Direct hire process – campus staff
Last updated: October 9, 2025
Overview
The Direct Hire Process uses a Confidential Job Requisition to hire an applicant into a nonpermanent, intermittent, or professional staff temporary position without a competitive recruitment.
Considerations
1. Before initiating a Direct Hire, the Hiring Manager or their designee should collect the following information to enter during the Create Confidential Requisition business process:
- Intended hire’s name – Workday required
- Intended hire’s email address – Workday required
- Desired start date – Workday required
- Desired end date – UW required for nonpermanent and prostaff temporary positions
- Proposed pay rate (hourly or monthly amount) – Workday required
- Indicate whether this position is designated as essential – UW Required
2. Confidential Requisitions are not posted to the UW Jobs site. Your Recruiting Office Partner (ROP) will send the candidate a private link to apply directly. Because the job posting will be sent to the intended hire please enter and format the job posting text as you would for a competitive recruitment.
3. After the requisition is created, the ROP will advance the candidate through the hiring process. Hiring Managers/Delegates should not complete any tasks until the candidate is ready for hire. They can ignore Workday task notifications which cannot be suppressed but do not apply to the direct hire process.
4. The Direct Hire process will create a new position. If the hire will fill an existing position, the ROP will close the new position created at the end of the business.
Initiation
Departments initiate a Direct Hire by creating a Confidential Job Requisition. See the Create Job Requisition – Staff Campus user guide for step-by-step instructions for creating the Confidential Job Requisition.
Please use the BP comments field to share the following information with the recruiting team, if applicable:
- If the direct hire will backfill an existing position, include the vacant PN number.
- If the intended finalist is a current employee, indicate if the direct hire will be a job change or an additional job.
Process
The steps below are completed by the Recruiting Office Partner (ROP) or applicant. Hiring Managers/Delegates do not advance applicants through the direct hire process.
1. ROP uses Outlook to send the candidate a private link to apply to the confidential requisition. They will copy the Hiring Manager and/or Hiring Manager delegates per the hiring department’s practice.
Applicant Applies
Current employees will apply through the Workday Jobs Hub.
External applicants (including former employees) will apply through the UW External Job Site
3. ROP confirms the candidate meets minimum requirements.
4. ROP moves the candidate to Screen Stage.
5. Applicant Completes CHD
When the ROP moves the candidate to Screen stage, Workday will initiate the Criminal History Disclosure task.
- Workday emails a task notification to the candidate. The email will come from “MyWorkdayUW (uw@myworkday.com)” with the subject line “UW Application Update – Tasks to Complete for [Job Title]” and include a link to the external candidate login.
- Internal candidates can locate their task in their Workday inbox.
- External candidates can locate their task by navigating to their Candidate Home screen and viewing the Tasks section.
6. After the candidate completes their CHD, ROP advances candidate to Offer Stage.
The ROP will enter the pay rate provided by the department during the Create Confidential Requisition Business Process. No department approvals are required.
7. ROP Moves internal applicants who do not need a background check to Ready for Hire. External applicants complete additional hiring tasks, beginning with Step 8 below.
8. External Applicant completes Sexual Misconduct Disclosure
This task is completed outside of Workday.
When the ROP moves a direct hire candidate to the Offer stage Workday initiates the Sexual Misconduct Disclosure (SMD) process.
- The SMD vendor, Ideal-Logic, emails a personalized URL to the candidate. The email will come from “UWHR via Ideal-Logic” with the subject line “ACTION REQUIRED: Log in to complete and submit declaration form” and include a personalized URL for the candidate.
- The candidate creates an Ideal-Logic account to complete their SMD.
- Current UW employees and students will login to Ideal-Logic with their NetID.
- External applicants, including former employees and UW graduates, will create an Ideal-Logic community account.
9. External Applicant completes the Collect Personal Information and Government ID Tasks.
When the ROP moves a direct hire candidate to the Offer stage, Workday initiates the Collect Personal Information and Government ID tasks.
- Workday emails a task notification to the candidate. The email will come from “MyWorkdayUW (uw@myworkday.com)” with the subject line “UW Application Update – Tasks to Complete for [Job Title]” and include a link to the external candidate login.
- Internal candidates can locate their task in their Workday inbox.
- External candidates can locate their task by navigating to theirCandidate Home screen and viewing the Tasks section.
10. External Applicant completes background check invitation
After the candidate completes the Collect Personal Information task the ROP advances them to the Background Check stage. This action initiates the vendor background check process.
- HireRight emails a personalized URL to the candidate. The email will come from [ HireRight Customer Support (noreply@hireright.com] with the subject line [ University of Washington Background Verification Request for ] and include a login link.
11. ROP moves external applicant to Ready for Hire.
12. If the candidate was hired into an existing position, ROP closes the position created by the Confidential Requisition Business Process.