HR Operations

Hiring classified staff

The Compensation Office assigns the job classification for classified positions. See also: Classified Job Titles and Class Specifications.

Job description for classified positions

Prepare a position description that contains enough information to clearly define the job duties to be performed, including:

  1. The position’s primary purpose;
  2. General duties;
  3. Any duties that make this position unique to your department;
  4. Lead or supervisory responsibilities;
  5. Required skills, knowledge, abilities, or experience;
  6. Desired skills, knowledge, abilities, or experience;
  7. Conditions of employment — credentials required including degree(s), licenses, certificates, registrations, or other certifications that are required to perform the essential duties of the position; and
  8. Work schedule and FTE of the position.

You will need budget information and the list of approvers/reviewers who must review/approve the UWHIRES requisition.

Prepare the requisition

Enter your requisition in UWHIRES. Filling a job in UWHIRES starts with the creation of an electronic requisition that supplies all of the relevant information about the position, and is used to obtain the approvals necessary to proceed with recruitment.

  1. Click the “Create New Req” link in the Requisition’s “Quick Search” section of your Manager Workbench.
  2. Enter your information into the data fields (fields with asterisks are required). APS 43.11 allows an employing official to designate a classified non-union position vacancy as available only to “organizational unit promotion candidates.” Consult your employment specialist if you are uncertain if you should limit recruitment.
  3. Designate the position as being security/safety sensitive, if it meets one of more of the University’s criteria. If you have questions whether your position meets the criteria, contact your employment specialist. After a contingent job offer has been extended for a security/safety sensitive position, the chosen candidate must undergo a post-job offer criminal background check.
  4. Save your requisition.
  5. Attach compensation documents required for new or replacement positions.

Your requisition is now saved as a draft. You can continue to make changes to your requisition while in the draft mode.

Once your requisition has been entered into UWHIRES, it then needs approval from the appropriate people in your department and Human Resources. The approval process begins in UWHIRES.

To get your requisition approved:

  1. Initiate the approval process by opening your requisition in UWHIRES and clicking “Edit Requisition.”
  2. In the “Job Status” field, choose “Pending Approval” from the drop down menu.
  3. Click “Save.”

The first person on your approver list is notified of the request for authorization via email. Once the first approver has completed their confirmation, an email will be sent to the second approver. This will continue until all approvers have authorized the requisition.

Your employment specialist is the final approver on all requisitions and will forward the requisition to Compensation when required.

Once the employment specialist approves the requisition, the requisition will switch to the “Open and Approved” status. Your employment specialist then posts the position to the UW employment web site where applicants can apply.

If there are additional places your position will be advertised, your employment specialist will post there, as well.

Your employment specialist will review resumes against all requirements, review qualified applicants for eligibility, and then place candidates on your hiring manager workbench in UWHIRES. The resumes are then available for you to review. Depending on employment program, your employment specialist will refer applications at various times. Consult with your employment specialist to discuss a timeline of candidate resume referrals.

  • If a job has a closing date, resumes will generally be available after the posted closing date.
  • For positions that are open until filled, resumes may be available as soon as they are submitted and reviewed.

To view the candidates’ resumes:

  1. Open the Manager Workbench and locate the requisition under the “Requisitions” tab.
  2. Click on the payroll title.
  3. Scroll down to the “Candidates” tab in the requisition. Click on the candidate’s name to display their profile and resume.
  4. As you review each candidate indicate the disposition(s) that apply to the applicant’s most recent status change to track and document their status in the hiring process.
    • In the Requisition view, scroll down to the “Candidates” tab.
    • Select the appropriate disposition for each candidate from the “Activity Type” drop down menu.
  5. Select the candidates you wish to interview and update their status.

Once you have selected a qualified final candidate, you will need to establish a proposed salary request and obtain approval for the salary offer from both your employment specialist and your department approvers. When your employment specialist reviews the offer, he or she will verify that the desired amount is within the recruiting range and ensure that current classified staff are being offered the required salary step.

Request approval to make offer

Follow these steps to request offer approval:

  1. In the Requisition View, scroll down to the “Candidates” tab.
  2. Click on the “Add Activity” link for the candidate you wish to make an offer to. This will open the “Add Activity” window.
  3. Select “Request Approval for Offer” from the “Type” drop down box.
  4. Click “Save.” This will open a new “Offer Details” window.
  5. Complete this page by entering the appropriate information in each field.
  6. Upon clicking “Save,” your employment specialist will be notified of your request for salary review, followed by the other approvers on the list.

