Tacoma
No Prefix
Human Resources

Hiring Process

The Content Author of this page has yet to add Section Heading Text to this Section (Section ID: 11284)

Hiring

REGULAR/PERMANENT STAFF

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. 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.

For more information, see Frequently Asked Questions or visit UWHR Hiring.