Welcome to the EH&S intranet!
The sections below contain administrative tools and resources for EH&S staff.
ADMINISTRATION
The following resources provide guidance to EH&S staff for identifying and controlling workplace hazards, instructions for responding in an emergency and reporting incidents.
- University of Washington Accident Prevention Plan covers the anticipated workplace hazards that generally apply to employees across the University
- EH&S Supplemental Accident Prevention Plan covers additional health and safety topics beyond those covered in the UW Accident Prevention Plan: T:\1EHSINFO\Accident Prevention Plan\EHS Accident Prevention Plan\EH&S Supplement to the APP.
Managers should instruct new staff to review accident prevention resources during the onboarding process.
Reviewed by Karen on 3/20/25
AI has powerful use cases for helping improve and streamline writing tasks. From drafting emails and reports, to rewriting materials for a non-technical audience, AI offers powerful capabilities to enhance clarity, creativity, and efficiency in your written communication.
UW IT has released more guidance around AI, including a UW specific AI chat bot, Microsoft Copilot Chat.
Please review the EH&S guidelines before you begin you begin using AI tools, located in the folder T:\1EHSINFO\Guidance Documents\AI use in EH&S\AI Guidance for EHS Staff.pdf.
Reviewed by Jenna on 3/28/25.
EH&S provides instructions to staff for requesting building access and requesting facilities services.
Access to UW buildings/hospitals/SLU
T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx
Building/facility service requests (e.g., repairs, door locks, plumbing, heating, ventilation, etc.)
If you are working on campus: Ask your administrative support staff to fill out a UW Facilities Work Request.
If you are working in Gateway: Ask an administrative support staff to submit a Workplace request.
Custodial services
Ask your administrative support staff to fill out a UW Facilities work request.
Pest issues or wildlife concerns
Submit a Pest and Wildlife reporting form on the Pest Control and Wildlife Resources page.
Reviewed by Sarah on 3/20/25
Only staff who have completed Driver Safety and Awareness Training may use University vehicles.
EH&S’s vehicle key locations:
- Environmental Programs Office (ESOB) - next to the front door
- Environmental Safety Storage Building (ESSB)- in the office area
- Radiation Safety Office – T-245
- Gateway Building - copy room 679 in the metal cabinet next to the copier
Remember to always reserve cars in Outlook before using. Follow the instructions "EH&S cars - reserving online, keys and parking locations" saved in T:\1EHSINFO\EH&S Business Process Guides.
Instructions for vehicle use and parking:
T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx
- EH&S cars - how to fill the gas tank
- EH&S cars - keeping a UW vehicle overnight at your house
- EH&S cars - reserving online, keys and parking locations
- Parking at various UW campuses and hospitals
- Parking for visitors and interview candidates
- Parking reimbursement (when working off campus or going to a training)
Reviewed by Sarah on 3/20/25
EH&S committees and workgroups maintain documents in the folder T:\1Committees_Workgroups_Teams.
Committees, workgroups and project managers are encouraged to use the following resources:
- Committee Charter Template: T:\1Outreach\Templates
- Project management templates: T:\1EHSINFO\Project Management
Reviewed by Karen on 3/20/25
STAFF LISTS
The following staff lists are saved in the folder T:\1EHSINFO\Staff Lists:
- EHS Day Contact List
- EHS Essential Emergency Personnel
- Staff on Call After Hours Emergency Contacts
- Staff on Call (SOC) schedule
- Staff List – by first name
- Staff List – by last name
Instructions for updating your information in the UW Directory are saved at T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx
Reviewed by Sarah and Karen on 3/21/25
The following resources are available in the event of an interruption of regular business operations.
If an emerging situation is occurring at the University, read the alert banner on the EH&S home page or uw.edu.
Check the status of network and computing services managed by UW-IT.
