Recruitment Process for Academic and University Staff: Guidelines and Procedures

College of Letters and Science April 27, 2017 Open Recruitment for Academic Staff and University Staff Presenters: Cheryl Adams-Kadera, HR Director Alisha Arnold, HR Manager Lynn Malone, HR Representative Daun Wheeler, HR Manager

College of Letters and Science Meet the Human Resources & Payroll Staff HR Representatives: Caitlin Bradish, Joe Farrenkopf, Lynn Malone, Michelle McCrumb, Annie Powers, Rosann Schnell, & Mindi Wilkinson HR Managers: Alisha Arnold & Daun Wheeler Payroll Director: ChoonYee Ho- Jonas HR Directors: Cheryl Adams- Kadera & Diana Allaby Refer to the Gateway Document regarding who you should contact

Recruitment Process Part 1: Recruitment Process for University Staff, Non-Instructional and Renewable Instructional Academic Staff Appointments

Recruitment Process What is Open Recruitment? Used for all Academic Staff hired on a PVL (not a PVL waiver) and ongoing University Staff Posted to UW Jobs Applicant pool managed in TREMS Requires equal consideration of all applicants

Recruitment Process Creating an Open Recruitment Submit transaction in PVL or CHRIS Instructions on how to apply Template available Screening criteria Sample criteria for University Staff AS criteria (e.g., degree, years of relevant experience, etc.) Ensured consideration date Minimum two weeks Four week posting if maximum above range eight minimum

Recruitment Process Creating an Open Recruitment Check spelling and grammar to avoid delays Spell out acronyms Submit organizational chart Include official titles & names Operational area for AS, submitted via email Entire Department for University Staff, submitted via CHRIS

Recruitment Process Essential Hire Justification Form Complete Essential Hire Justification Required for all positions funded on 101, 104, 131, or 402 New positions require budget approval (e.g., email from Assoc. Dean or letter detailing source of funds) Essential Staffing committee meets on Tuesday mornings Include strong justification If FTE is different from incumbent submit justification Include budgetary approval if increase

Recruitment Process Next Steps Watch for comp & title approved email Create job card in TREMS Step-by-step guide available Save OHR job posting Complete applicant assessment Update applicant statuses in TREMS Status update guide available Conduct interviews

Recruitment Process Making the Offer Ensure applicant applied via TREMS Ensure references have been checked Send email and draft appointment letter to HR Rep Letter should include recommend rate and title Send recruitment documents (e.g., interview questions, screening committee, assessment process, etc.) to HR Rep Make verbal offer contingent on CBC

Recruitment Process After Verbal Offer is Accepted Let your HR Rep know verbal offer has been accepted HR Rep will generate online offer in TREMS Initiate I-9 Notify applicant to accept online offer and watch for CBC and I-9 link

Recruitment Process After Online Offer is Accepted Watch for emails confirming acceptance Offer was accepted and New employee form completed Once offer accepted, update remaining applicant statuses Submit hiring reason justification via email Hiring reason template form AS hires - submit hire information in JEMS or via JEMS Hire form University Staff hires no submissions needed

Recruitment Process Once Hire Begins Initiate onboarding Complete I-9 Track Visa deadlines University Staff- submit signed PD Set up funding or submit funding form Create TL security or submit TL security form

Recruitment Files Part 2: Recruitment Files

Recruitment Files Why Recruitment Files are Important Legislative Audit Bureau & Internal reviews Quarterly Internal reviews This is why we request recruitment documents Supports consistent and fair hiring process Ensures legally defensible documentation is retained

Recruitment Files Additional Recruitment File Documentation Appointment letter and PVL/PD All correspondence/communication on recruitment Advertising efforts outside of Recruitment Efforts Plan (REP) Misc. candidate materials List of those interviewed Affirmative Action Review Form Record retention, six years from the date the position is filled

WHAT IF I STILL HAVE QUESTIONS? Recruitment Process and Files Additional Resources Guidelines on recruitment of University Staff and Academic Staff: https://kb.wisc.edu/ls/page.php?id=60350 https://kb.wisc.edu/ls/page.php?id=23540 Recruitment tools: https://kb.wisc.edu/ls/page.php?id=72695 https://www.youtube.com/watch?v=noQK0WQ01X4 Talent Recruitment and Engagement: http://tre.ohr.wisc.edu/ Title Guidelines: http://www.ohr.wisc.edu/polproced/utg/tblcnts.htm https://hrdesign.wisc.edu/transitional-titling/

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