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UNDERSTAND

Filling staff vacancies is one of the most important tasks of any manager. On average, it takes four to six weeks to fill vacant positions at the UW. Making sure you have all the information you need prior to initiating a requisition in UWHIRES will save you time.

You will first need to determine the employment program type of your vacancy:

• Contract classified staff are employees whose job classification and compensation programs are governed by a collective bargaining agreement. The contracts specify exactly which positions are included in the bargaining unit that the contract covers.
• Classified non-union staff are employees whose job classification and compensation are governed by civil service regulations and are not covered under a collective bargaining agreement.
• Professional staff are exempt from the provisions of the state civil service system and meet one or more or the exemption criteria.

Criminal Background Checks

Some UW positions are considered Security/Safety Sensitive. The successful candidate for such a position must have a criminal conviction history check conducted after a conditional offer of employment has been made and accepted. See the Criminal Background Check web page for details.

ACT

(Note: If you are a UWMC or Harborview hiring manager, contact your Employment Specialist to receive the standardized job description performance evaluation template.)

Forms for Professional Staff Positions

For professional staff positions you must complete the following forms. If you will not be creating the requisition in UWHIRES yourself, you will need to provide the completed forms electronically to the person who will create the requisition. The completed forms will be electronically attached to the UWHIRES requisition. You may find it helpful to review the professional staff benchmark job descriptions contained in the professional staff salary survey.

Forms for Professional Staff Recruitment

Form(s) for positions OTHER THAN Research Scientist/Engineer Professional Staff Position Description (instructions) For Research Coordinator, Research Consultant and Research Manager also complete the Research Activities Form.

Form for Research Scientist/Engineer Only Research Scientist/Engineer Questionnaire

Job Description for Classified Positions

Prepare a position description that contains enough information to clearly define the job duties to be performed, including:

1. The position’s primary purpose;
2. General duties;
3. Any duties that make this position unique to your department;
4. Lead or supervisory responsibilities;
5. Required skills, knowledge, abilities, or experience;
6. Desired skills, knowledge, abilities, or experience;
7. Conditions of employment — applicable licenses, certificates, registrations, or other conditions that are required to perform the essential duties of the position; and
8. Work schedule and FTE of the position.

Classified and Professional Staff Positions

You will need budget information and the list of approvers/reviewers who must review/approve the UWHIRES requisition.

Prepare the Requisition

Enter your requisition in UWHIRES.

1. Click the "Create New Req" link in the Requisition's "Quick Search" section of your Manager Workbench.
2. Enter your information into the data fields (fields with asterisks are required).
3. Designate your position as being security/safety sensitive, if it meets one of more of the University's criteria. Finalists for security/safety sensitive positions must undergo a post job offer criminal background check.
4. Save your requisition.
5. Attach compensation documents required for new or replacement positions.

Your requisition is now saved as a draft. You can continue to make changes to your requisition while in the draft mode.

Next step:

Get your requisition approved

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