EH&S Inclement Weather or Suspended Operations policy
T:\1EHSINFO\EH&S Policies\EH&S Policies
EH&S Emergency Plans and Information
T:\1EHSINFO\EH&S Emergency Info
Reviewed by Diana on 3/21/25
Forms used for internal EH&S processes are available in the folder T:\1EHSINFO\FORMS FOR USE BY ALL, including:
- Access Cards and Forms
- EOSS links and forms
- HR Forms
- Mobile Phone Stipend Forms
- Risk Assessment Forms
- Shipping Forms
- Surplus Forms
- Telework Forms
- Vehicle Forms
Need to create a new form? Refer to the Accessibility section of this page.
Reviewed by Sarah on 3/21/25.
Gateway Building Security & Safety Guidelines
The security team operates 24/7 with two security officers on duty—one stationed at the service desk and one patrolling the building and Pocket Park.
Security Coverage & Jurisdiction
• Security officers maintain a constant presence at the lobby desk and monitor all interior and exterior areas, including lobbies, stairwells, loading docks, event spaces, and restricted areas.
• Regular patrols are conducted to ensure safety and compliance with building policies.
• Security officers do not carry weapons (and/or) are not armed.
• Security officers enforce building policies and engage local law enforcement in the event of an emergency or for incidents involving threats of violence, personal safety and/or beyond the building perimeter.
Security Procedures & Access Control
• After-Hours Access: Available 24/7 with a key fob.
• Guest Check-In: All visitors must be entered into Workspace or escorted by authorized personnel.
• Suspicious Activity: Report unattended items, unauthorized access attempts, or unusual behavior to security immediately.
Emergency Response
If you are concerned for your safety or experience an emergency, call 911 immediately!
Your collaboration is essential in maintaining a safe and secure environment.
For any questions, please contact building management or security. Security can be reached 24/7 at 425-479-8802.
EH&S hosts regular lunch-n-learn sessions for EH&S staff covering administrative, technology, and communications topics.
Past lunch-n-learn presentations and recordings are saved in the folder T:\_PNA\Information Sessions.
Staff can suggest topics for future lunch-n-learn sessions to Jenna, Diana, Sarah or Karen.
Reviewed by Karen on 2/3/25.
SCHEDULING A MEETING
Refer to the instructions saved at T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx
- Doodle poll - how to set up
- Using Outlook Scheduling Assistant
RESERVING A CONFERENCE ROOM
Refer to the instructions saved at T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx
- Reserving conference rooms - HSB and SLU
- Reserving HUB meeting rooms
SETTING UP AUDIO/VIDEO
Refer to the instructions saved at T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx
- Projecting in HSB T-269
- Reserving the Departmental Conference Line
- Using the Departmental conference phone line
- Using Meeting Owl Pro for Zoom and Teams
ORDERING FOOD
- Complete the Food Approval Form
- Follow the instructions "Purchasing food with departmental funds" saved at T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx.
- Review the Temporary Food Service Permit page to find out if you need to obtain a Temporary Food Service Permit.
Ask your administrative support person for assistance.
HOSTING A MEETING
- 1 on 1 Meeting Agenda Template for use in meetings with managers: T:\1EHSINFO\FORMS FOR USE BY ALL
- EH&S Meeting Agenda Template: T:\1Outreach\Templates\EHS-Blank-Templates
- Best practices for meetings: T:\1EHSINFO\EH&S Policies\Guidance Documents\Best Practices for Meetings
- EH&S All-Staff meeting information is saved in the folder T:\1EHSINFO\All Staff Meetings\All EHS Staff Meeting
University Land Acknowledgment
Refer to the Zoom section below for instructions on using Zoom.
Reviewed by Sarah and Caitlin on 3/20/25
Business cards
Refer to Purchasing section.
Batteries
Batteries can be recycled in an eMedia bin. Ask your section administrative support person for new batteries.
Equipment use at home
Refer to the Telework section.
Furniture
Ask your administrative support person for assistance with purchasing furniture. Refer to the Guide for Selecting Office Ergonomic Furniture and Equipment. Watch the Ergonomics Instructional Videos for instructions on setting up your workstation.
