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HR Operations

Fixed duration appointment

About fixed duration appointments

Fixed duration appointments are limited term appointments created by the UW/SEIU Local 925 collective bargaining agreements (Article 15.4 in each agreement) and the WFSE Master Agreement Article 42.3. You can use a fixed duration appointment when a contract-classified employee is on a leave of absence or to perform project work required by a temporary, bargaining unit-covered classification.

Fixed duration appointments are for assignments that:

  • are at least 50% FTE per month and for at least six consecutive months
  • are intended to be more than 1050 hours.

Fixed duration appointment are always less than or equal to 12 consecutive months and have an identifiable end point. Fixed duration employees cannot be re-appointed after their appointment has reached the maximum of 12 months.

A fixed duration appointment may not replace a regular bargaining unit employee and cannot be used to do the work of an employee laid off from the same work unit.

Leave and benefits

The employee in a fixed duration appointment accrues and may use annual leave, sick leave, and the personal holiday in accordance with collective bargaining agreement provisions.

The employee receives a UW identification card and is eligible to participate in the U-PASS program and other programs that require an official UW Husky ID card. The employing unit maintains a leave record, OWLS or other UW authorized method, for each employee that holds a fixed duration appointment.

Employees in fixed duration appointments are generally eligible for medical, dental, life, and long term disability insurances as well as retirement plan participation subject to rules. Contact the Benefits Office for information about benefits eligibility.

Tuition Exemption – Only permanent classified staff are eligible to participate in the University’s tuition exemption program. Employees in a fixed duration appointment do not achieve permanent status and are not eligible to participate in the tuition exemption program.

Probationary period

Employees in a fixed duration appointment do not achieve “permanent” status and therefore do not serve a probationary period. The appointment may be terminated by the supervisor at any time.

Credit towards a regular appointment

Time worked in a SEIU 925 bargaining unit fixed duration appointment counts toward seniority for employees who are appointed without a break in service to a regular monthly SEIU 925 bargaining unit position.

If a fixed duration appointment is to become a regular monthly-paid bargaining unit position, and the fixed duration appointment incumbent is hired into the position through open recruitment, the employee will have time spent in the fixed duration appointment apply toward the probationary period for that position. If the employee has worked in the fixed duration appointment six months or longer the employee is considered to have completed the probationary period.

Union membership

An employee in a fixed duration appointment must comply with the applicable contract provisions for paying union dues.

Consecutive fixed duration appointments

Consecutive appointments that total more than 12 consecutive months are not allowed for the same assignment. If some job duties change but the employee’s supervisor and home department remain unchanged, a new fixed duration appointment cannot be initiated.

Fixed duration and temporary appointment

Temporary hourly employees may accept a fixed duration appointment, but a fixed duration appointment may not be created and used to extend the employment of an hourly employee who has reached the 1050-hour limit on temporary appointments.

Fixed duration and multiple appointments

An employee holding a fixed duration appointment may hold another appointment. However, the employee’s combined weekly work hours may create an overtime obligation. Supervisors should work through their department’s payroll coordinators to confirm whether an employee is working for any other unit at the University.

Layoff

The employee in a fixed duration appointment does not have layoff-rehire rights when the fixed duration appointment ends.

Ending a fixed duration appointment

When ending a fixed duration appointment:

  1. End the appointment in OPUS.
  2. Review the work and leave records for accuracy.
  3. Pay any accumulated compensatory time.
  4. Pay unused annual leave for employees who have completed six months or more of service. Employees who are terminated before completing six months of service do not receive payment for accrued annual leave.
  5. Review the Checklist - Separating Employee (MS Word) for other tasks that may need to be completed.

1. Enter your requisition into UWHIRES. The following fields are required:

  • Payroll title — choose the appropriate contract classified payroll title and job code that most closely matches the work the appointed individual will be performing. Your employment specialist is available to assist in determining the appropriate job classification.
  • Designate your position as being security/safety sensitive, if it meets one or 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.
  • Location — select the location where the individual will work.
  • Employment program — select: “Fixed Duration Appointment-Leave of Absence,” or “Fixed Duration Appointment — Project.” If you are not sure, select “Fixed Duration Appointment — Project.”
  • Proposed salary — enter the on-step monthly amount you would like to pay the identified candidate.
  • Position description — provide a complete description of the duties and responsibilities to be performed by the appointed individual. *If you are a UWMC hiring manager, contact your employment specialist to receive the standardized job description performance evaluation template.
  • Requirements — describe the required skills necessary to perform the essential functions of the job.
  • Less than 12 Months Dates From __ to __ — specify the appointment’s start and end dates.
  • Notes — specify the reason for creating the fixed duration appointment. If replacing an employee on leave, name the employee on leave. If to perform a project, describe the project. If candidate has been identified for the position, provide the candidate’s name.
  • Requisition approvers — verify that all necessary approvers are listed and that any unnecessary approvers are removed. Approvers may be pre-set in UWHIRES by your employment specialist per your request.
  • If you have any of the following additional information on your temporary appointment, please include it in the requisition:
    • FTE %
    • Candidate contact information — phone number, email address.
  1. Once all fields are completed, click “Save” at the bottom of the page. This will create your requisition number and allow you to review the requisition in Draft status.
Candidate information

If a candidate has been identified, request the candidate to complete the online application profile in UWHIRES.

