HR Operations

Fixed duration positions

Fixed duration positions are limited term positions 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 position 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 positions 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 position 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 position has reached the maximum of 12 months.

A fixed duration position 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.

Time off and benefits

The employee in a fixed duration position 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.

Employees in fixed duration positions are generally eligible for medical, dental, life, and long term disability insurances as well as retirement plan participation subject to rules. Contact the Integrated Service Center 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 position do not achieve permanent status and are not eligible to participate in the tuition exemption program.

Probationary period

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

Credit towards a regular position

Time worked in a SEIU 925 bargaining unit fixed duration position 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 position is to become a regular monthly-paid bargaining unit position, and the fixed duration position incumbent is hired into the position through open recruitment, the employee will have time spent in the fixed duration position apply toward the probationary period for that position. If the employee has worked in the fixed duration position six months or longer the employee is considered to have completed the probationary period.

Union membership

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

Consecutive fixed duration positions

Consecutive positions 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 position cannot be initiated.

Fixed duration and temporary hourly positions

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

Fixed duration and multiple positions

An employee holding a fixed duration position may hold another position. However, the employee’s combined weekly work hours may create an overtime obligation. Hiring managers should check with the potential employee to understand if they hold other UW positions.

Layoff

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

Ending a fixed duration position

When ending a fixed duration appointment in Workday follow the user guides

WHEN POSITION IS A DIRECT HIRE:

  • When creating the requisition in Workday, be sure to include the name of the candidate in the Recruitment Questionnaire
  • Make sure the candidate has an updated profile in UWHIRES
  • Your employment specialist will attache the candidate to the requisition in UWHIRES once the requisition is completed

WHEN POSITION WILL BE POSTED IN UWHIRES: 

  • Once your requisition has been approved in Workday, it is sent to UWHIRES where it will appear on your UWHIRES Hiring Manager Workbench.
  • Your employment specialist will work with you on finalizing the requisition including the job posting.
  • Once the posting is completed, your employment specialist will switch the requisition to “Open” status and post the position to the UW employment website and any other websites you may have discussed if additional advertising is needed.

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 Job Profile 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 positions are paid on a salary basis and the salary must align with the appropriate contract classified pay scale. Fixed duration position 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 your fixed duration position employee.

Once you have selected a qualified final candidate you will need to check references and establish a proposed salary offer and obtain offer approval for the salary offer from your employment specialist.

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.
Make the offer

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

Once the offer is accepted, update the requisition 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 “Department Hire (Pre-hire)” 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 profile
    • 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 be notified and the process for sending the hire to Workday will be completed. This may include the background check, if required. Your department will be notified in Workday to complete the hire. You can find instructions on the Workday hire process at: Hire Staff Campus user guide
  7. Prepare and send a hire confirmation letter to your new employee:
  8. Save all recruitment materials according to records retention schedule.
  9. Review your action items on the new employee checklist (Word).
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 position. Include sick leave, annual leave use policies, office procedures, and emergency procedures.
  • Confirm end date of position and union participation for the position duration.

Contact your HR consultant if you have questions or issues with an employee in a fixed duration position.

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.

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 “Department Hire (Pre-hire)” ” 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.
  • Workday 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 may 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.