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A permanent staff appointment can be made when an existing staff position has been vacated, or when there is a substantial amount of additional permanent work that requires the creation of a new position. In addition, the following criteria must be met in order to hire for a permanent staff position:

  • The duration of the appointment must be at least six months
  • The FTE must be 50% or greater
  • Eligible candidates must be permanent residents of the United States

How to Hire

    1. Determine which of the above criteria applies to the prospective hire.
    2. Coordinate with respective support staff to determine if sufficient funding is available for the position.
    3. At least two months prior to the anticipated start date, coordinate with the Administrator to evaluate the overall needs for the position:A. If hiring for a permanent staff REPLACEMENT:
      • Obtain the current job description for the position from the Administrator.
      • Evaluate reasons for needing a replacement and determine whether the current job classification should be maintained, or a different job classification is more appropriate.
      • Edit job description accordingly.
      • Fill out New Hire Position Requirements Form.
      • Forward job description and position requirements form to the Administrator.


B. If hiring for a NEW staff position:

  2. Administrator forwards a copy of the New Hire Position Requirements Form to the Payroll Manager.
  3. Administrator creates a UW Hires requisition for the position.
  4. Once requisition is approved by COE HR and central HR, job announcement is posted on UW Hires website for a minimum of one week.
  5. Interview team receives applicant information from UW Hires, evaluates candidates, and develops interview questions.
  6. Team interviews qualified candidates and determines an order of top hires.
  7. Supervisor conducts reference checks and forwards the name of the top candidate to hire to the Administrator.
  8. Administrator submits salary approval request via UW Hires.
  9. After COE HR and central HR approve the salary, the Administrator makes an offer to candidate. If candidate accepts, Administrator approves the position via UW Hires.
  10. After COE HR and central HR approves the hire, a confirmation of hire email is generated by UW Hires. Administrator forwards this confirmation of hire email to the Payroll Manager.
  11. Supervisor or support staff sends contact information of new employee to the Payroll Manager. A time to meet to complete new hire paperwork must be arranged with the Payroll Manager BEFORE the employment start date.