Phones/voicemail
Refer to the Phones and Voicemail section.
Printing
Refer to Purchasing section.
Purchasing/ordering supplies
T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx
Sending a fax
T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx
Surplus
Send extra or unneeded office equipment or furniture.
Contact Sarah to request a surplus pickup.
Review the UW Facilities Preparing Items for Surplus page if you are unsure whether you can send an item to UW Surplus.
You will need to attach a Notice of Cleaning and Decontamination Form if hazardous materials were used in, on and/or around a space, equipment, appliance or furniture.
Reviewed by Caitlin on 3/21/25
EH&S staff must follow the policies, standards and procedures of the department and the University.
EH&S policies: T:\1EHSINFO\EH&S Policies\EH&S Policies
UW Administrative Policy Statements: https://policy.uw.edu/
Internal policy, standard and procedure templates: T:\1EHSINFO\EH&S Policies\Templates
Reviewed by Meli on 3/20/25
Ask your administrative support person for:
- Business cards
- Credit card purchases (e.g., Amazon)
- Office supplies, furniture purchases (refer to the Office equipment, furniture and supplies section above)
- Printing jobs (large or complicated)
- Reimbursement for parking, food, travel (refer to the Travel and training section below)
- Registration for conferences or training classes
Ask Angie for:
- Billing
- Blanket Purchase Orders (BPOs)
- Purchases totaling over $10,000
- Vendor or contract questions or problems
Reviewed by Sarah on 3/20/25
You’ll need to follow your program or section’s records retention requirements, in addition to the University’s retention policy.
Refer to the Business Process Guides saved in the folder T:\1EHSINFO\EH&S Business Process Guides:
- Record Retention
- Retention applied to emails in Outlook
- Semi-Annual File and Records Clean-up
- T:Drive maintenance
Additional resources:
EH&S E-records management policy
T:\1EHSINFO\EH&S Policies\EH&S Policies\ADM2.2 E-Records Management Policy
EH&S Vital and Essential Records Management Policy
T:\1EHSINFO\EH&S Policies\EH&S Policies\ADM2.1 Vital and Essential Records Management
Section records retention requirements
Reviewed by Jenna on 3/21/25
All EH&S staff are expected to have a baseline level of awareness of risk assessment principles. The Job Hazard Analysis webpage on the EH&S website provides basic steps for conducting a routine risk assessment.
EH&S staff who are responsible for conducting risk assessments may utilize the following resources.
Risk assessment forms
T:\1EHSINFO\FORMS FOR USE BY ALL\Risk Assessment Forms and Information
Risk communication planning
Refer to the Risk Communications section of the EH&S External Communications Guide.
Risk assessment training
T:\1Committees_Workgroups_Teams\FY22 All staff training workgroup\11-2-22 Risk Training Recordings
Reviewed by Karen on 3/21/25
EH&S Staff on Call (SOC) includes approximately 16 EH&S staff members at a time who serve on a rotating basis 365 days a year, 24 hours a day, 7 days a week. They provide a critical service to the University community in their capacity as the emergency response point of contact outside of standard business hours.
The EH&S Staff on Call ADM 5.1 was updated to include updated criteria and service requirements for EH&S personnel assignment. The policy is saved in the folder T:\1EHSINFO\EH&S Policies\EH&S Policies.
EH&S employees who meet the following criteria are required to serve as part of the SOC assignment rotation.
• EH&S program technical staff or manager
• Professional staff job category
• Permanent staff who work at least 80% FTE
• Employed a minimum of six (6) months with EH&S
If you have any questions feel free to contact Taylor Heiss, the SOC Team Leader, or Doug Gallucci.
Distributed to all staff via email on 4/2/25
Ask your administrative support person for help with stamps, campus mail, shipping packages (FedEx or UPS) or certified mail.
Reviewed by Sarah on 3/13/25
EH&S staff refer to the following resources when working from home or teleworking.
