Total Talent Management

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.

Requisition Process 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 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.

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 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.

Once you have selected a qualified final candidate and checked references, 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 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.

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.

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 has 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 code*
    • 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:
  7. Prepare and send a hire confirmation letter to your new employee. Sample hire confirmation letters:
  8. Save all recruitment materials according to records retention schedule.
  9. Campus managers: 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.
  • Complete background checks.
  • Medical Centers’ 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, vacation and sick time off request and use, etc.
  • Setting up computer logins (after receiving EID).
  • 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.