NEW APPOINTMENT DOCUMENTATION

References: Handbook, Vol. II, Chapter 24
Dean's Office contact: Sue Barnhart

• New permanent appointment
• College Council review of a new appointment
• New temporary appointment--short term
• New temporary appointment--non-short-term
• New summer appointment
  • For a new hire
  • For a new short-term hire
  • For a rehire
• New joint appointment
• New adjunct appointment
• New affiliate appointment
• New emeritus appointment
• Chair's letter
  • 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 Sue Barnhart in the Dean's Office.

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).

New permanent appointment. 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 Sue Barnhart in the Dean's Office.
(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 Margie Ramsdell in the Dean's Office. Copies should be 3-hole punched.
(1) Curriculum vitae
(2) Bibliography
(3) Chair's letter to Dean, reporting the faculty vote, chair's recommendation, description/evaluation of research, teaching, service
(4) Departmental review committee report, if produced
(5) Chair's letter from joint and/or adjunct department, if applicable
(6) Evidence of teaching effectiveness (student and collegial assessments, departmental evaluation)
(7) External evaluations (3-5 outside letters of evaluation)
(8) 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 Sue Barnhart in the Dean's Office.
(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 Sue Barnhart in the Dean's Office.
(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.

New summer appointment.

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 Sue Barnhart in the Dean's Office.
(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 Sue Barnhart in the Dean's Office.
(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.

For the rehire of a person who has been employed at the UW during the past three years in the same title (Summer Quarter budget only). No documentation is required in the Dean's Office or in Academic Human Resources; the department may enter the appointment on-line.

Send these forms directly to the Payroll Office.
(1) Employment Eligibility Verification (I-9 form), with copy of documentation attached
(2) Any other forms which need updating, such as the W-4 form

New joint appointment. Send one set of originals and one set of copies to Sue Barnhart in the Dean's Office.
(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.

New adjunct appointment. Send one set of originals and one set of copies to Sue Barnhart in the Dean's Office.
(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.

New affiliate appointment. Send one set of originals and one set of copies to Sue Barnhart in the Dean's Office.
(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 College Council review of a new appointment.

New emeritus appointment. Send one set of originals and one set of copies to Sue Barnhart in the Dean's Office.
(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.