Equipment use at home
T:\1EHSINFO\Guidance Documents\Office equipment used at home
Outlook calendar policy
T:\1EHSINFO\EH&S Policies\EH&S Policies
Request for Additional Equipment
T:\1EHSINFO\Guidance Documents\Office equipment used at home
Instructions for making ergonomic adjustments to your computer workstation
Telework Policy
T:\1EHSINFO\EH&S Policies\EH&S Policies\ADM3.6 Telework Policy
Telework forms
T:\1EHSINFO\EH&S Policies\EH&S Policies\ADM3.6 Telework Policy\Telework agreements and forms
Reviewed by Jenna on 3/21/25
If someone has asked you to record your hours toward a specific service, memorandum of understanding (MOU), or client, you will need to install the Key Client database and use it to record your work hours.
Key Client General Use Guidelines
T:\1SharedDB\KCFE\KeyClient\Key Client Database Use Guide
Key Client EP Staff Use Guidelines
T:\1SharedDB\KCFE\KeyClientEP\Key Client Database Use Guidelines (for EP FE)
Email ehstech@uw.edu with questions with accessing, downloading and entering data in the database.
Reviewed by Jenna on 3/13/23
EH&S staff required training
EH&S has a list of required training that all new hires (including workstudy students) must take within the first month of work: T:\1EHSINFO\Employee Hiring\5 - Onboarding\Onboarding Training Information.docx.
T:\1EHSINFO\EH&S Staff Training
EH&S Travel Policy and Procedures
T:\1EHSINFO\EH&S Policies\EH&S Policies\Section 2 Administration\ADM2.2 Travel Policy and Procedures
UW Professional & Organizational Development (POD)
The following resources are found in T:\1EHSINFO\EH&S Business Process Guides:
- How to take HIPAA training
- Managing training records for EH&S staff
- Entering training data into EHS Training database
Reviewed by Sarah on 3/20/25
TRAVEL
EH&S staff who are interested in participating in professional development training/education, or attending a conference or other industry meeting should take the following steps:
1. Get approval: Fill out the Travel/Training Authorization Form (TTAF) in T:\1TRAVEL.
- The TTAF must be signed by your assistant director (AD).
- Instructions for completing the TTAF are located at T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx.
- The TTAF is saved in T:\1Travel and provides a record of your travel and expenses.
2. Get reimbursed: The PNA administrative assistant will submit a request for reimbursement for travel expenses on your behalf.
Refer to the instructions in the folder T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx.
Additional resources
The following resources are found in T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx.
- Airfare - purchasing from Tangerine Travel agency
- Lodging – while traveling on UW Business
- Personal Time - taking extra days while traveling
- Meal-per-diem - daily meal allowance while traveling
- Car Rentals and UCars
- Car Services, Public Transportation, Personal Car, Tolls, Parking
- Creating a Digital Signature for PDFs
- How to Digitally Sign a Document
- Parking reimbursement
- Reimbursement after traveling locally (for work or for training)
- Reimbursement after traveling to conference or for training
- Setting up an out-of-office message in Outlook
- Travel_Information - all together in one place
- TTAF_Travel Training Authorization Form- who signs and where to file
Reviewed by Sarah on 3/20/25
Log in to Workday to perform the following tasks:
- Update personal and directory information
- Access payslips and pay rate details
- View and update benefit information
- Manage time off, absences and holidays
- Manage time sheets (classified staff)
Reviewed by Sarah on 3/13/25
COMMUNICATIONS
Federal, state, and UW regulations and policies require that individuals with disabilities must be able to access digital information and resources in the same manner as individuals without disabilities.
Documents (Word, PDF, PowerPoint, etc.)
- Use a template that has built-in accessibility features (refer to the Forms and templates section on this page).
- Follow the accessibility instructions to ensure headings, images, lists, tables and other features are set up correctly: T:\1Outreach\Writing Guidelines and Resources\Creating Accessible Documents.
- An editor will do an accessibility check before the document is uploaded to the website.
