Dean's Office contacts: Sue Barnhart, Linda Nelson

Classified staff. Departments are responsible for handling staff appointments, with Dean's Office approval required where indicated. Note that the Dean's Office must receive a funding plan whenever new or increased funding is involved in a personnel action, in order to monitor the availability of state funds and the use of appropriate budgets.

To fill a classified staff position, a requisition must be completed in UWHIRES. The requisition should be as complete as possible, including budgeting information. Once the requisition is approved by the department, it will be reviewed by the Dean's Office and forwarded to the Human Resources Office, which handles the hiring process. Information and descriptions of all classified staff positions are available from the Human Resources Office and/or the Compensation Office.

A request to review a classified staff position should be sent to the Dean's Office and then will be forwarded to Human Resources. If the position is a state-funded one, the unit must also submit a detailed funding plan explaining how any proposed increase in salary will be permanently funded. The Dean's Office does not have funds available to assist with staff salary increases. If a promotion or salary increase is approved and the unit has inadequate funds to cover the cost, the employee may have to reduce his/her percent of time. The advantage of routing through the Dean's Office is that a funding plan can be worked out and the employee can be informed about any possible changes due to funding.

The final approval for staff actions (hiring, salary increase, temporary increase, etc.) is usually given by the Human Resources or Compensation offices via an email to the department. This email approval must be pasted into the "notes" section when the action is entered into the on-line system.

Two UW/Classified Staff Association programs provide units with the ability to recognize and reward exception staff members and to respond to internal equity issues: the Career Enhancement Growth Program and the Recruitment/Retention Program.

Professional staff. Departments are responsible for handling staff appointments, with Dean's Office approval required where indicated. Note that the Dean's Office must receive a funding plan whenever new or increased funding is involved in a personnel action, in order to monitor the availability of state funds and the use of appropriate budgets.

The professional staff personnel program is described on-line; see the Administrative Policy Statements 42.01 and also the Compensation Office. Note that excess compensation to professional staff may be paid only under exceptional circumstances; all requests for excess pay must be approved in advance by the Divisional Dean.

Any changes or additions to professional staff counseling positions, or determination of salary levels for these positions, should be coordinated through both the Divisional Dean and the Dean for Undergraduate Education.

When filling a vacant professional staff position, the advertised salary range should reflect the funds that the department has available in the position. If a unit wishes to offer a salary higher than the level of the vacant position, the new salary level should be negotiated with the Dean's Office. The Dean's Office has no funds available for assistance, so any increase must come from the unit's existing permanent budget.

Requests for promotions or salary increases should be sent to the Dean's Office for approval and will be forwarded to the Compensation Office. If the position is a state-funded one, the request must include a detailed funding plan, explaining how the proposed increase in salary will be permanently funded. The Dean's Office does not have funds available to assist with staff salary increases.

The final approval for staff actions (hiring, salary increase, temporary increase, etc.) is usually given by the Human Resources or Compensation offices via an email to the department. This email approval must be pasted into the "notes" section when the action is entered into the on-line system.

Graduate student service appointments. Special attention should be given to (1) criteria for appointment, reappointment, and promotion; (2) the requirements that there be close communication and supervision between the responsible faculty member and the student and that TAs be provided an appropriate training program; (3) the requirements that certain timetables be met in the appointment notifications of students and that the students be given selected printed materials as specified in the Handbook; and (4) termination for cause and grievance procedures. Because some of the requirements concerning GSSAs are very complex in relation to the constraints of the University budgeting calendar, etc., chairs should make known to students any special departmental procedures.

Appointments are based, in part, on graduate student status: Premaster is the minimum graduate status for TA or RA; Postmaster or Precandidate for PDTA I or PDRA I; and Candidate for PDTA II, PDRA II, or Predoctoral Instructor. An appointment as Predoctoral Lecturer is qualified by experience rather than graduate status.

The processing of GSA appointments is handled entirely by the department. Dean's Office notification or approval is not necessary, but normal UW guidelines and restrictions must be followed. It is the department's responsibility to make sure that graduate students are paid from appropriate budgets and that TA allocations are not overspent.

Hourly employees. A Dean's Office signature is not required for an hourly employee's employment paperwork; however, a UWHIRES requisition must be completed. Temporary/hourly employees are limited to working 950 hours within any twelve-consecutive-month period, measured from the original date of temporary employment or from October 1, 1989, whichever is most recent. Upon reaching 950 hours, it is expected that the temporary appointment will end. If the temporary employee will work in excess of 950 hours (up to a maximum of 1,050 hours), prior written approval is required. The department administrator should send an email to Sue Barnhart in the Dean's Office, with justification for the additional hours. At no time should the temporary employee work more than 1,050 hours.

Student employees. Because these appointments are hourly ones, a Dean's Office signature is not required for employment paperwork. Note the University's restriction that a student cannot work in excess of 19.5 hours per week while enrolled in courses.