HR Operations

Hiring professional staff

UW professional staff positions are exempt from the state civil service system. In order for a position to be placed in the UW Professional Staff Program it must meet one or more of the legislatively authorized exemption criteria (see Recruiting Support Tools below).

Professional Staff Positions must fall within the job classes as noted in this list of Professional Staff Payroll Titles.

Before recruitment for a professional staff position can begin, the UW Compensation Office must confirm that the position meets one or more of the exemption criteria, and then assign the position to a salary grade and pay range. In order for the Compensation Office to make these determinations you will need to complete the forms identified in Step 1 below.

Complete professional staff forms

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. If you will not create the UWHIRES requisition yourself, you will need to electronically provide the completed forms to the person who will create the requisition so they can be attached to it. You may find it helpful to review the professional staff benchmark job descriptions contained in the professional staff salary survey.

Forms for professional staff recruitment
Prepare the requisition

If you are preparing the requisition, you will need budget information and the list of approvers and reviewers who must review/approve the UWHIRES requisition.

Enter your requisition in UWHIRES.

  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).
  3. Designate the position as being security/safety sensitive, if it meets one of more of the University’s criteria. If you have questions about whether your position meets these 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. (Please note file names must not contain special characters, such as # or @. Also, you can’t delete documents; if you make an error, please notify your employment specialist.).

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

Professional staff recruiting support tools

The following tools were developed to help support recruitment for positions involved in research, especially for those hiring officials who have not had to previously fill such positions.

Tool Purpose
Professional Staff Exemption Criteria Summarizes the legislatively authorized exemption criteria. One or more of the criteria must be met to place a position in the Professional Staff Program.
Research scientist engineer description summary (PDF) Summarizes the distinctions in the levels of Research/Scientist Engineer positions
Research scientist engineer posting example (PDF) Example of UWHIRES job posting
Research Consultant Example (PDF) Job duties and qualifications example
Research Coordinator Example (PDF) Job duties and qualifications example

Once your requisition has been entered into UWHIRES, it needs departmental and Human Resources approval.

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 will receive email notification that the requisition is ready for review. When the first approver authorizes the requisition, an email message is sent to the next approver, and so on until all approvers have confirmed the requisition.

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

Once the employment specialist authorizes the requisition, the requisition will switch to the “Open and Approved” status. Your employment specialist then posts the position to the UW employment website, where applicants can apply for the position. You will automatically receive an email letting you know if it has been confirmed and posted.

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

If you have questions about the status of your requisition, look at your hiring manager workbench or call your employment specialist.

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 applicant profile and resume.
  4. As you review each candidate, indicate the disposition codes 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 and obtain approval for the salary offer from your employment specialist.

Request approval to make offer

Follow these steps to request offer approval:

  1. In the UWHIRES “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.
Make the offer

Once the salary has been permitted by both your employment specialist and your department approvers, you can make the offer to the candidate. Contact your employment specialist if salary negotiation is needed.

For positions that are designated as security/safety sensitive, offers must be made contingent upon a successful background check. Notify your employment specialist of the status of your offer and of the start date if the offer is accepted.

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 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 has 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*
    • Pre-hire status — select from the drop-down menu the status of the candidate hired PRIOR to moving to your position.
  6. Once you have completed the Hired/Accepted activity, your employment specialist will send a New Hire Confirmation/OPUS Approval email to you. 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. Sample appointment letters:
  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. Collect completed paperwork (I-9, W-4, AA Data Form, Direct Deposit).
  10. Save all recruitment materials according to records retention schedule.
  11. Review your action items on the Checklist - New Hire (MS 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 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.