Service Topics
HIRING
STUDENTS
STAFF
Staff appointments include research scientist engineers and a range of administrative and fiscal staff. If you are looking to hire staff, consult with the administrator. You'll be asked if the position is temporary or permanent, hourly or salaried, and a general idea of the duties. If you don't know the answer to some questions, the administrator will help guide you. The administrator will also assist with recruiting and onboarding. Note that if you are interested in hiring fiscal staff, the administrator should be on the interview committee and you should consider having the new team member report to the administrator with dotted line supervision to the faculty since the administrator provides fiscal and administrative support and training and can offload from the faculty a few of the pesky details of the position.
See also Hiring: Staff
POST-DOCS
Please submit the "Checklist for creating a post-doc" to the Assistant to the Director. Feel free to consult with the ATD or administrator in advance.
Hiring a Post-Doc is complex if you are running a search or hiring a foreign national.
Searches: if you are advertising for a post-doc, plan for a hire to start at least six months out. The position will post to Interfolio and the recruitment will be managed through Interfolio, Faculty may elect to post to other job boards; indeed, it is recommend faculty consider a wide range of job posting sites to attract qualified and diverse candidate pool.
Visas: See more below but generally they must have a valid J-1 through the UW. The timeline for a hire is at least 3 months. Consequently, faculty who are advertising should plan on starting a search 9 months before the projected start date.
VISAS
J-1: These are typically for post-docs and visiting scholars.
H1-B: The School of Oceanography will only sponsor H1B visas for faculty in teaching, research and tenure lines. Staff and postdoc positions will generally not be sponsored by the school.
Exceptions to this policy will be determined on a case-by-case basis and the final determination will be made by the director with the assistance of the lead administrator and the UW’s ISO program. Exceptions will not be made for persons who are eligible for other types of visas.
In the case an exception is granted, the sponsoring faculty member must pay the costs (using non-grant funds) for the visa application as well as the costs of the administrative time.
F-1: This is a student visa and is processed through International Student Services (ISS). Note that a student on an F-1 visa may only work up to 20 hours/week unless they have applied for and received special work authorization. Since a salaried grad RA/TA appointment is 20 hours/week, F-1 visa students are limited in work hours and may not have an hourly appointment on top of a salaried RA/TA position without the special work authorization. It is the student's responsibility to confirm they are eligible and they may not begin work without the work authorization. It is illegal and the potential consequences for the student are deportation and restrictions against future travel to the U.S.
Green Card: People with an H1-B are responsible for any application or fees for a green card. The UW does not provide assistance with this.
PAYROLL
There are many actions that are required across the life of a UW employee.
Complete I-9: this is required within three days of the start and must be completed in person unless the employee is remote.
Add or change costing allocations: email oceanpayme@uw.edu the changes.
ONBOARDING
People
Monica Cohn
- nannerl@uw.edu
- (206) 616-3559
- OTB 119
As administrator for Oceanography, I manage finance, compliance, general operations, and human resources for all position types and oversee grants and contracts, facilities and equipment. I'm a great resource for compliance, FMLA, and Workday reporting.
I am in person M-W-F (come on in if my door is open!) and remote Tu-Th (zoom, email, MS Teams).
My name is Taylor and I am the Assistant to the Director. My role focuses on supporting the director, but I also support the School by working with faculty and postdocs on hiring/reappointing, sabbatical, promotion, academic appointments, affiliate status, visas, etc. I also coordinate School events, department travel, room reservations, and can assist with Workday issues.
Please let me know if you have any questions, my door is always open!
I am a budget analyst. Under the direction of the Administrator, I run budget reports, analyze for issues, provide balance updates, and ressolve discrepanices.Also, I process the student employee information.