Forms (PDF, Word)
Refer to the Which Format Should I Use to Create a New Form guide when developing a new form saved in the folder T:\1Outreach\Writing Guidelines and Resources\Creating Accessible Documents\Accessible Forms.
All images and graphics in digital documents and uploaded to the EH&S website must have Alternative (Alt) Text. This includes infographics, posters, signs, logos, photos, illustrations, charts, graphs, diagrams and other complex images.
- Documents: Refer to the UW-IT Accessible Technology website (and/or the accessibility instructions above) for instructions on adding Alt Text to images in documents.
- Webpages: Follow the How to insert images instructions when uploading an image to the EH&S website saved in the folder T:\1WEBSITE\Drupal CMS - Instructions\How to Edit Web Pages.
- Photos must adhere to the EH&S Photography Guidelines (refer to the Photography section below).
EH&S staff working with UW Creative Communications to produce graphics intended for use in a digital document or on a website should confirm it will meet UW-IT Accessibility Guidelines.
In order to facilitate the procurement of accessible information technology, the following three steps should be implemented for all products and services that fall within the scope of the policy.
Step 1: Solicit accessibility information from the vendor in the form of a Voluntary Product Accessibility Template (VPAT).
Step 2: Validate accessibility information you receive.
Step 3: Include accessibility assurances in contracts for all IT products.
UW-IT Accessible Technology Services can assist with any of the above steps. Refer to the Procurement policies & procedures page for more information.
If you purchased or leased a product and are unsure whether it is accessible, review the contract with the vendor and contact UW-IT Accessible Technology Services to request an accessibility review of the product.
Videos should be produced and delivered in ways that ensure that all members of the audience can access their content. An accessible video includes captions, a transcript, and audio description (as needed) and is delivered in an accessible media player. For a more detailed overview of this issue, refer to the IT Accessibility Checklist page on Audio and video.
UW Video can assist with new video creation and editing of existing videos to make them accessible.
Videos can be uploaded to the EH&S YouTube account where captions can be added. Contact ehstech@uw.edu with questions.
More information and resources
- Refer to the UW-IT Accessible Technology website for more information.
- Watch an accessibility webinar.
- Submit the Accessibility Consultation Form to request UW-IT help you improve accessibility of your document, form, website, software, video, online course, or other technology.
Contact Karen for assistance.
Reviewed by Karen on 3/20/25
Colors
Use UW Brand colors as much as possible in written and visual communications.
Colors should have adequate color contrast to be accessible to people with disabilities. Refer to the UW Colors Contrast Checker on the digital accessibility tab
Use of colors, fonts, graphics and logos should follow the EH&S External Communications Guide.
Reviewed by Karen on 2/3/25
COMMUNICATE ABOUT AN OCCURRANCE
Use the EH&S Communications Plan Template saved in T:\1Outreach\Communication Planning to document communications activities for a time-limited single occurrence.
EH&S staff are not required to use this template when communicating health and safety information to the UW campus community; however, it can help guide the planning process.
PROJECT COMMUNICATIONS
When communicating to a project team, committee, or group about a project or initiative with multiple events or stages that will occur over a longer period of time (months or years), use the Project Management Templates in the folder T:\1EHSINFO\Project Management.
PROGRAM COMMUNICATIONS
EH&S program owners can use the Program Communications Plans template to document communications activities based on anticipated scenarios saved in the folder T:\1Outreach\Communication Planning\Program communications.
Reviewed by Karen on 3/21/25
UW Brand fonts should be installed on your computer. Contact asahelp@uw.edu for assistance.
Use of colors, fonts, graphics and logos should follow the EH&S External Communications Guide.
Reviewed by Karen on 2/3/25
Use of colors, fonts, graphics and logos should follow the EH&S External Communications Guide.
Graphics
- EH&S tagline graphic files and EHS Tagline Use Guidelines are in the folder T:\1Outreach\Tagline graphic.
- UW Graphic files are available for download and are saved in the folder T:\1Outreach\UW Graphics.
Logos
EH&S logos are in the folder T:\1Outreach\Logos.
