Hiring Process

UWHIRES is used to manage the hiring of regular staff employees, including retaining job descriptions and employee resumes. The process for development and hire of a regular position is outlined below. (Faculty hiring is coordinated by Academic Human Resources.)

Regular positions are defined by UW as positions with an FTE and expected to be 12 months or longer in duration. Such positions may or may not have permanent/on-going funding. Regular positions require an open and competitive recruitment to identify a successful candidate.

Required trainings for hiring managers

All hiring managers with access to UWHIRES are required to complete a training on Implicit bias. Hiring managers and others involved in the hiring process are required to complete the Record keeping supports a fair hiring process training. More information and links to access both trainings are posted on UWHR’s Trainings for hiring managers webpage.

Procedures for Requesting Authorization for Recruitment

The hiring manager creates a job description, including minimum and desired requirements, using the appropriate forms. This may involve consulting HR for appropriate job classification and pay information.

Classified staff position descriptions consist of the following elements:

• General purpose of the position
• Specific responsibilities
• Minimum requirements and desired qualifications

Consult classified job specifications for examples of work duties and minimum requirements. The same format can be followed for developing the job description.

Professional staff positions require the completion of the Professional Staff Position Description Form (PSPD) for evaluation by the UW Compensation Office to ensure that new professional staff positions are exempt from classified service (see also instructions for completing the form). Consult the UW professional staff job descriptors (as available) for examples of work and requirements.

• If creating a position for a Research Consultant or Research Coordinator, please complete the Research Activities Form: Research Activities Form in addition to the PSPD.
• If creating a position for a Research Scientist/Engineer, please complete the Professional Staff Research Scientist-Engineer Questionnaire instead of the PSPD.
• Department/Hiring Manager completes Hiring Request Form. (Please contact HR directly if the position needs to be hired into a NEW supervisory org.)
• Director should submit the Hiring Request Form to the appropriate Vice Chancellor, Associate Vice Chancellor, or Assistant Chancellor for review and approval.
• Upon approval by the Vice Chancellor, Associate Vice Chancellor, or Assistant Chancellor, forms should be submitted to the Chancellor.
• Upon approval by the Chancellor, the form will be forwarded to UW Tacoma HR for additional approval by the Associate Vice Chancellor for Finance and entry into Workday.
• Upon final approval by UW Seattle Human Resources, the position will be posted in UWHIRES.

Procedures for Recruitment and Hire

1. Review/complete Recruitment Planning Worksheet.
2. Review Diversity Toolkit.
3. Identify and assemble search committee.
4. Screen all the resumes/cover letters.
5. Select candidates for interview based on the job requirements and responsibilities. (Telephone screening may be helpful to further narrow down the pool.)
6. Prepare for interviews and develop a list of interview questions to be asked of EACH candidate interviewed.
7. Once the final candidate(s) has been identified, check references. At least 2 references MUST be checked for the final candidate, including the current supervisor. If the final candidate is a current or former UW employee, the employee’s current or most recent supervisor must be contacted. If the immediate supervisor is unavailable, or if the employee asks that you not contact their current UW supervisor, you should request help from HR.
8. Contact UW Tacoma HR to discuss salary offer. Complete the UW Tacoma Request for Salary Offer Approval Form. The salary must be approved by HR and confirmed via email PRIOR to extending a job offer.
9. A UWHR employment specialist will initiate a request for the candidate to complete and submit a Sexual Misconduct Declaration via UWHIRES when the salary approval request is submitted; the candidate will then receive notice to submit the disclosure. Review additional information on the sexual misconduct disclosure policy.
10. Once approval is received from HR to make the salary offer, the hiring manager extends the offer, contingent upon a successful background check, and confirms acceptance of salary offer and start date with HR once position is accepted by the final candidate. 
11. A background check (BGC) will be initiated by UW Seattle HR once the acceptance is confirmed. The hiring manager will receive confirmation from UW Tacoma HR when the candidate has cleared the BGC.
12. Contact any applicants interviewed and internal candidates not interviewed via phone to inform them that another candidate has been selected. Be prepared to provide feedback to candidates if requested.
13. Initiate the onboarding process using the New Staff Onboarding Checklist.

