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Hiring Permanent Staff

When a need for a permanent staff position is identified, you will work with the HR Specialist or Administrator on the hiring and recruitment process. Permanent staff positions must be filled through competitive recruitments. This remains true even if you have a temporary employee you would like to make permanent.

Hiring and recruitment process

Below are 11 steps to follow when initiating the hiring of a permanent staff position. If you are recruiting for a replacement with no change in job duties, begin at step 4.

1. Identify payroll title and salary range

Research scientist/engineer positions Administrative and other positions

The Research scientist/engineer job classification has eight grade levels, from assistant to sr. principal. Grade levels are assigned based on a combination of position specific factors including education/experience required, job content, responsibility for and impact on end results, and supervisory responsibility. Within this document, you will find the different factors that help determine what grade level is appropriate.

Salary scale: Pay scale for Research scientist/engineer's can be found here (Appendix).

RSE Career Path Guidelines - Competencies

Contact the HR Specialist or Administrator to discuss the duties and responsibilities of the position. They will help you determine the most appropriate payroll title.

Payroll titles/descriptions and salary tables:

2. Draft a job description

Depending on the type of position, there may be an appropriate form to fill out. This step may take some back and forth between the HR Specialist or Administrator and supervisor of the new position.

Also, Learn how to increase outreach efforts and build an inclusive applicant pool with guidance from the Office of Minority Affairs and Diversity.

Position Information Form
Research scientist/engineer For Research scientist/engineer positions, complete the Research scientist/engineer questionnaire. Be as detailed as possible under the position characteristics and duties and responsibilities sections of the form. The narrative, along with the answers to the general competencies section and education requirements, helps UW HR-Compensation determine the appropriate level. Research Scientist/Engineer Job Questionnaire
Professional staff For Professional staff positions, complete the Professional staff position description. Be as detailed as possible, and be sure to review the exemption criteria. Professional Staff Position Description
Classified staff positions There is no standard form. Draft a detailed job description with examples of tasks or duties required of the position. N/A

3. Undergo review process

The job description and position will be reviewed by the COE Dean's office and HR Compensation Office, routed by the HR Specialist or Administrator in Workday to obtain approvals.

The dean's office and HR Compensation will review the job description and position and determine if duties and responsibilities align with selected payroll title and employment classification. The average review time is two weeks, but may be longer depending on the position complexity.

4. Review layoff list or post the position

If you are hiring for a union represented classified position, a person from the UW's layoff list that meets the minimum requirements may claim placement in the position. HR Specialist or Administrator will coordinate this process. If your position is not eligible or there are no employees meeting minimum qualifications on the list, UW HR will post the position to the UW employment website, where applicants can apply for the position.

5. Form a search committee and draft interview questions

A search committee should be formed to review applicants, create interview questions, and interview top candidates. When forming a search committee, consider membership based on knowledge of work, interaction with position, and composition and diversity of the committee. Utilize the search committee to draft interview questions relative to the position. Consider making a scoring rubric.

Interviews are your opportunity to ask qualified candidates pertinent questions regarding their skills and to sell the job to the applicant. Evaluate all the applications based on the qualifications and skills you are seeking, and interview those who appear most qualified.

As a hiring manager or interview panelist, you are responsible for following federal and state employment laws and University Administrative policy on unfair pre-employment inquiries.

6. Review resumes

UW HR will review resumes against all requirements and place top candidates on your hiring manager workbench in UWHIRES for you to review. The HR Specialist or Administrator will request access to the workbench for the hiring committee.

How to Review Applications in UWHIRES

Once the position closes, UW HR will review applications and forward candidates to your Workbench. When you log into UWHIRES, you will see the open requisitions; click on the “Job Profile Name” for the position you are recruiting for. You will see information about the job at the top, the list of candidate(s) in the middle, and a full job description at the bottom. To view o the applicant’s resume, click on their name. Clicking on the score percent (e.g. 6%) will take you to their cover letter. The red “E” indicates they are a current UW employee.

7. Conduct interviews

After reviewing applications, the hiring committee will conduct phone screens or interviews of top candidates and check references for final candidates prior to making a final hiring decision. It is recommended to interview a minimum of three candidates. If you are hiring for a union represented classified position, at least one (1) union represented applicant per job posting, who is a regular monthly employee and who possesses the essential skills, shall be among those granted an interview. For all positions, 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.   

Remember to forward all records to the HR Specialist or Administrator for the HR Requisition file (materials include evaluations on candidates, notes on employment selection, etc). These records must be maintained for three years after completing the hiring process or the end of employment for the new hire.

8. Check references

Reference checks are required prior to hiring an applicant. At least three professional references should be checked. The Telephone Reference Check form can help you to consistently ask the same questions of each reference.

When the finalist for a position is a current or former UW employee, you must obtain a reference from the candidate’s current (or most recent) UW supervisor. If the immediate supervisor is unavailable or if the employee asks that you not contact their current UW supervisor, contact the HR Specialist or Administrator who will consult with HR. Additionally, they will request a review of the candidate’s official personnel record and will apprise you of any documented issues.

9. Obtain salary approval

Once you have selected a qualified final candidate, you and the HR Specialist or Administrator will need to establish a proposed salary and obtain approval from the COE Dean’s office and UW HR for the salary offer.

10. Make a verbal offer

Once the salary has been approved, you can make a verbal offer to the candidate. For positions that are designated as security/safety sensitive, offers must be made contingent upon a successful background check.

11. Write a confirmation letter

Once the offer is accepted, the HR Specialist or Administrator will write a confirmation of hire letter for the candidate and begin the hire process in UWHIRES and Workday (including background check, if necessary).