Once the salary has been approved by both your employment specialist and your department approvers, you can make the offer to the candidate. Make the offer contingent upon a successful background check. Contact your employment specialist if salary negotiation is needed.

Notify Human Resources of offer acceptance and start date.

Domiciliary relocation

If your candidate will have to make a domiciliary move (relocate and establish a new residence), determine whether it may be appropriate to include a “lump sum relocation incentive payment” and/or to pay moving expenses as part of your offer of employment. Review the following resources for information about these options.

Update the hire in UWHIRES:
  1. In the Requisition view, scroll down to the “Candidates” tab.
  2. Click on the “Add Activity” link for the candidate who as accepted the offer. This will open the “Add Activity” screen.
  3. Select “Hired/Accepted” from the “Activity Type” drop down.
  4. Click “Save.” The “Candidate New Hire” screen will appear.
  5. Enter the following information:
    • Hire date — date offer was accepted
    • Start date — date new employee will start
    • Salary amount — defaults to the amount from the “Offer Approval” page
    • Starting salary — “Pay Table-Range or Grade” auto-fills based on the job code
    • If this is a classified position, enter the correct Salary Step in the range that was offered and accepted by the candidate. If entered in “Offer Details,” this will default from there.*
    • Pre-hire Status: — select from the drop-down menu the status of the candidate hired PRIOR to moving to your position.
  6. Your employment specialist will send a New Hire Confirmation/OPUS Approval email to you once you have completed the Hired/Accepted activity. This email will contain the information required for OPUS entry of the new appointment.
  7. Prepare and send an appointment letter to your new employee.
  8. Work with your department’s payroll coordinator to ensure the new employee information is entered into OPUS by copying the New Hire Confirmation into the Notes section of the appointment..
  9. Save all recruitment materials according to records retention schedule.
  10. Review your action items on the new employee checklist (PDF) or the new employee checklist (Word)

*If you are a UW Medical Center or Harborview hiring manager, your employment specialist will complete the remaining fields.

Next, Medical Centers Human Resources will perform the following post-hire activities for you:

  • Send new hire confirmation letter.
  • OPUS payroll entry.
  • Complete background checks.
  • Medical Center orientation registration (includes Husky Card and photo identification name badge for new employee).
  • Patient Care Services orientation (scheduling as job applicable).
  • Ambulatory Care Services orientation (scheduling as job applicable).
  • Collect completed payroll paperwork.

Then, hiring managers at UWMC and Harborview are responsible for completing the following post-hire activities:

  • Departmental orientation: Providing your new employee with a tour of the department, make introductions, discuss departmental emergency procedures, performance expectations, annual and sick leave request and use, etc.
  • Setting up computer logins (after receiving EID).
  • If new employee is a current UW employee, obtaining payroll records by contacting the payroll coordinator from the new employee’s previous department.
  • Collecting new employee’s orientation completion confirmation.
Update candidates not selected

This process is done electronically within UWHIRES so candidates can check their statuses themselves. Follow these steps to update candidates not selected:

  1. Log into UWHIRES.
  2. In the Requisition view, scroll down to the “Candidates” tab.
  3. To update individual candidates:
    • Click on the “Add Activity” link next to the candidate’s name that you want to update. This will open the “Add Activity” screen.
    • Select the appropriate final disposition code from the “Activity Type” drop-down menu for the stage in which the candidate fell out of consideration. By adding this information, candidates can view their status for your position in their UW applicant profile. Candidates will only see “Not Selected,” regardless of what disposition code you choose.
  4. To update all candidates:
    • Select all candidates you wish to change status on by clicking the box to the left of their name.
    • At the top of the “Candidates” tab, select the appropriate disposition code from the drop-down menu for the stage in which the candidates fell out of consideration.

Click “Go”.

Note: On your hiring manager workbench, if you have filled requisitions on which candidates have not yet been dispositioned, you will see a tab indicating such. From this tab, you are able to go into a requisition and move candidates into their final disposition status.

Criminal background checks

Some UW positions are considered security/safety sensitive. The successful candidate for such a position must have a criminal conviction history check conducted after a conditional offer of employment has been made and accepted. See the Criminal Background Check web page for details.