UW Tacoma uses Workday and UWHIRES to manage the hiring of non-student temporary hourly workers, including retaining job descriptions and employee resumes. Department and hiring manager and candidate responsibilities must be completed before the appointment can be approved in Workday and UWHires. Appointments must be fully approved BEFORE the employee may start working.

Depending on the position’s duties, requirements, duration and FTE, the temporary appointment may be hourly classified, monthly-paid classified (Fixed Duration Appointment), hourly professional (Limited Term Appointment), or monthly-paid professional (Project Appointment). Monthly-paid positions are eligible for benefits, including leave accruals. Appointment to a temporary position does not require an open, competitive recruitment. Therefore, direct appointment of a qualified candidate is allowed.

Department/Hiring Manager Responsibilities

Hiring managers should first understand the appointment type:

1. Nonpermanent Appointments
2. Professional Staff Temporary Positions

Departments and hiring managers may find and select candidates but should consult with UWT HR prior to extending offers. Once the hire is approved, supervisors should direct employees to complete onboarding tasks in Workday (I-9, W-4, etc.). For classified hourly appointments, the department should monitor and manage employee work hours within the 950 maximum.

If the department already has a final candidate identified, the responsibilities as outlined below should be completed. If the department does not have a final candidate identified and would like to recruit for applicants, please complete steps 1 and 2 below. (Please also consult UW recruitment information and hiring resources.) Prior to extending an offer or having an employee begin work, the hiring manager must receive approval by UW Tacoma HR. The department should request approval to hire a temporary/hourly employee by submitting the following:

1. Send complete job description, including position requirements to UWTHR Hiring Partner
2. Complete the Hiring Request Form and route for campus signatures. (Please contact HR directly if the position needs to be hired into a NEW supervisory org.)
3. Hiring managers can also monitor the status of the business process in Workday by viewing the Staffing Tab within the position's supervisory organization.
4. If the temporary hire involves a recruitment:
   1. Contact UW Tacoma HR to discuss salary offer once the final candidate is identified. Complete the Request for Salary Offer Approval Form. PRIOR to extending an offer, the salary must be approved by HR and confirmed via email.
   2. Contact any applicants interviewed and internal candidates not interviewed via phone to inform them that another candidate has been selected. Be prepared to provide feedback to candidates if requested.
5. UWHR employment specialist will initiate a request for the candidate to complete and submit a Sexual Misconduct Declaration via UWHires as part of the hiring process; the candidate will then receive notice to submit the disclosure.  Review additional information on the sexual misconduct disclosure policy.
6. If the position requires a background check, the process will be initiated by UW Seattle HR.
7. Initiate the onboarding process using the New Staff Onboarding Checklist
8. Request extensions for hourly positions as needed.   Supervisors with departmental approval should email UWTHR with the new end date for extensions of hourly appointments.

Candidate Responsibilities

1. The candidate must complete a profile in UWHires and Work Authorization Assessment following the Instructions for Applying to a Temporary Position
2. Complete onboarding tasks through Workday

Human Resources Responsibilities

1. Review job duties and requirements to verify appropriate classification and pay range
2. Create position in Workday; once position is approved, create requisition in Workday for integration into UWHires
3. If the position requires a background check, the process will be initiated by UW Seattle HR.
4. Review hours worked by temporary employees and consult with hiring departments as needed.

Private Temporary Staffing Agency Hires

The University has established a common set of standards and processes for the contracted agencies which have agreed to provide low rates, exemplary service, expedited billing, and reporting of work hours. All requests for private temporary agency assistance must be placed through HR's in-house temporary staffing program (UTemp Staffing)

UW Tacoma strongly encourages the hiring of UW Tacoma students when and where an appropriate opportunity exists. The hiring of student employees must be reviewed/approved by UW Tacoma Human Resources. Departments and student employees should review the comprehensive guidelines pertaining to student employment at UW.

