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appointment documentation
NEW APPOINTMENT DOCUMENTATION
References: Handbook, Vol. II, Chapter 24
Dean's Office contact: Sue
Barnhart
College Council review of a
new appointment
New temporary appointment--short
term
New
temporary appointment--non-short-term
For a new hire
For a new short-term hire
For a permanent appointment
For a temporary appointment
The amount and kind of documentation required for a new
appointment will vary depending upon the type of appointment. Although the recommendation for a new
appointment is formally addressed to the Dean, it should be sent for processing
to
Most recommendations must be approved by the Dean or
Divisional Dean and then by Academic Human Resources. The paperwork must be received and approved
by Academic Human Resources before visa requests or moving expense requests can
be processed. Notification of approval
by email from Academic Human Resources is required before the appointment can
be entered into OPUS (the on-line payroll update system).
Submit the original and one copy of all items, with
the originals together in one packet in the order listed and the copies in a
separate packet in the same order. Send
to
(1) Chair's letter to Dean, reporting the faculty vote,
chair's recommendation, salary and appointment details, etc. (see Chair's letter below)
(2) Conviction/criminal history information forms, if
applicable
(3) Affirmative action information, including Applicant Flow
Report, photocopy of advertisement as published in journal(s), copy of position
announcement posted in department, and copy of search committee report, if
produced
(4) Original letter of acceptance
(5) Copy of letter(s) of offer
(6) Three original letters of recommendation (or original
placement folder)
(7) Curriculum vitae or resume
(8) Signed University Biography Form
(9) "Final
Terms of New Employment Offer" form, if not submitted earlier
(original only, no copy needed)
Send these forms directly to the Payroll Office. They must be received in Payroll before a
check can be issued.
(10) W-4 form (can wait until person's arrival if necessary)
(11) Employment Eligibility Verification (I-9 form), with
copy of documentation attached
After receiving a UWNetID, the new employee should complete the online
Affirmative Action Data Form (http://www.washington.edu/admin/eoo/aadf/).
The appointment can be entered on-line when the department
receives e-mail approval from Academic Human Resources. Paste a copy of the e-mail approval into the
"notes" section of the OPUS screen.
College Council
review of a new appointment. If a proposed new
appointment is at or above the level of Associate Professor (including
research, affiliate, and clinical appointments), the department must submit the
candidate's documentation for review and approval by the College Council. This should be done before an offer is made,
if possible. After College Council
action, the materials will be returned to the department to use in submitting
the new appointment packet.
Send one original set and ten copies of the following
documentation to
(1) Checklist for new appointment recommendation, using the
form New
appt College Council checklist
(2) Curriculum vitae
(3) Bibliography
(4) Candidate’s letter of application for the position
(5) Chair's letter to Dean, reporting the faculty vote,
chair's recommendation, description/evaluation of research, teaching, service
(6) Departmental review committee report, if produced
(7) Chair's letter from joint and/or adjunct department, if
applicable
(8) Evidence of teaching effectiveness (student and collegial
assessments, departmental evaluation)
(9) External evaluations (3-5 outside letters of evaluation)
(10) One copy each of a representative set of the
candidate's publications or creative works
New temporary
appointment--short-term
Send one copy of the following to
(1) Request for the new appointment, using the "Short-Term Faculty
Appointment or Reappointment" form (or departmental form or chair's
letter). All of the listed information
and chair's signature must be included.
When approved, the form/letter will be returned to the department for
forwarding to Academic Human Resources.
Send one copy of the following items to Academic Human
Resources.
(1) Appointment form/letter with approval signature from
Dean's Office
(2) Original letters of recommendation (preferably three)
(3) Signed University Biography Form
Send these forms directly to the Payroll Office. They must be received in Payroll before a
check can be issued.
(4) W-4 form (can wait until person's arrival if necessary)
(5) Employment Eligibility Verification (I-9 form), with
copy of documentation attached
After receiving a UWNetID, the new employee should complete the online
Affirmative Action Data Form (http://www.washington.edu/admin/eoo/aadf/).
The appointment can be entered on-line when the appointment
form/letter is returned to the department with the Dean's Office approval
signature.
New temporary
appointment--non-short-term
Send one set of originals and one set of copies to
(1) Chair's letter to Dean, reporting the faculty vote and
reason for the hire (see Chair's letter below)
(2) Original letters of recommendation (preferably three)
(3) Signed University Biography Form
Send these forms directly to the Payroll Office. They must be received in Payroll before a
check can be issued.
(4) W-4 form (can wait until person's arrival if necessary)
(5) Employment Eligibility Verification (I-9 form), with
copy of documentation attached
After receiving a UWNetID, the new employee should complete the online
Affirmative Action Data Form (http://www.washington.edu/admin/eoo/aadf/).
The appointment can be entered on-line when the department
receives e-mail approval from the Dean's Office. A copy of the e-mail approval should be pasted
into the "notes" section of OPUS.
For a new hire. This includes former graduate
students hiring into a faculty position and persons who have been separated
from the UW for three years or longer.
No letters of recommendation are required for temporary Summer Quarter
appointments.
