Steps for Hiring a New Employee

1. Before a position is created, funding questions need to be submitted and approved by the Dean. Contact Carol Pérez, the CICOES HR Manager, to begin this process
2.  Complete a CICOES hiring request form and email it to Carol. On the UW HR website, you can view Professional Staff and Represented Staff positions. Most CICOES positions are within the UW Represented Staff Research Scientist title.
3. From here, the position and requisition are created in Workday. Please review this overview of the UW staff hiring process for more detailed information. Steps 3 through 9 apply only in the case of open recruitments—which are required for all permanent positions. Permanent positions are found on the Staff Jobs page of Careers at UW. Please review this page for information on job posting components. Keep in mind that positions in the UAW RSE union are subject to the re-hire list. If you are hiring for a temporary position and have a candidate in mind, you may work with Carol to hire your candidate directly.
4. The hiring manager should take the following trainings. The UW supervisor should connect with Carol to ensure that they have taken the necessary trainings. You can learn more about supervisor responsibilities on the CICOES website.
5. Consider various recruitment methods such as listservs and websites that might bring you the most qualified and diverse applicant pool. Inform Carol if you want to post the ad in other locations besides the official UW employment site.
6. Once you have identified top candidates, review the UW’s information on interviewing and reference checking. It is recommended that you use a rubric for conducting interviews.
7. 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 Carol, who will seek approvals through the College of the Environment and UW Compensation. Please let Carol know if the candidate has previously worked at the University of Washington.
8. When approvals are received, you will be notified. You can then offer the position.
9. The hire will then be finalized and an appointment letter with instructions for the new employee will be sent. The appointment letter needs to be signed and dated by the new employee.
10. Costing allocations are needed for the hire and can be sent to Carol with the CICOES Payroll Coordinator CC’d.

For a more detailed look at the hiring process, check out this PowerPoint presentation.

Tips for hiring managers

Policies for Hiring Postdoctoral Scholars

1. Complete the postdoc hire request form. 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 does sponsor visas for academic positions, so we can get J-1 or H-1B visas for postdoctoral scholar positions.