Note: This process does not apply to work study students.

Department/Hiring Manager Responsibilities

Departments and hiring managers will find and select candidates, extend offers within the correct pay range, and ensure that students to complete the onboarding process in Workday. Departments should review the comprehensive guidelines pertaining to student employment at UW.

CREDIT REQUIREMENTS: Hourly student employees must meet enrollment requirements as follows: Undergraduate students must be enrolled for a minimum of 6 credits; Graduate students must be enrolled for a minimum of 5 credits; and Ph.D candidates must be enrolled in at least 2 credits. This does not include Academic Student Employees (ASEs). It is the responsibility of the employing department to confirm an individual's eligibility for a position as a student hourly employee by verifying enrollment. Student employees are responsible for notifying their manager if they no longer meet minimum enrollment requirements.  

If the department does not have a final candidate identified and would like to recruit for applicants, please post the position via Handshake. Once a student employee has been identified, the following should be submitted to HR:

1. For all graduate student and ASE hires, the hiring manager will ask the student to complete a Sexual Misconduct Declaration using the Sexual Misconduct Declaration Tool before an offer is made.  Please contact UWTHR for access to the Sexual Misconduct Declaration Tool.  Once notification is received that the student has been cleared for employment, the Student Employment Form can be submitted for entry into Workday.  (Note: Only undergraduate student assistant hires do not need to complete this step.)  Review additional information on the sexual misconduct disclosure policy.
2. If the position requires a background check, please email the UWT HR Hiring Partner to initiate the background check with the student's name and UW email address. Once notification is received that the student has been cleared for employment, the Student Employment Form can be submitted for entry into Workday.
3. Complete the Student Employment Form. You may choose to send the student the Personal Data Form to obtain necessary information. 
4. Please contact HR directly if the position needs to be hired into a NEW student supervisory org.
5. Copy of the offer letter (if hiring an ASE).

Student Responsibilities

1. Complete the Sexual Misconduct Declaration Form and Background Check Forms received via email as soon as possible
2. Ensure appropriate enrollment
3. Complete onboarding tasks through Workday

HR Responsibilities

Upon receiving paperwork, HR will do the following:

1. Review job duties to verify appropriate job title and pay
2. Enter student appointment into Workday

Academic Student Employees

Academic Student Employees (ASE) are now part of a bargaining contract, AFL-CIO Local Union 4121. ASEs include undergrad/grad, and hourly/salaried student tutors, teaching assistants and research assistants. To determine whether your student employee falls into one of the classifications covered by this contract, please consult the ASE job profile descriptions. If the job description for the position you are hiring does not fit into any of the classifications included in the ASE Classification Descriptions, use Class Code 0888 (UWT Student Assistant) on the Student Employment Form.

CREDIT REQUIREMENTS: Salaried Graduate student employees in an ASE job profile must be enrolled in at least 10 credits during the regular academic year or 2 credits in the Summer Quarter. Graduate RAs can only be hourly during Summer Quarter if they are not enrolled in any credits. 

If you are hiring a Teaching Assistant or a Research Assistant, completion of the TA Job Description Template or the RA Job Description Template will suffice as the job description.

Offer letters should be provided to the ASE, and a copy sent to HR along with the Student Employment Form. Template offer letters are provided online.

Please note - ASE appointments follow payroll quarter dates; these are different than academic quarter dates. Payroll quarters are six pay periods, and the dates are as follows: 

• Autumn: September 16 - December 15
• Winter: December 16 - March 15
• Spring: March 16 - June 15
• Summer: June 16 - September 15

Detailed information on administering assistantships can be found on the UW Graduate School website.

View pay tables and explanations for graduate salaried ASEs

Hourly Pay Ranges for UW Tacoma ASEs, effective 7/1/24:

For more information

• Academic Student Employees
• Student Employment Information and Pay
• Work Study On Campus Employer Guide