Off-quarter hiatus for academic personnel
Last updated: September 10, 2025
Certain faculty who will not work the Winter Quarter can be put on “Off Quarter Hiatus,” allowing them to remain active in the system while at the same time suspending pay until their return in the Spring Quarter.
Eligibility
Faculty in the following Job Profiles are eligible for Off Quarter Hiatus:
- Artist in Residence (10182)
- Senior Artist in Residence (10181)
- Lecturer Part Time Temporary (10185)
- Teaching Associate (10169)
In addition, the faculty member must:
- Be currently working this Fall Quarter
-AND- - Not be working this upcoming Winter Quarter
-AND- - Have a commitment from the department to return for Spring Quarter in the same job profile/capacity.
How to Place Eligible Employees on Off Quarter Hiatus
Before Starting
For employees who meet the Off Quarter Hiatus eligibility criteria above, please confirm:
Their Employment Date and Compensation End Dates reflect the actual end dates for that employee (e.g., June 15, 2025); Off Quarter Hiatus will suppress pay for the employee while they are on hiatus. To review end dates, run the R0321 Upcoming End Employment Dates report.
Their Academic Appointment End Date is December 15, 2024; while their Position will remain intact in Workday while on hiatus, they will not have an Academic Appointment for Winter Quarter. To review Appointment End Dates, you can run the R0361 Academic Appointment Expiration Audit report. Complete the End Academic Appointment Track business process for each employee with an Appointment End Date in the past.
Initiating Off Quarter Hiatus in Workday
Academic Partners can now place faculty who meet all the criteria above on Off Quarter Hiatus in Workday similar to how they would submit a Leave of Absence, using the following details:
- Select Date Range: Must be from December 16, 2024 to March 15, 2025 – selecting dates other than these will result in your Off Quarter Hiatus request being sent back.
- Type: Select “LOA – Off Quarter Hiatus”
- Position: If the faculty member holds more than one position, select the position that is going on Off Quarter Hiatus – you must repeat this transaction for each position if requesting Off Quarter Hiatus for more than one position
Once the Off Quarter Hiatus leave type has been submitted, it will route to the Chair/Chair’s Delegate, Dean/Dean’s Delegate, and ultimately to Academic HR for final approval.
Please note: The deadline for submitting your Off Quarter Hiatus request is 5:00 p.m. on December 31. If your request is submitted late, it could have an impact on pay. Please make sure to initiate this Workday transaction prior to the deadline.
During the Off Quarter Hiatus
Once placed on Off Quarter Hiatus, faculty members will immediately receive a notification from Workday providing details about what it means to be on Off Quarter Hiatus.
During the Winter Quarter, they will continue to have access to Workday and other UW resources, though most of their data in Workday will reflect information from their previous active employment (in this case, from their Fall Quarter position).
Possible Benefits Impact: Once placed on Off Quarter Hiatus, UWHR Benefits will send benefits-eligible faculty a communication regarding their benefits. That is, any changes or impacts and next steps to be taken. Please encourage employees read this communication carefully.
Returning from Off Quarter Hiatus
Faculty will be returned automatically from Off Quarter Hiatus en masse by UW-IT Application Management effective March 16, 2025. There should be no changes made to faculty members’ records in Workday while they are on Off Quarter Hiatus.
Once returned from Off Quarter Hiatus on March 16, departments will need to complete the Add Academic Appointment Track business process for each returned employee.
Further assistance
For questions about who qualifies for Off Quarter Hiatus, please contact your Academic HR Specialist.
For questions about how to initiate the Off Quarter Hiatus in Workday, please Contact Us.