Dean's Office contact:  Ivy Mason

New permanent (Position Management) appointment. For legal and fiscal management reasons, it is important to follow this sequence in the search for, and appointment of, new faculty for permanent positions (all faculty hired based upon a competitive search).

  1. Submit "Approve search request" form to the Dean's Office.
  2. After the search has been approved, submit the proposed advertisement via e-mail to your Divisional Dean and Ivy MasonWith your ad, please include a provisional list of search committee members for the Divisional Dean to review.  Once approved by the Dean, the advertisement must have approval from Academic Human Resources prior to posting.  Specific statements must be contained in the advertisement and in the internal posting to permit subsequent employment of a non-U.S. citizen.  (See Generic advertisement for a faculty position.)
  3. Create a new position in Workday for this hire.
  4. Follow affirmative action procedures through advertising, emailing the affirmative action request survey to candidates, etc.  The University has a program to help recruit minority faculty members.  The College will support travel costs for minority or women candidates where there is under-representation on the faculty (see Travel).
  5. Post the new position recruitment announcement, with the appropriate Department of Labor language, in the vicinity of the hiring department.  This requirement permits the hiring of a non-U.S. citizen and must be done for all searches.
  6. Discuss with the Divisional Dean before interview visits are arranged.  The department is encouraged to arrange for the Divisional Dean to meet with candidates who visit the campus.  Limited travel support may be available from the Dean's Office for faculty candidate visits (see Travel and Interview expenses); otherwise all costs associated with a search are the responsibility of the unit.
  7. Send to the Divisional Dean a report of the search/selection procedures, the faculty vote, and the files of the proposed candidate and the second choice.
  8. Obtain approval from the Divisional Dean to extend an offer and submit a draft of the offer letter.  See the Forms and Samples section for different samples of offer letters, depending upon the appointment.  Before an offer can be made, it must be approved by the Divisional Dean and Ivy Mason.  If an offer letter is revised, it must be submitted again for approval.  In order to gain approval, the file must demonstrate that all appropriate procedures have been followed, that the candidate's record meets the College's high expectations for faculty members, and that the candidate's teaching and research interests reflect the agreed-upon strategic priorities of the department and the qualifications listed in the advertisements.
    • Note: If the position will or may have unsupervised access to children under sixteen, developmentally disabled adults, or other vulnerable populations, or is security/safety sensitive, follow provisions of the Washington State Child and Adult      Abuse Information Law by ensuring that the successful candidate is aware that their employment is contingent upon successfully passing a background check.  For more information, refer to the AHR web page.
  1. If the new appointment is at or above the level of Associate Professor (including research, affiliate, and clinical appointments), submit the candidate's documentation for review and approval by the College Council.  This should be done before an offer is made.  See College Council review of a new appointment for a list of required documentation, which should be sent to Margie Ramsdell in the Dean's Office.
  2. Send the approved offer letter to the candidate.  Federal law requires all employers to verify and document the citizenship and employment eligibility of each new employee (using form I-9, Employment Eligibility Verification), and the employing unit is responsible for advising applicants of this requirement.  See Appointments of non-U.S. citizens for specific requirements in this area. 
  3. Hire the successful candidate into the position created in step 3 and attach all required documents to the business process.

    Documentation Required:

    • Chair/Director’s letter to Dean recommending the appointment
    • Offer letter
    • Three letters of recommendation
    • Curriculum Vitae
    • Academic Human Resources Ad Approval Notice
    • Copy of online job advertisement from the Chronicle of Higher Education or appropriate print journal
    • Applicant Flow Confirmation Page
    • Visa documents, if applicable
    • Background Check documents, if applicable
    • Final Terms of New Employment Offer (to be sent directly to Carol Rush and not included in Maintain Worker Documents)
  1. Retain the files of all applicants according to the UW General Records Retention Schedule, section UW-GS 8.  These may, if desired, be sent to the Records Center for storage.
  2. Once the hire has been fully approved, the new faculty member will receive an email about setting up their Workday account and will then begin to receive notifications for assorted onboarding processes – including filling out the I-9 employment eligibility form.

New Research Associate appointment.

  1. Create a new position in Workday for this hire.
  2. Draft an offer letter.  In needed, the College provides a template for Research Associate offer letters.
    • Note: If the position will or may have unsupervised access to children under sixteen, developmentally disabled adults, or other vulnerable populations, or is security/safety sensitive, follow provisions of the Washington State Child and Adult Abuse Information Law by ensuring that the successful candidate is aware that their employment is contingent upon successfully passing a background check.  For more information, refer to the AHR web page.
  3. Send the approved offer letter to the candidate.  Federal law requires all employers to verify and document the citizenship and employment eligibility of each new employee (using form I-9, Employment Eligibility Verification), and the employing unit is responsible for advising applicants of this requirement.  See Appointments of non-U.S. citizens for specific requirements in this area.
  4. Hire the successful candidate into the position created in step 3 and attach all required documents to the business process.

    Documentation Required:

    • Chair/Director’s letter to Dean recommending the appointment
    • Offer letter
    • Three letters of recommendation
    • Curriculum Vitae
  5. Once the hire has been fully approved, the new faculty member will receive an email about setting up their Workday account and will then begin to receive notifications for assorted onboarding processes – including filling out the I-9 employment eligibility form.

New joint appointment. If a unit is hiring a new joint appointment or splitting an existing appointment into a joint, then the individual must hold two positions and corresponding academic appointments (one in each unit). Additional documentation is also required.

