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Hiring and Recruiting – Policies and Procedures

Helpful Information

Academic Human Resources – Search and Hire
http://ap.washington.edu/ahr/administrators/recruitment/planning/

Faculty Recruitment Toolkit
http://www.washington.edu/diversity/faculty-advancement/faculty-recruitment-toolkit/

Moving Expenses
http://f2.washington.edu/fm/ps/moving-expenses

New Appointment Documentation Requirements
http://www.engr.washington.edu/mycoe/faculty/new-appt-documentation.html

The Process

  1. Chair proposes a faculty search to the Dean
  2. Dean approves faculty search
  3. Chair appoints search committee
    1. Committee drafts the proposed advertisement
  4. Chair approves advertisement
    1. Chair forwards to the Deans office for approval
    2. Chair forwards it to EOO for review, approval, and posting on UW website
    3. The department places the ad in a national journal and departmental website (see faculty toolkit for additional suggestions)
  5. Search committee receives applications & sends letters of acknowledgement
  6. The search committee chair reviews the applications and delegates review by other committee members, and if needed by any additional faculty.
  7. The committee requests the letters of recommendation for the top candidates.
  8. Interviewee’s are chosen
  9. Interviews are conducted. They are hosted by a faculty member and are generally 2-days. They include:
        • Seminar
        • Meeting with Chair
        • Meeting with Dean (determine specifics from new Dean)
        • Meeting with Chair of (or representative from) the Search Committee
        • Meeting with Graduate Students
        • Meeting with Faculty in other departments (if relevant)
        • Dinner meeting
        • Lunch meeting
  • The Search committee (in consultation with the Chair) determines which candidate(s) to bring to the faculty
    • Faculty Votes on the appointment and graduate faculty appointment
  • Chair writes letter to the Dean with description of search and selection procedures, faculty vote, and the individuals file information along with a second choice of candidate
    • For appointments that will be higher than the assistant professor level the chair requests review by COE P&T committee before appointment proceeds.
  • The Dean reviews and approves the offer
  • Chair discusses options for start-up package and other specifics, with COE
  • The Chair talks to candidate about tentative offer
    • The Chair ascertains his or her citizenship/permanent residency status
      • Non-Citizens/non permanent resident – Chair needs to review the H-1B Non immigrant status and U.S. Permanent Residency. Chair needs to contact the International Student & Scholars to start the permanent residency process
    • Chair asks if there is a need for partner accommodation
  • The Chair drafts an offer letter & notifies the Dean upon receipt of acceptance or rejection of offer.
  • Department sends copy of letter of acceptance and a summary of the terms of offer to the Dean.
    • Upon receipt of the acceptance letter, the New Faculty Checklist is started.
  • Department sends new faculty member the forms needed to complete the new appointment packet and the moving expense packet
    • If the candidate is not a citizen or permanent resident, the department instructs the candidate to secure a social security number before beginning employment
  • Department sends letters to unsuccessful candidates
  • Department prepares appointment packet and sends to the Dean’s office, including promotion and tenure committee information if needed.
  • Dean’s office reviews the appointment packet for completeness, the Dean writes a letter of recommendation, then forwards it on to Academic Human Resources
  • Academic Human resources checks for completeness of materials
    • Information regarding faculty appointments of non-citizen non-permanent residents is sent to the International Student & Scholars.
  • The Equal Opportunity Office reviews the packet for compliance with various laws and regulations
  • After approval by Regents, Academic Human Resources, on behalf of the President’s Office, notifies the Dean and candidate. An employment contract is provided to candidate for signature by Academic Human Resources