L&S Recruitment of Non-STS Academic Staff, University Staff and TE Appointments

This document contains policies, procedures and links to documents for recruitment of non-instructional and renewable instructional academic staff, university staff and temporary employee (TE) appointments in the College of Letters and Science.

Academic Staff and University Staff members are engaged in a very broad range of activities and are employed under a wide variety of titles.   The majority of these appointments in our College are either instructional, research, administrative, outreach, student services, communication, information technology, or library services.  The information below applies to the recruitment of non-instructional and renewable instructional appointments.  Questions regarding recruitment of fixed term-terminal instructional positions (STS) should be directed to your SA/STS HR/Payroll Rep.  Questions regarding faculty recruitment should be directed to Ben Weisse.

Please see the L&S Recruitment Tools for a recruitment checklist and other useful tools.
 
PROCEDURES

1. Submit a PVL (open recruitment, waiver or TE direct hire) via the JEMS PVL System.   Please note that PVLs are not required for zero dollar, visiting, adjunct and volunteer appointments.  If you are not authorized for the PVL System, please contact Alisha Arnold.
  1. If an open recruitment, ensure "How to Apply" Language in the Application Instructions section reflects that applicants will need to upload a cover letter, resume and three professional references including current supervisor.

  2. Please keep the following in mind when submitting a PVL:
  • For all new (a "new" position is one that does not replace duties previously performed by an academic staff or university staff employee) Category A academic staff positions, the tab labeled "Cat A" must be completed.
  • A Recruitment Effort Plan (REP) is required when a position is under utilized (see the salary panel in PVL).  Positions with a maximum salary above the range 11 minimum will require at least a four-week recruitment.   Positions with a salary range below the range 11 minimum will require at least a two-week recruitment.   The University has arranged for all of our job postings to be publicized in several publications which are already populated in the PVL.   You do not need to submit an advertisement to these publications.  This ensures Affirmative Action compliance of all open positions at UW-Madison.  Please do not remove these publications from the REP.
2. The following forms may be needed and should be emailed to your HR Rep. All forms should be submitted at the same time as the PVL. PVLs will be reviewed by L&S HR and then submitted to campus OHR for their review and approval. Please note that this process can take 2-3 weeks so please plan accordingly. Questions on the status of a PVL should be directed to your HR Rep.

      Non-STS Academic Staff Appointments
  • All positions require the submission of an Essential Hire Form
  • All new positions require approval of your Associate Dean 
  • All positions require submission of an organizational chart showing official title (e.g. Researcher) and employee name
  • All PVL waivers require the submission of a CV and a draft offer letter to your HR Rep for approval
  • Departments submitting a PVL for a rehired annuitant must also submit the Rehired Annuitant Request Form.

      University Staff Appointments
  • All positions require the submission of an Essential Hire Form
  • All new positions require approval of your Associate Dean 
  • All positions require submission of an organizational chart showing official title (e.g. Fin Spec Sr) and employee name
  • All University Staff positions require submission of three to five non-discriminatory, job related criteria that will be used to minimize the applicant pool. Note the screening criteria should not screen for UW-Madison specific experience. Reference the suggested screening criteria or you may also work with your HR Rep to generate new criteria if you feel the suggested criteria do not apply to your position.   
      
      TE Appointments
  • All positions require the submission of an Essential Hire Form
  • All TE direct hires require submission of a draft offer letter to your HR Rep for approval
  • All TE open recruitments require submission of three to five non-discriminatory, job related criteria that will be used to minimize the applicant pool. Note the screening criteria should not screen for UW-Madison specific experience. Reference the suggested screening criteria or you may also work with your HR Rep to generate new criteria if you feel the suggested criteria do not apply to your position.   
  • Departments submitting a PVL for a rehired annuitant must also submit the Rehired Annuitant Request Form

3. You will receive an email from the PVL System when your PVL is "Comp and Title Approved". Once your PVL is approved, login to TREMS and create a job card in order for the position to be released on the employment web for open recruitment. 
4. Ensure the applicant status is updated in TREMS throughout the recruitment process. The Office of Equity and Diversity uses the applicant status data for their annual reports and it’s important that the dates reflect actual event dates.

5. Submit screening criteria, interview questions and interview/screening panel that will be involved with recruitment to HR Rep before any interviewing occurs.

6. Once you have a finalist, check their references. References must include the current supervisor and two additional professional references.

7. After reference checks are complete and you have selected your finalist, initiate the Sexual Harassment/Sexual Violence (SH/SV) Reference Checks and notify your HR Rep.  Complete the following, then a salary review will be conducted which requires approval by L&S Human Resources prior to extending the verbal offer:
  1. Email a draft offer letter (refer to L&S Letter Templates for Academic and University Staff Appointments for instructions on this process) to your HR Rep
  2. Email Hiring Reason Form to your HR Rep
  3. A Criminal Background Check (CBC) will be conducted by the College  
8. Your HR Rep will provide you with the approved pay rate and title. At this point you can extend the verbal offer to the candidate.  Once the CBC is complete, your HR Rep will send you the approved offer letter.

9. Send your HR Rep the final signed offer letter and they will initiate the online offer card via TREMS.

10. Complete a JEMS Hire once the applicant has accepted the offer via TREMS, or if a PVL waiver or TE direct hire.


Please note that the recruitment file is the responsibility of the administrative contact. Search committee chairs need to work closely with this person to make sure the recruitment file is complete.

For questions on recruiting, please contact your HR Rep.


RECRUITMENT TOOLS
L&S Recruitment Tools

Recruitment, Assessment, and Selection of Academic, Faculty, Limited and University Staff Employees

Talent Recruitment and Engagement Toolkit (sample communication letters, advertising agreements, procedures after hire, etc.)

UW-Madison continues to be committed to hiring a diverse and highly qualified staff, and the Women in Science and Engineering Leadership Institute (WISELI) resource materials provide useful recommendation to ensure that searches for UW-Madison positions elicit diverse and highly qualified pools of candidates from which the best individuals can be selected. WISELI makes a number of resources available online at http://wiseli.engr.wisc.edu/hiring.php.


RELATED LINKS
Benefits Services
Criminal Background Check (CBC) Policy (CBCs for non-instructional and instructional renewable appointments will be conducted by the College upon submission of the offer letter)
International Faculty and Staff Services (IFSS)




Keywords:CP, CJ, Classified, hire, ESC, essential staff, justification, staffing, recruiting, academic staff, renewable, pvl, pvl waiver, appointment letters, Moving Policy, Relocation, Drug-Free School,rehired annuitant, recruitment,form, forms, TE, temporary employee, university staff   Doc ID:97944
Owner:Michelle M.Group:L&S Administrative Gateway
Created:2020-02-14 11:08 CDTUpdated:2020-04-01 08:03 CDT
Sites:L&S Administrative Gateway
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