Steps for Hiring a New Employee
1. Write a job description. Most CICOES positions are within the UW Professional Staff Research Scientist titles; you can view the entire job list and some generic descriptions on the UW HR website. Consult with the CICOES HR Manager if you are unsure of the job title.
2. Complete a CICOES hiring request form and forward it to the CICOES HR Manager. The following steps apply only in the case of an open recruitment. If you are hiring for a temporary position and have a candidate in mind, you may work with the CICOES HR manager to hire your candidate directly.
3. Assemble a hiring committee that will review applicants and conduct interviews. The hiring committee must be led by the CICOES supervisor and must consist of at least half UW employees.
4. Consider various recruitment methods such as listservs and websites that might bring you the most qualified and diverse applicant pool. Inform the HR Manager if you want to post the ad in other locations besides the official UW employment site.
5. Once you have identified top candidates, review the UW’s information on interviewing and reference checking. Consult the Staff Diversity Hiring Toolkit for best practices related to using a rubric and conducting interviews.
6. When you have the top candidate, do not make an official offer until it has been approved. Send the name, proposed start date and salary to the HR Manager who will seek approvals through the College of the Environment Dean’s office and UW Compensation office.
7. When approvals are received, you will be notified and you can then offer the position.
8. If the top candidate accepts, please ask them to do so in writing (email is fine).
9. The hire will then be finalized and an appointment letter with instructions for the new employee will be sent.
For a more detailed look at the hiring process, check out this PowerPoint presentation.
Policies for Hiring Postdoctoral Scholars
1. Postdoctoral Scholar is an academic title, so the appointment has to go through a UW academic department. CICOES organizes the hire and the approvals, but postdoctoral scholars must have a UW faculty mentor and a chair of an academic department (usually Atmospheric Sciences, Oceanography or SAFS) has to approve the appointment in writing.
2. If it is a competitive recruitment, the job has to be posted on a site called Interfolio (which UW uses for all academic recruitment).
3. If you have the postdoc already in mind for the position, it does not have to be posted anywhere and the person can be hired directly (though there’s still a lot of paperwork in Workday, and the aforementioned approval from an academic department).
4. To have the Postdoctoral Scholar title, we have to have a copy (electronic is ok) of their actual PhD diploma in hand.
5. If you want to hire the postdoc before they have their diploma in hand, but after they’ve completed all of their Ph.D. work and defended their dissertation, they can be a “Postdoctoral Scholar-Conditional” for up to 12 months.
6. Usually postdoctoral scholar appointments do not exceed two years, and the individual’s total time as a postdoc (including UW and non-UW positions) cannot exceed five years.
7. Be aware that UW only sponsors visas for academic positions, so we can get J-1 or H-1B visas for postdoctoral scholar positions (though almost never for a Research Scientist position).