Interview Time

Functional Owner	Associate Vice Chancellor for Human Resources
Executive Sponsor	Vice Chancellor for Finance and Administration
Policy Contact	Director, OHR/Workforce Relations

Effective Date: June 8, 2020

Policy Summary

This policy provides time for UW–Madison employees to participate in job interviews for career opportunities within UW–Madison during scheduled work hours.

Who This Policy Applies To

This policy applies to University Staff employees.

Rationale

University of Wisconsin–Madison supports staff professional development by granting employees the ability to attend job interviews for career opportunities within UW–Madison without loss of pay.

Policy Detail

1. Employees may attend interviews for career opportunities at UW–Madison without loss of pay.
2. Employees must provide reasonable notice to the supervisor in order to attend without loss of pay.
3. Interview scheduling
   1. Employees may attend interviews for career opportunities at UW–Madison without loss of pay for interviews scheduled during the employee’s normally scheduled work hours unless the employee is interviewing for a career opportunity that occurs on a different shift (see III.b.) Any interview or part of an interview that occurs outside of the employee’s normally scheduled work hours will not be counted or recorded as work time
   2. Employees interviewing for a career opportunity in which the position has a different shift than the employee’s current shift may receive supervisory approval for up to eight (8) hours per year of interview time in order to attend interviews without loss of pay.
4. Reasonable travel time from one campus work location to another campus work location should also be included in the approved interview time.
5. Employees should first explore adjusting their schedule or using accrued leave time (vacation, personal holiday, etc.) in order to attend the interview rather than using interview time under this policy. Efforts should also be taken to schedule interviews outside of work time in order to minimize the impact on the workplace.
6. In limited circumstances, requests for time to attend an interview may be denied if, after consultation and discussion with the employee, the supervisor determines that operational needs will not permit the employee’s absence from the workplace during scheduled work hours.
   1. If employee provides adequate notice and supervisor denies request, the employee has the right to appeal the denial first to their Human Resources Representative and then consistent with the applicable grievance policy.
7. Requests to attend interviews without loss of pay should follow procedures similar to the departmental and/or divisional procedures used to request time off for vacation. Supervisors will review and/or approve requests in accordance with this policy.
8. The university shall not bear any responsibility for reimbursement (i.e., travel expenses, etc.) associated with interviewing for career opportunities at UW–Madison.

Consequences for Non-Compliance

Failure to comply with this policy may result in disciplinary action up to and including dismissal.

Supporting Tools

University Staff Grievance Form (English)

• (Spanish / Español)
• (Hmong / Hmoob)
• (Tibetan / བོད་ཡིག)
• (Chinese / 中文)
• (Nepali / नेपाली)

Impartial Hearing Panel - Campus Hearing Officer Procedures

Definitions

Career Opportunity: A career opportunity is defined by this policy as a position with a higher salary range than the one to which the employee is presently appointed; preferred shift; and/or a position that requires the performance of responsibilities which are of significantly increased complexity or responsibility or gives the employee an opportunity to gain new skills. Career opportunities are often outside of the employee’s current title (or working title) and occur as a result of a job posting.

Responsibilities

Office of Human Resources (OHR) and Division of Business Services	Provides policy oversight to ensure compliance with campus policy Conducts periodic reviews of the policy with campus human resources departments Implements needed changes to the policy Coordinates any necessary training opportunities Reviews and makes final determination on all appeals
Deans and Directors	Ensures the college/school/division is consistently applying and complying with this policy Communicates division strategy to all employees Ensures supervisors are not being arbitrary and capricious or discriminatory
College/School/Division HR	Defines consistent parameters within the guidelines of this policy to address specific needs Ensures supervisors are consistently applying and complying with this policy
Supervisor	Ensures and monitors employee compliance with this policy
Employee	Understands this policy and appropriately uses leave time granted under the authority of this policy.

Links to Related Policies

Flexible Work Schedules and Telecommuting

Personal and Legal Holidays

Vacation

University Staff Grievances Policy

Link to Policy

• https://kb.wisc.edu/ohr/policies/page.php?id=102890