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Professional Staff Temporary Appointment
Make the Offer

UNDERSTAND

After the offer is accepted, you will need to complete UWHIRES requisition close-out activities to ensure candidate applicant flow information has been documented. Human Resources will take care of the rest.

Update the Hire

You must track your new hires 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 menu.
  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.

Next, Medical Centers Human Resources will perform the following post-hire activities for you:

Then, hiring managers at UWMC and Harborview are responsible for completing the following post-hire activities:

Update Candidates Not Selected

This process is done electronically within UWHIRES so 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 the appropriate final disposition code from the "Activity Type" drop-down menu for the stage in which the candidate fell out of consideration. By adding this information, candidates can view their status for your position in their UW applicant profile. Candidates will only see "Not Selected," regardless of what disposition code 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, select the appropriate disposition code from the drop-down menu for the stage in which the candidates fell out of consideration.
    • Click "Go."

Note: On your hiring manager workbench, if you have filled requisitions on which candidates have not yet been dispositioned, you will see a tab indicating such. From this tab, you are able to go into a requisition and move candidates into their final disposition status.

Understand

Once you have selected a qualified final candidate you will need to establish a proposed salary offer and obtain offer approval for the salary offer from your employment specialist.

Request Approval to Make Offer

Follow these steps to request offer approval:

  1. Complete the Supplemental PSTA Questionnaire which you will email to your employment specialist
  2. In the UWHIRES "Requisition View", scroll down to the "Candidates" tab.
  3. Click on the "Add Activity" link for the candidate you wish to make an offer to. This will open the "Add Activity" window.
  4. Select "Request Approval for Offer" from the "Type" drop down box.
  5. Click "Save." This will open a new "Offer Details" window.
  6. Complete this page by entering the appropriate information in each field.
  7. Upon clicking "Save," your employment specialist will be notified of your request for salary review, followed by the other approvers on the list.

Make the Offer

Once the salary has been approved by both your employment specialist and, where applicable, your department approvers, you can make the offer to the candidate. Contact your employment specialist if salary negotiation is needed.

For positions that are designated as security/safety sensitive, offers must be made contingent upon a successful background check. Notify your employment specialist of the status of your offer and of the start date if the offer is accepted.

Check References Activity

Document that you have conducted a reference check on the candidate in UWHIRES by:

  1. Opening your requisition in UWHIRES, and scrolling down to the "Candidates" tab.
  2. Clicking on the "Add Activity" link for a candidate. This will open the "Add Activity" screen.
  3. Selecting "Reference Check" as the activity in the "Type" drop down field.

Next Step

Post Offer

Prostaff Temp.
Appt. Hiring Topics

Need help with UWHIRES? Call or email our help desk at 206-543-2544.