Send one set of originals and one set of copies to
(1) Chair's letter to Dean, reporting the faculty vote
(2) Signed University Biography Form
For a new hire qualifying as
short-term.
Send one copy of the following to
(1) Request for short-term appointment, using "Short-Term Faculty
Appointment or Reappointment" form (or departmental form or chair's
letter). When approved, the form/letter
will be returned to the department for forwarding to Academic Human Resources.
Send one copy of the following items to Academic Human
Resources.
(1) Appointment form/letter with approval signature from
Dean's Office
(2) Signed University Biography Form
Send these forms directly to the Payroll Office. They must be received in Payroll before a
check can be issued.
(3) W-4 form (can wait until person's arrival if necessary)
(4) Employment Eligibility Verification (I-9 form), with
copy of documentation attached
After receiving a UWNetID, the new employee should complete the online
Affirmative Action Data Form (http://www.washington.edu/admin/eoo/aadf/).
The appointment can be entered on-line when the department
receives e-mail approval from the Dean's Office or when the short-term
appointment form/letter is returned with the Dean's Office approval signature.
Send one set of originals and one set of copies to
(1) Chair's letter (from appointing department) to Dean,
reporting the faculty vote, voting rights within the new department, which
department will be the primary department, and which department will have
responsibility for tenure
(2) Letter from the joint appointee requesting the
appointment
(3) Letter of concurrence from the home department
(4) Supporting documentation, such as letters of recommendation,
if deemed appropriate by appointing department
(5) Copy of University Biography Form (and curriculum vitae
or resume if available), if not already submitted
The appointment can be entered on-line when the department
receives e-mail approval from Academic Human Resources or from the Dean's
Office.
Send one set of originals and one set of copies to
(1) Chair's letter to Dean, reporting the faculty vote and
indicating the role and expected contributions of the adjunct appointee
(2) Letter from the adjunct appointee requesting the
appointment
(3) Letter from appointee's home department, indicating
approval of the proposed appointment
(4) Supporting documentation, such as letters of
recommendation, if deemed appropriate by appointing department
(5) Copy of University Biography Form (and curriculum vitae
or resume if available), if not already submitted
The appointment can be entered on-line when the department
receives e-mail approval from the Dean's Office.
When entering an adjunct appointment on-line, the coding for
"P/T," "F/P," and "SVC Period" should be the same
as for the home department appointment.
Adjunct appointments are annual in nature; do not use "99 99 9999" as either the Appointment End Date or the
Distribution End Date.
Send one set of originals and one set of copies to
(1) Chair's letter to Dean, reporting the faculty vote and indicating
the role and expected contributions of the affiliate appointee
(2) Letter from the affiliate appointee requesting or
agreeing to the appointment
(3) At least one letter of recommendation
(4) Other supporting documentation as deemed appropriate by
the department or required by the Dean (such as additional letters of
recommendation, curriculum vitae or resume, bibliography)
(5) Signed University Biography Form, unless already
submitted
After receiving a UWNetID, the new employee should complete the online
Affirmative Action Data Form (http://www.washington.edu/admin/eoo/aadf/).
The appointment can be entered on-line when the department
receives e-mail approval from the Dean's Office.
Affiliate appointments at the rank of Associate Professor
and above require review by the College Council. See above for College
Council review of a new appointment.
Send one set of originals and one set of copies to
(1) Chair's letter to Dean, reporting the faculty vote
(2) Copy of faculty member's resignation letter from his/her
regular appointment
The appointment can be entered on-line when the department
receives e-mail approval from the Dean's Office.
When entering on-line, the person must first be separated
from the regular faculty appointment, using a separation code. (It is not sufficient to only change ending
dates, or to only change the title on a current appointment.) Then the emeritus
appointment should be entered as a new appointment.
Chair's letter.
Often the
chair's letter to the Dean asking for authorization to make an offer will
suffice as the appointment letter as well.
However, if any information has changed, an additional cover letter must
be submitted to supply the missing details.
The chair's letter should make no reference (even a direct quote from a
letter of recommendation) to the candidate's age, race, or visa status.
For a permanent appointment
(1) Report of the faculty vote (giving numbers) and the
chair's independent recommendation
(2) Title, salary, 9- or ?-months
basis, percent of employment, term of appointment (if applicable), effective
dates
(3) Indication that there was a search and that this person
is best qualified of all applicants
(4) When and where person received degrees
(5) Overview of employment history
(6) Qualifications and special expertise
(7) Comments on teaching, research, and service
(8) How the appointment will benefit the department
(9) If a joint appointment: which is primary department,
does person have voting rights in secondary department, how funding is split,
percent of tenure (or tenure eligibility) in each unit
(10) If appointment is an Assistant Professor who has not
obtained a Ph.D. and is therefore being appointed as "acting," a
statement that it is the department's intention eventually to convert the
appointment to a regular Assistant Professorship, given timely completion of
degree
(11) If not a state-funded position, comments as to tenure
eligibility (if applicable) and perhaps a statement as to if or when the person
might be transferred into a state-funded position
For a temporary appointment
The chair's letter need not be so detailed as above, but it
should address such points as salary, percent of employment, term of
appointment, effective dates, departmental vote (if required), duties to be
performed, general qualifications of the appointee, and source of funding.