- Use EH&S logos in JPG format on EH&S documents
- Use EH&S logos in PNG format on EH&S webpages and PowerPoint slides
- Use UW logos on documents that are not owned by EH&S.
- Use "reversed" (white) logos on materials that have a dark background
Reviewed by Karen on 2/3/25
EH&S external newsletter
The EH&S external newsletter contains links to articles on the EH&S website that cover health and safety topics for the campus community. It is distributed to University personnel quarterly and in December.
An article template, style guide, topics, submission guidelines and due dates are in the Newsletter section of the EH&S External Communications Guide.
Contact Karen Crow with questions.
EH&S internal newsletter
The EH&S internal newsletter is a PDF that is emailed monthly to EH&S staff from the senior director's office. Talk with your manager or AD about submitting content to the internal newsletter.
Past internal newsletters are saved in the folder T:\_Office_of_Director\Internal_Newsletter_EHSDirector.
Contact Meli Ahumada with questions.
Reviewed by Karen on 2/3/25
EH&S staff are required to follow the EH&S Photography Guidelines saved in the folder T:\1Outreach\Photos.
All images used in digital documents and uploaded to the EH&S website must have Alt Text (refer to the Accessibility section of this page).
Copyright-free photos
- UW Visual Asset Collection
- EH&S Staff Photo Archive
- A list of websites with copyright-free or public domain photos is saved in the folder T:\1Outreach\Photos.
- Read about copyright and fair use.
Guidance for staff who take a photo at a University location
- Follow the UW Photography Guidelines when taking photographs.
- If the photo features one or more individuals and will be used publicly, refer to the EH&S Photography Guidelines for instructions. You may need to request the personal release form from the featured individuals.
- Upload photos (if appropriate) to the EH&S Staff Photo Archive.
Contact Karen Crow with questions.
Reviewed by Karen on 3/20/25
Read the EH&S Communications Policy saved in T:\1EHSINFO\EH&S Policies\EH&S Policies\ADM1.1 Communications. This policy applies to all forms of EH&S communications including email, technical memos and reports, training materials, website content, and regulatory communications.
Refer to the EH&S External Communications Guide for guidance on editorial standards, internal review process, formatting, templates, and accessibility, among other writing topics.
Reviewed by Karen on 4/15/25
Use the Editor Checklist to ensure communications are in alignment with EH&S, UW, and Washington state guidelines and requirements.
The EH&S Written Communications Review Guide outlines requirements and considerations for different types of communications.
Reviewed by Karen on 4/15/25
A template must be used when drafting documents intended for external distribution (outside of EH&S) and uploading to the EH&S website.
Use the Templates Selection Guide to pick the right template: T:\1Outreach\Templates.
All documents distributed externally (outside of EH&S) must follow the EH&S External Communications Guide and the EH&S Written Communications Review Guide.
Reviewed by Karen on 2/3/25
All documents distributed externally (outside of EH&S) must follow the EH&S External Communications Guide.
This guide was made by and with input from the EH&S Outreach & Communications Committee and the EH&S Management Team.
Reviewed by Karen on 2/3/25
COMPUTERS
Follow the instructions Using BitLocker for USB jump drives in the folder T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx.
Reviewed by Diana on 3/13/23.
Contact asahelp@uw.edu or 206-543-9413 for desktop computer support, including:
- Setup a new computer
- Troubleshoot issues with hardware (e.g., laptop, mouse, keyboard, etc.)
- Troubleshoot issues with software installed on your computer (e.g., Outlook, MS Office, Adobe, etc.)
- Troubleshoot issues with remote access via BigIP Edge VPN
- Get access to network drives
Reviewed by Diana on 3/13/23.
Follow the instructions below to set up and use your digital (electronic) signature to sign PDFs, such as the Travel and Training Authorization Form.
These instructions are saved in the folder T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx.
