• UW CareLink
• Contact HR
• HR Forms
• Employee Self-Service
• OPUS
• OWLS
• UWHIRES

Human Resources at UWMC and Harborview will perform the following post-hire activities for you:

• Send new hire confirmation letter
• OPUS payroll entry
• Complete background checks
• Medical Center orientation registration (includes Husky Card and photo identification name badge for new employee)
• Patient Care Services orientation (scheduling as job applicable)
• Ambulatory Care Services orientation (scheduling as job applicable)
• Collect completed payroll paperwork

But you must first track your new hire in UWHIRES:

1. Log into UWHIRES.
2. In the Requisition view, scroll down to the "Candidates" tab.
3. Click on the "Add Activity" link for the candidate who as accepted the offer. This will open the "Add Activity" screen.
4. Select "Hired/Accepted" from the "Activity Type" drop down.
5. Click "Save." The "Candidate New Hire" screen will appear.
6. Enter the following information:
   • Hire date — date offer was accepted
   • Start date — date new employee will start
   • Salary amount — defaults to the amount from the "Offer Approval" page
   • Starting salary: "Pay Table-Range or Grade" auto-fills based on the job code
   • If this is a classified position, enter the correct Salary Step in the range that was offered and accepted by the candidate. If entered in "Offer Details," this will default from there.
   • Your Employment Specialist will complete the remaining fields.

Hiring mangers at UWMC and Harborview are responsible for completing the following post-hire activities:

• HIPAA Training Registration: Done through the Compliance Office at the appropriate medical center.
• Departmental orientation: Provide your new employee with a tour of the department, make introductions, discuss departmental emergency procedures, performance expectations, annual and sick leave request and use, etc.
• Verification and tracking of licensure: Verify the new employee’s license through the applicable association or state agency. You will also need to track your new employee’s licensure to ensure it is renewed before it expires.
• Setting up computer logins (after receiving EID)
• Obtain payroll records (if new employee is a current UW employee) by contacting the payroll coordinator from the new employee’s previous department.
• Collect new employee’s orientation completion confirmation.

You also need to update candidates that were not selected. This process is done electronically within UWHIRES as candidates can check their statuses themselves. Follow these steps to update candidates not selected:

1. Log into UWHIRES.
2. In the Requisition view, scroll down to the "Candidates" tab.
3. To update individual candidates:
   • Click on the "Add Activity" link next to the candidate’s name that you want to update. This will open the "Add Activity" screen.
   • Select "Not Selected by Manager" from the "Activity Type" drop down.
   • Select the reason you did not choose this candidate in the "Rejection Reason" field. By adding this information, candidates can log into their UW applicant profile and view their status for your position. Candidates will see "considered not selected" only, regardless of what rejection reason you choose.
4. To update all candidates:
   • Select all candidates you wish to change status on by clicking the box to the left of their name.
   • At the top of the "Candidates" tab, choose the drop down menu and select “Not Selected by Manager.”
   • Click "Go."
   • Select the reason you did not choose these candidates in the "Rejection Reason" field.

EXPLORE

UW/SEIU Local 925 collective bargaining agreements (Article 15.4 in each agreement)

WFSE Master Agreement Article 42.3

• uwhr@uw.edu |
• HR Contacts

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