  • Chair/Director'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 (or the % tenure split between the two departments)
  • Joint appointment tenure (eligibility) agreement
  • Letter from the joint appointee requesting the appointment
  • Joint appointment tenure (eligibility) allocation confirmation
  • Letter of concurrence from the home department
  • Memorandum of Understanding
  • Supporting documentation, such as letters of recommendation, if deemed appropriate by appointing department

Generic advertisement for a faculty position.  After the department has been granted approval to search (see Approve Search Request), the proposed advertisement must be approved by the Divisional Dean and Ivy Mason, and then sent to Academic Human Resources for final approval.  The “official notification from AHR—approval of the ad” should be included in the appointment packet.  

The following advertisement is intended only as a model.  However, it contains important language which should be followed closely to ensure that the actual advertisement (1) is consistent with University equal opportunity and affirmative action policies, (2) specifies teaching and research duties to satisfy labor certification requirements should the successful candidate be a non-U.S. citizen, and (3) allows consideration of applications received after the deadline date.  Federal law requires the specific "affirmative action, equal opportunity" reference; University guidelines require the diversity statement.  Any experience requirement stated in the advertisement must be quantified in terms of years and months.  An offer cannot be made at a rank higher or lower than that advertised.

ASSISTANT PROFESSOR, Department of ___, University of Washington.  A tenure-track appointment is intended in the area of [specialization].  Applicants must have the Ph.D. degree, or foreign equivalent, by the start of appointment.  University of Washington faculty participate in teaching, research, and service.  Applications, including a curriculum vitae, statement of research and teaching interests, and three letters of recommendation, should be sent to [application address].  Priority will be given to applications received before [date].  The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Outside chair/director searches.  The Dean's Office will assist a department when the search for a new chair or director is authorized to include candidates from outside the UW.  With permission, costs for advertisements, telephone calls, postage, etc. may be prepared by or billed to the Dean's Office.  Travel requests to bring prospective candidates here for interviews should be prepared by the Dean's Office.  In order to be reimbursed for expenses incurred during an interview visit, the candidate must fill out a travel expense voucher in the Dean's Office sometime during the visit.

The Dean's Office will reimburse the chair of the search committee for the entertainment expenses of one dinner with the candidate and the committee members.  Submit a receipt, candidate's name, date, etc. for this reimbursement.  Costs of departmental entertaining, such as lunches or receptions with faculty, should be paid from the unit's discretionary funds or by the departmental faculty members themselves.

All materials relevant to the search, including all applicant files, should be retained and turned over to the Dean's Office at the conclusion of the search.

College Council review of a new appointment. If a proposed new appointment is at or above the level of Associate Professor or Senior Lecturer, the department must submit the candidate's documentation for review and approval by the College Council (for regular tenured or research appointments) or by the Divisional Dean (for affiliate and clinical appointments). This should be done before an offer is made, if possible.

For College Council review of a regular (tenured) or research appointment, these materials need to be sent in a PDF file to Margie Ramsdell in the Dean's Office.

  • Checklist for new appointment recommendation, using the form New appt College Council checklist
  • Curriculum vitae
  • Bibliography
  • Candidate’s letter of application for the position
  • Chair's letter to Dean, reporting the faculty vote, chair's recommendation, description/evaluation of research, teaching, service
  • Departmental review committee report, if produced
  • Chair's letter from joint and/or adjunct department, if applicable
  • Evidence of teaching effectiveness (student and collegial assessments, departmental evaluation)
  • External evaluations (3-5 outside letters of evaluation)

Note that copies of the candidate's publications or creative works do not need to be submitted.

For Divisional Dean review of an affiliate or clinical appointment, send one original set and one copy of the same documentation listed above.

Chair/Director's letter. The Chair/Directors’s letter must include the following items:

  • Report of the faculty vote (giving numbers) and the chair's independent recommendation
  • Title, salary, service period (9 or 12 month), percent of employment, term of appointment (if applicable), effective dates
  • Indication that there was a search and that this person is best qualified of all applicants
  • When and where person received degrees
  • Overview of employment history
  • Qualifications and special expertise
  • Comments on teaching, research, and service
  • How the appointment will benefit the department
  • 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
  • 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
  • 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

The chair's letter cannot make reference (even a direct quote from a letter of recommendation) to the candidate's age, race, or visa status.

Affirmative action policies.  Each unit should continually examine its hiring procedures to assure that, for every vacancy, sufficient proactive steps are taken to recruit women and under-represented minorities.  For example, the search committee should specifically contact colleagues in areas where particular minority groups are concentrated in the population.  When minority candidates visit, arrangements should be made for them to consult with present faculty members from their ethnic group.  The Divisional Dean and the UW's Office of Equal Opportunity and Affirmative Action can provide advice and support for implementing these and other proactive recruiting measures.

The College also provides travel assistance for women and minority candidates where there is an identified under-representation on the faculty; see Interview expenses.

Appointments of non-U.S. citizens.  When hiring an individual who is not a citizen or permanent resident of the United States, U.S. immigration laws require the employer to complete the Employment Eligibility Verification Form I-9 within three days of the individual’s start.  This form needs to be completed in Workday as part of the onboarding process.  Failure to comply could subject the University to heavy civil and criminal penalties.

Contact the UW International Scholars Office for information about visas and permanent residency.

Permanent residence.  When a non-U.S. citizen is offered a full-time, professorial rank position, the employing department should contact International Scholars Operations, who will direct the process of applying for employment certification and for permanent residence.  Immigration laws allow an alien to apply for an H-1B temporary visa and for permanent residence simultaneously.  At the time of employment, the candidate must have either (1) an H-1B visa, obtained by the department through International Scholars Operations even though processing for permanent residence has started, or (2) approval of permanent residence status.