Total Talent Management

Hiring a fixed duration appointment

Follow these steps when hiring a fixed duration appointment.

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 attach 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 UWHIRES Hiring Manager Workbench. The resumes are then available for you to review. Consult with your employment specialist to discuss a timeline of candidate resume referrals.

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.”
  6. Prior to making an offer, where there are two or more equally qualified candidates and a candidate is a veteran eligible for preference, then the veterans’ preference will act as a tie-breaker.

Fixed duration positions are paid a salary and the salary must align with the appropriate contract classified pay scale. Fixed duration positions are paid on step within the range.

Once you have selected a qualified final candidate you will need to check references, 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 approves, 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:

 

  1. Save all recruitment materials according to records retention schedule.
  2. Review your action items on the new employee checklist (Word).

Update candidates not selected

In UWHIRES you need to update the recruitment status of candidates that were not selected; 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 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.

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 has accepted the offer. This will open the “Add Activity” screen.
  4. Select “Department Hire (Pre-hire)” from the “Activity Type” drop down.
  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 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.
    • 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
In UWHIRES you need to update the recruitment status of candidates that were not selected; 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 webpage for details.

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