Be sure to enter the candidate’s name in the “Notes” section of the UWHIRES requisition. Include UW employee ID if available.

Your employment specialist will attach the candidate as the final (or only) candidate to the requisition.

If you do not have a candidate identified, list in the “Notes” section this is an open recruitment temporary position.

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 the 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 approval via email. Once the first approver has completed their approval, an email will be sent to the second approver. This will continue until all approvers have approved the requisition.

Your employment specialist is automatically the final approver on all requisitions.

If you have already identified the individual who will perform the work proceed to Post Offer.

If you will need to recruit for this position then your employment specialist will be the final approver on the requisition. You will automatically receive an email letting you know if it has been approved and posted. The next step will be Review Resumes.

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

For requisitions where there was recruitment performed:

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 candidate 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.
    • Click the “Add Activity” link for the candidate who has accepted the offer. This will open the “Add Activity” screen.
    • Select the appropriate disposition for each candidate from the “Activity Type” drop down menu.
  5. Select the candidates you wish to interview or flag them as “Reviewed.”

Fixed duration appointments are paid on a salary basis and the salary must align with the appropriate contract classified pay scale. Ffxed duration appointment are paid on step within the range. The starting salary must be at step B or above in the salary range for the job class.

Work with your employment specialist to determine a monthly salary amount for yourfixed duration appointment employee.

If you are a hiring manager outside of the Medical Centers, your employment specialist will send a new hire confirmation/OPUS approval email to you when the temporary/hourly appointment is reviewed and approved. This will include a review of the candidate’s qualifications and meeting the minimum requirements for the position. This email will contain the information required for OPUS entry of the new appointment.

Complete the appointment by following these steps:

  • Enter the new employee into OPUS, copying the HR temporary hire confirmation into the “Notes” section of the appointment. Special job class codes are used in OPUS to make the appointment. The new hire confirmation/OPUS approval email will contain the correct job code for your appointment. The job class codes are as follows:
    • Fixed duration appointments in any SEIU 925 bargaining unit:
      • Job Class Code 7777 for any appointment to complete a project
      • Job Class Code 8888 for any leave of absence replacement appointment
    • Fixed duration appointments in any Washington Federation of State Employees (WFSE) bargaining unit:
      • Job Class Code 8600 for any appointment to complete a project
      • Job Class Code 8601 for any leave of absence replacement appointment
      • Collect completed paperwork (I-9, W-4, AA Data Form, Direct Deposit)
  • Collect completed paperwork (I-9, W-4, AA Data Form, Direct Deposit)

If you filled this position via recruitment you will need to take the following steps.

Update candidates not selected

You need to update candidates that were not selected.

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

  1. Log in to 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 candidates 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.

Check references activity

To document that you have conducted a reference check on the candidate in UWHIRES:

  1. Open your requisition in UWHIRES, and scroll down to the “Candidates” tab.
  2. Click on the “Add Activity” link for a candidate. This will open the “Add Activity” screen.
  3. Select “Reference Check” as the action in the “Type” drop down field.
First day responsibilities

On your new employee’s first day, perform the following activities:

  • Schedule your new employee for employee orientation.
  • Request computer logins and other needed access.
  • Establish a meeting time with your new employee to go over responsibilities and expectations in performance during the term of their appointment. Include sick leave, annual leave use policies, office procedures, and emergency procedures.
  • Confirm end date of appointment and union participation for the appointment duration.

If you encounter problems with your FDA employee, contact your Human Resources Consultant.

After the offer is accepted, you will need to complete UWHIRES requisition close-out activities to ensure candidate applicant flow information has been documented. Human Resources will take care of the rest.

Update the hire

You must track your new hires in UWHIRES:

  1. Log into UWHIRES.
  2. In the Requisition view, scroll down to the “Candidates” tab.
  3. Click on the “Add Activity” link for the candidate who as accepted the offer. This will open the “Add Activity” screen.
  4. Select “Hired/Accepted” from the “Activity Type” drop down menu.
  5. Click “Save.” The “Candidate New Hire” screen will appear.
  6. 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.
    • 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.

If your position is security/safety sensitive discuss the background check requirements with your employment specialist.