- Creating a digital signature for PDFs
- How to digitally sign a document
- Setting default PDF application to Adobe Acrobat
EH&S content owners can update webpages assigned to them, and add or replace documents uploaded to the EH&S website.
UPDATE A WEBPAGE
- Log in to Drupal (click the "EHS Login" link in the footer).
- Navigate to the page you want to edit.
- Click New Draft (or "Edit Draft" if applicable).
- Follow the instructions in the EH&S Website Drupal User Manual.
- Follow the EH&S review and approval process (as applicable).
- Notify an editor (or contact ehshelp@uw.edu) when it’s ready for final review and publishing.
UPLOAD A DOCUMENT (Word, PDF, PowerPoint, etc.)
Content Owners/Contributors: Send your request and the file to ehshelp@uw.edu.
Please indicate in your request:
I want to upload a new file that was not previously uploaded;
OR
I want to replace an existing file that was previously uploaded.
When replacing an existing file:
– Please provide the URL of the file you want to replace.
– Indicate whether (or not) you want to change the URL. If you don’t specify, the Editor will keep the same URL.
The document must be reviewed according to the EH&S Written Communications Review Guide and edited following the Editor Checklist prior to publishing on the website.
ADD A NEWS POST/ARTICLE
- Fill out the Newsletter Article Template.
- Review the article using the Newsletter Article Review Checklist.
- Complete the steps in the EH&S Written Communications Review Guide.
- Follow the steps in the EH&S Website Drupal User Manual to add a news post.
ADD A NEW WEBPAGE
Email ehshelp@uw.edu.
Questions?
Contact ehshelp@uw.edu with questions.
Reviewed by Karen on 2/3/25
Follow the instructions below to set up and use your Outlook email and calendar.
Outlook email
The following instructions are saved in T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx.
Contact asahelp@uw.edu for assistance.
- Adding a new email account in Outlook
- AutoArchive emails in Outlook
- Filtering Email in Outlook using Rules
- Retention applied to emails in Outlook
- Setting up an out-of-office email message
- Setting up standard email signature
Outlook calendar
Please review the Outlook calendar policy in T:\1EHSINFO\EH&S Policies\EH&S Policies\ADM3.5 Staff Outlook Calendars.
The following instructions are saved in T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx.
Contact asahelp@uw.edu for assistance.
- Adding an Outlook Calendar
- Setting Calendar Permissions (how much of your calendar people are allowed to see)
- Setting up your work schedule in Outlook
- Using Scheduling Assistant
Reviewed by Diana and Sarah on 3/13/25
Contact ehshelp@uw.edu for help with the following:
- IT projects managed by EH&S ITS
- EH&S-managed databases (e.g., Key Client, Training, Food Inspections, etc.)
- EH&S-managed web applications (e.g., Chemical Waste Collection Request, Hepatitis B Vaccine Form, etc.)
- EH&S systems
Reviewed by Diana on 3/13/25
Use the ITS Project Request Form to request modifications to an existing system or create a new IT solution.
This form is saved in the folder T:\1EHSINFO\FORMS FOR USE BY ALL\IT Project Forms/
Reviewed by Diana on 3/13/25
Use the UW's virtual private network Big-IP Edge to access shared drives when working remotely (outside of UW campuses).
Big-IP Edge is installed on all EH&S mobile devices.
Follow the instructions How to VPN in the folder T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx.
Reviewed by Diana on 3/13/25
Follow the instructions Reserving a laptop in the folder T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx.
Reviewed by Diana on 3/19/25
Log in to your Zoom account to use your personal meeting room or to schedule a meeting.
Refer to the instructions “IT_Technology_Using Zoom for meetings” at T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx.
Starting a meeting and screensharing
Refer to the instructions “Communication_Zoom - Starting a meeting and screen sharing” at T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx.
Update your Zoom background image. EH&S and UW background images are saved in the folder T:\1Outreach\Zoom backgrounds.
PHONES
Refer to the following instructions saved in the folder T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx.
- Set up Avaya on your computer
- Setting up your voicemail
Contact your administrative support staff for assistance.
