New Hire Paperwork and Records
New Appointment Packet Checklist
Submit the originals in one packet. Items 1-12 must be received in and approved by AHR prior to entering the appointment in OPUS, or processing visa requests or requests for moving expenses.
Required Appointment Documentation:
- Dean/Chancellor's letter to the President recommending the appointment, or original concurrence signature on Chair/Director's letter to the Dean/Chancellor (if it contains all of the required information)
- Chair/Director's letter to the Dean, reporting the faculty vote, Chair/Director's recommendation, salary and appointment details, etc
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All votes need to include the following vote counts:
- Number of faculty eligible to vote
- Total vote in favor of action
- Total vote against action
- Total voters absent
- Total voters abstaining
- Original offer letter
- Three original letters of recommendation
- Curriculum vitae or resume
- UW Biography Form
- AHR Ad Approval Notice
- Copy of print advertisement(s) as published in journal(s)
- Applicant Flow Confirmation Page
- Visa documents, if applicable
- Conviction/Criminal History Information Form (CCHI Form), and The Washington State Child and Adult Abuse Information Law, if applicable. When the CCHI forms are required, the department must as well apply for Washington State Patrol (WSP) background check and include the WSP response for official retention by Academic Human Resources
- Copy of search committee report, if produced
Payroll documentation should be sent directly to the Payroll Office. Payroll documentation must be received in the Payroll Office prior to a check being issued. Please review OPUS Guidelines.
Records Retention for Search Material and New Hire Documentation
Records of all applicants for particular positions and all associated search documents must be retained by the appointing unit for a period of three years. It is permissible for these records to be stored by the Records Management Office.
