time of offer, then there is no requirement to send at the time of offer.

Internal candidates

How is the UW reviewing sexual misconduct violations for internal candidates?
Departments are required to contact their HR consultant if considering hiring an internal candidate to a staff position. For more information, see UWHR’s Reference check policy for current or former UW employees.

Process questions

What is the expected turnaround time?
If the final candidate completes and returns the form quickly, UWHR will review within 1-2 business days.

Under the policy, the sexual misconduct declaration must be sent prior to the offer. Does that mean that we can send the declaration and then extend the offer?
The offer may be extended at any time after you have sent the declaration; there is no prescribed wait.