Reviewed by Sarah and Diana on 3/19/25
Refer to the following instructions saved in the folder T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx.
- Checking voicemail away from your desk
- Managing out-of-office voicemail notifications
- Script for standard out-of-office voicemail greetings
- Sending voicemail messages to your email
- Deleting voicemail messages online
Contact your administrative support staff for assistance.
Reviewed by Sarah and Diana on 3/19/25
Refer to the following instructions saved in the folder T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx.
- Forwarding a Line on Your Deskphone to Another Phone
- Logging into Your Deskphone if Ever Logged Out
- Putting a Phone Call on Hold
- Setting a Phone Line so That It's Ring is Delayed
- Setting a Ring Tone for Your Phone Line
- Transferring phone lines
Contact your administrative support staff for assistance.
Reviewed by Sarah and Karen on 10/7/24.
FOR MANAGERS
The following resources are in the folder T:\1EHSINFO\Employee Annual Review:
- Annual reviews
- Employee professional development (PDP) forms
Reviewed by Jenna on 3/13/25
The following resources are available to supervisors:
- Access payslips and pay rate details
- Manage time off, absences and holidays
- Manage time sheets (classified staff)
- Update personal and directory information
- View and update benefit information
Leave of absence
Information about Family Medical Leave Act (FMLA) is available from UWHR.
Executive Office Shared Services (EOSS)
Reviewed by Jenna on 3/13/25
Supervisors must review safety procedures and training requirements for new personnel using the following files are saved in the folder T:\1EHSINFO\Employee Hiring\5 – Onboarding.
- EH&S Employee Handbook 2023
- Supervisor Checklist for Onboarding New Employees
- Onboarding Toolkit UW
Training Requirements for New EH&S Employees are included in the Supervisor Checklist for Onboarding New Employees.
Reviewed by Jenna on 3/19/25
Supervisors must begin the Employee Exit Checklist for Supervisors upon notice of employee leaving. The checklist is saved in the folder T:\1EHSINFO\Employee Exit.
Reviewed by Jenna on 3/19/25
The following resources are located in T:\1EHSINFO\EH&S Business Process Guides\BPG_TABLE_OF_CONTENTS.xlsx:
- How to request temporary pay increases
- Internal Hiring Process for Internship Hiring
- MOU Service Initiation
- OARS Dashboard Updates
- Quarter Report Meeting
- Request a Mobile Device Stipend
- Semi-Annual File and Records Clean-up Event
Reviewed by Jenna on 3/13/25
Hiring managers refer to the instructions and resources in the Employee Hiring folder: T:\1EHSINFO\Employee Hiring.
Reviewed by Jenna on 3/13/25
The following resources are available in the folder T:\1StrategicPlanning:
- Customer Satisfaction Surveys (T:\1StrategicPlanning\Customer Satisfaction Surveys)
- Department Strategic Measures (T:\1StrategicPlanning\Strategic Metrics Dashboard)
- Department Calendar (T:\1StrategicPlanning)
- Department and Section Goals (T:\1StrategicPlanning\Annual_Priorities_Goal_Setting)
- Department Only Goal Map and Top Section Goal Map (T:\1StrategicPlanning\Annual_Priorities_Goal_Setting)
- Program Risk Assessments/7 Elements (T:\1StrategicPlanning\1Risk Matrix and Seven Elements Scores)
- Strategic Definitions (T:\1StrategicPlanning\1_Strategy_Map_Objectives_Values)
- Strategy Map (T:\1StrategicPlanning\1_Strategy_Map_Objectives_Values)
- Strategic Scorecard and strategic measure review sheets per fiscal year and quarter (T:\1StrategicPlanning\Strategic Metrics Dashboard\1 Reports)
- Strategic Objective Intent Statements (T:\1StrategicPlanning\1_Strategy_Map_Objectives_Values)
- Value Statements (T:\1StrategicPlanning\1_Strategy_Map_Objectives_Values)
Reviewed by Jenna on 3/13/25