New Appointments

Once a written offer has been extended and accepted to hire a faculty or academic staff member, several steps need to be taken to place that person on the payroll through OPUS. Additionally, depending on the title other steps need to be taken to assure compliance with the Faculty Code and Federal hiring policies. The information below will outline the documentation and procedures.

Please Note: New appointment procedures and documentation requirements depend on the job title and length of appointment. Please review the Job Class Codes for specific requirements.

Required New Appointment Documentation

Titles that Require a Competitive Recruitment

Email approval from Academic Human Resources must be received by the hiring department prior to entering the appointment in OPUS. This email approval must be included in the notes section of the PERM.

  • Original Dean/Chancellor’s letter to President recommending appointment should include:
    • Title
    • Start date and service period
    • Salary
  • Original Chair/Director’s letter to Dean/Chancellor recommending appointment should include:
    • Faculty vote
      including:

      • Number of faculty eligible to vote
      • Total vote in favor of action
      • Total vote against action
      • Total voters absent
      • Total voters abstaining
  • Original offer letter
  • 3 letters of recommendation
  • Curriculum Vitae
  • UW biography form, signed
  • Academic Human Resources Ad Approval Notice
  • Copy of job advertisement
  • Applicant Flow Confirmation Page
  • Visa documents, if applicable
  • Background check documents, if applicable

Titles that Do Not Require a Competitive Recruitment

  • Original Dean/Chancellor’s letter to President recommending appointment should include:
    • Title
    • Start date and service period
    • Salary
  • Original Chair/Director’s letter to Dean/Chancellor recommending appointment should include:
    • Faculty vote
      including:

      • Number of faculty eligible to vote
      • Total vote in favor of action
      • Total vote against action
      • Total voters absent
      • Total voters abstaining
  • Original offer letter
  • 3 letters of recommendation
  • Curriculum Vitae
  • UW biography form, signed
  • Visa documents, if applicable

Payroll Documents

The various payroll documents, I-9, W4, direct deposit authorization, are NOT forwarded to Academic Human Resources with hiring packets. Payroll forms should be sent directly to the Payroll Office. Contact information, formerly known as the personal data form, should be entered at the department level or through MyUW.

Joint and Adjunct Appointments

A complete appointment packet for joint or adjunct titles should include:

  • Original Chair/Director or Dean’s/Chancellor’s letter from new joint or adjunct unit recommending the appointment
  • Concurrence from Chair/Director of home unit for adjunct appointment, or from Dean/Chancellor of home unit’s school for a joint appointment
  • Faculty vote (including: for, against, abstaining, absent, and total number of eligible voters)
  • Letters of recommendation (1-3)

Clinical and Affiliate Appointments

The unit should submit all of the required appointment paperwork to the Dean’s/Chancellor’s Office. Please refer to the job class code pages for a list of required documentation. When the unit receives approval from the Dean’s/Chancellor’s office the appointment may be entered in OPUS. The appointment packet should be submitted by the unit or Dean’s/Chancellor’s office to Academic Human Resources.

New Appointment of Short-Term Faculty

The academic titles listed below are considered short term faculty. Complete the Short Term Form available in the Forms, Tools, Reports section to facilitate a new short term appointment.

  • Research Associate
  • Research Associate Trainee
  • Visiting Scientist
  • Acting Instructor for two quarters or less*
  • Artist in Residence for two quarters or less*
  • Lecturer Part-Time for two quarters or less*
  • Teaching Associate for two quarters or less*
  • Visiting Lecturer for two quarters or less*

*If these titles are used for more than 2 quarters at 100% they will be considered long term.

Units may use the Short-Term Faculty Appointment or Reappointment Form in lieu of the Dean/Chancellor’s letter and Chair/Director’s letter, make their own form, or send a Chair/Director’s letter, as long as all of the required information and Chair/Director’s signature are included. All additional new appointment paperwork is still required.

Once the appointment is approved at the local level and forwarded to AHR, the appointment can be entered in OPUS.

Additional Resources