Hiring a Research Associate

Webpage under construction! Email Christie Peralta (cperal23@uw.edu) for up to date information.

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Criteria

• In order to be appointed as a Research Associate, criteria for this appointment must be met.
• This appointment must be initiated a minimum of three to six months prior to the candidate’s start date (a minimum of seven monthsfor an H-1B visa).
• For the fees associated with processing this appointment, please see the fee schedule.
• Reappointments: please see below.

How to Hire

Faculty, please start the process be following the Steps to Bring in an Exchange Visitor or Research Associate.

For further clarification or additional questions relating to hiring this title not addressed here, please contact the Assistant to the Chair.

Initial Appointment

1. Faculty member (PI) fills out the online Visitor/Research Associate Notification to the Department. Submitting this form will initiate emails sent to the Assistant to the Chair, the Chair, space committee, payroll, facilities, the receptionist and to your Program Manager.
2. Assistant to the Chair contacts the prospective candidate for the required documentation, listed below.
   • Educational/Experience Requirements: Terminal degree, usually a PhD
     • Degree must be conferred by the appointment start date.
     • Evidence of conferral may be requested (diploma and/or transcript):
       • Foreign language documents must include full English translations, certified by the translator as complete and correct
       • If academic records do not clearly state the degree and field of study, the beneficiary should obtain an evaluation of the record by a recognized credentials evaluation service.
   • Documentation Required:
     • 2 letters of recommendation
     • Curriculum Vitae – please include your mailing address
     • UW biography form
     • Acceptance to Offer Letter
     • Visa documents, if applicable
       • J-1 Visa Intake Form or H-1B Visa Intake Form
       • Copy of your passport showing biographical information
       • Copies of previously-held visas (B-type visas excluded), if applicable – including those of any dependents who will be on the J-2 visa
       • USCIS approval of waiver of foreign residence requirement (if applicable)
       • Proof of Funding – you will be required to meet the minimum financial requirements (USD):
         • J-1 scholar: $1,800 per month
         • J-2 spouse: $1,200 per month (if applicable)
         • J-2 child: $600 per month (if applicable)
         • Please read the link regarding your proof of funding, if applicable. Your evidence of funds must be in English and translated into U.S. dollars.
           

   If the candidate is a non-resident with an OPT
   The OPT is only valid for 1 year after completion of Ph.D. If the appointment will be longer than one year, pleae give 10 months notice to process the H-1B application.

   • All of the above, plus
     • Copy of OPT
3. Once all documentation has been collected, all appointment paperwork will be assembled and submitted for signatures and approval to the College of Engineering Dean’s office, Academic HR and to ISO (if applicable).
4. Assistant to the Chair sends the appointment offer letter and visa paperwork to the candidate once the updated visa documents have been received from ISO.
5. Assistant to the Chair provides the appointment packet and contact information to the CoE Human Resources Manager, and announces new arrival to the departmental administrative staff and appropriate support staff and faculty.
6. If the Research Associate has not been on payroll before, a time to meet to complete new hire paperwork must be arranged with the Payroll Coordinator BEFORE the employment start date.
7. Once a non-resident visitor has arrived on the University of Washington campus, s/he must check in with ISO (every Tuesday at 3 p.m. in 239 Gerberding Hall) with in 30 days of their visa start date (only if the Research Associate has obtained a Visa by the University of Washington).
8. Appointment is considered complete.Please Note In addition to completing the items described on the New Employee Information and Checklists webpage, non-residents of the US should be aware of the following information and resources, and attend to Non-resident in the US items as applicable.

ReAppointment

1. Faculty member (PI) fills out the online Visitor/Research Associate Notification to the Department. Submitting this form will initiate emails sent to the Assistant to the Chair, the Chair, space committee, payroll, facilities, the receptionist and to your Program Manager.
2. Assistant to the Chair contacts the prospective Research Associate for the required documentation listed below:
   • Documentation Required:
     • Curriculum Vitae, current
     • UW biography form
     • Acceptance to Updated Offer Letter
     • Visa documents, if applicable
       • J-1 Visa Intake Form or H-1B Visa Intake Form
       • Copy of your passport showing biographical information and most recent visa stamp
3. Once all documentation has been collected, all appointment paperwork will be assembled and submitted for signatures and approval to College of Engineering Dean’s office, Academic HR and to ISO (if applicable).
4. Assistant to the Chair sends the appointment offer letter and visa paperwork to the candidate once the updated visa documents have been received from ISO.
5. Assistant to the Chair provides the appointment packet and contact information to the CoE Human Resources Manager, and announces new arrival to the departmental administrative staff and appropriate support staff and faculty.
6. Appointment is considered complete.