Types of Hires & Recruitment

Key Terms

• PVL:        Position Vacancy Listing The PVL# (or JEMS Transaction ID) is a unique number assigned to each UW-Madison recruitment. 
• JEMS:     Job and Employee Management System - UW–Madison's system to create person, position, and job transactions and track approvals and entry into the Human Resources System (HRS).
• TREMS:  Talent Recruitment and Engagement Management System - UW–Madison’s applicant tracking system
• TE:          An employee serving a temporary appointment

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Standard Open Recruitment 

This is a process of hiring a new or replacement employee by placing an ad on Jobs@UW, interviewing applicants, and potentially hiring a top candidate.

Julie Rodenberg or Tricia Check will assist with these recruitments.

• Standard recruitment is NOT used in the following situations:
  • The person to be hired is already known (except when hoping to hire a previous waiver employee into a permanent position)
  • The position is for an RA/TA/PA, employees in training, student help, an honorary appointment, a visiting appointment (max 3 years/no rehire), a teaching supervisor, an adjunct appointment, or Faculty (initiated by the Dean's office)
  • An appointment with an FTE of 25% or less 

Waiver HIres 

Waivers are used in situations when it is helpful to do a direct hire of an otherwise qualified applicant.  All waivers of the recruitment process must be approved by CALS HR before the position is offered. 

Julie Rodenberg or Tricia Check will assist with these hires.

• Most commonly, waiver hires are used for Academic and University Staff Fixed-term Terminal/Finite appointments to perform work that will not exceed two years in length 

TE-Direct HIres 

TE-Direct hires are used in situations when it is helpful to do a direct hire of an otherwise qualified applicant.  All TE-Direct hires must be approved by CALS HR before the position is offered. 

Julie Rodenberg or Tricia Check will assist with these hires.

• TEs are hired for positions that have no expectation of continued employment. The total time worked by an individual TE cannot exceed 1,040 hours in a twelve-month period beginning on the appointment start date (i.e., 26 consecutive bi-weekly payroll periods). Exceptions are identified below.
• TE appointments cannot exceed a twelve-month period beginning on the appointment start date. Exceptions for appointments that meet consecutive or recurring standards are identified below.
• TE appointments have the same pay range of the University Staff title for the position.
• TEs must be paid at least the City of Madison Living Wage (110% of the federal poverty rate for a family of four).
• TEs may hold concurrent TE appointments if at least two of the following three criteria are met:
  1. The appointments are in different operational areas.
  2. The supervisors for each position are different.
  3. The job titles are different.
• TEs may hold consecutive appointments when two of the following three criteria are met:
  1. The appointments are in different operational areas.
  2. The supervisors for each position are different.
  3. The job titles are different.
• TEs may hold recurring TE appointments when the work is seasonal or occurs on an irregular basis for less than 1,040 hours in a year (e.g., agricultural workers, lifesaving workers, special events staff, arboretum guides).

Student Hourly Hires

Jillene Fisch or Natalie Ben-Zikri will assist with these hires (Julie Rodenberg is a backup)

• Individuals must be at least 16 years of age and meet all other eligibility requirements defined in the student hourly policy linked below. Individuals under age 16 are not eligible for hire per University policy.
• Student Hourlies must be enrolled for academic credit at an educational institution. An educational institution is defined as:
  • an accredited institution of higher learning granting associate degrees or higher, a technical college, a vocational or trade school, or a high school.
• Important note regarding F-1 and J-1 international students: special consideration needs to be paid to F-1 and J-1 international students when verifying eligibility. Federal visa regulations specify that F-1 international students and enrolled J-1 international students are eligible for on-campus employment, but only at the school listed on their immigration document. For F-1s, the school is listed in the school information section on the I-20; for J-1s, the school is listed in item #2, the Program Sponsor, of the DS-2019. In these cases, the F-1 student and enrolled J-1 student does not need any special authorization to be employed 20 hours per week when school is in session and/or full-time during breaks. The J-1 student does need special authorization to be employed 20 hours per week when school is in session and/or full-time during breaks. Authorization does not print on the I-20, so an enrolled J-1 student will be issued an on-campus employment authorization letter. J-1 on-campus employment authorization is valid for one year, or the validity of the DS-2019, whichever is less. When processing I-9s, departments will need to verify that the student's I-20/DS-2019 is indeed issued by the University of Wisconsin–Madison. If it is not, an I-20 or DS-2019 alone does not provide sufficient proof of eligibility. Questions should be directed to International Students Services at (608) 262-2044 or their email address. 
• A student may not be employed prior to the first payroll calendar day of the student's first semester of enrollment. Summer eligibility is the only exception (see below). Students who graduate or complete an academic semester and will not be enrolling in the following semester may continue to be employed as a Student Hourly only through the last day of the student hourly pay period of the completed semester. Students who withdraw from school during a semester are no longer eligible for Student Hourly employment as of the date of withdrawal.
• Any student who has been accepted for fall enrollment, or is continuing in the fall semester after completion of the spring semester or is enrolled during the summer is eligible for summer employment. For non-UW–Madison students, the unit must confirm the individual’s eligibility as stated above.
• All Student Hourly employees must average below 30 hours per week (they can work 40 hours one week and 20 the next as long as the overall average is not greater than 30 hours per week). 

Employees-in-Training (Research Intern/Research Associate/Postdoctoral Trainee/Fellow), and Honorary or Visiting Appointments

Julie Rodenberg or Tricia Check will assist with these hires 

Prior approval from CALS HR is required before these positions will be appointed.  The following items will need to be submitted for review:

• Hiring request
• Current CV/Resume
• Draft appointment letter

Student Assistant Appointments (RA/TA/PA)

Julie Rodenberg or Tricia Check will assist with these hires 

The following items will need to be submitted to CALS HR for official appointment recognition:

• Current CV/Resume
• Signed Appointment letter

For more information on the following types of recruitment, please see the Department Administrator.

• Centralized Recruitment
• Internal Recruitment