If you are hiring for a common position, you may select a template to begin. This will auto-populate information based on the template type. Please review all fields to make sure the correct information is provided. Most fields can be modified as you see fit.

If you frequently hire for a position that does not have a template and you would like one created, please reach out to hr@extension.wisc.edu. We will consult with you to build a new template if appropriate.

These fields will appear when completing any job requisition. 

Reason for Hiring

Choose if you are creating a new position or backfilling an existing position. 

• New Position: For creating a new position.

• Replacement: For backfilling an existing position (e.g. vacancy).

Position Details

Number of People Hired

List the number of people you want to hire for this job. If you're hiring more than one person, you can use one job requisition. But if the jobs are different, you should create separate job requisitions for each position.

Replacement For

If someone held this job before, provide their first and last name.

Recruitment Type

Choose whether you will post the job for open recruitment or hire a specific person directly.

• Recruitment: For open recruitment (external or internal)

• Waiver/Direct Hire: Use this when you want to hire a specific person without going through the usual recruitment process.

Recruiting Instruction

Choose whether the position will be posted internally or externally.

• Post Externally & Internally: By selecting this option, your job will be available for External (non-UW) applicants to apply, and will also appear on the Internal jobs board.

• Post Internally Only: By selecting this option, you will be prompted to select if this job will be available to only Extension or UW applicants.

Internal Recruitment Type

_{(This field will appear if you selected Recruiting Instruction -> Post Internally Only)}

Choose if you'd like the position posted internal to Extension or internal to UW.

• Internal to Extension: Choose this to post an internal recruitment for Extension employees only.
• Internal to UW: Choose this to post an internal recruitment for UW employees only. 

Worker Subtype

Choose if the position will be regular, terminal, or temporary. 

• Regular: position with continuous employment that does not have a fixed end date. Standard full-time or part-time. Can be ongoing or limited contracts. 

• Terminal (Fixed Term): A short-term job lasting up to two years, with no promise of continued employment or renewal. There might be a chance to renew or convert to a regular position after two years.

• Temporary (Fixed Term): A short-term job lasting up to one year, limited to 1040 hours of work. Generally, it doesn't include benefits or leave and has no promise of continued employment or renewal. 

Employee contract type

Options in this field should auto populate based on your choice under Worker Subtype.

• Ongoing: A continuous appointment that renews every year.

• Fixed: A job with a set end date.

• Limited: A special appointment for higher-level administrative positions involved in major policies or programs. These titles are marked as Limited in the TTC library.

Time Type

Choose whether this position will be full-time, part-time, posted as a range, or will have variable hours. 

• Full Time: Choose this option if the job is full time, meaning 100% FTE (40 hours per week).

• Part Time: Choose this if the job isn’t full time, but has set hours each week (e.g., 80% FTE, or 32 hours per week).

• FTE Range: Choose this option if you plan to hire the position at a set number of hours and might change the hours within the first year. You’ll need to list the FTE range this position could work in the Scheduled Weekly Hours section.

• Variable: Choose this if the job's hours will vary and cannot be set (the number of hours worked each day/week is truly variable).

Scheduled Weekly Hours

_{(This field will appear if you selected Time Type -> Part Time)}

Indicate how many hours this job will work each week (e.g., 40 hours for full-time). 

FTE Range

_{(This field will appear if you selected Time Type -> FTE Range)}

List the range of hours the position will work each week (e.g., 30-40 hours is 75-100% FTE). 

Dates

Enter the target hire and end date.

• Target Hire Date: The expected start date. This must be the start of a pay period. The actual start date may vary. Generally, recruitment can take 2-3 months depending on the applicant pool. Choose a date that takes into consideration the following:

  • Posting Length: Most positions will be required to post for 2-4 weeks, but some may take longer.

  • Screening & Interviewing: Allow at least 2-3 weeks.

  • Required Checks: Allow at least 2 weeks.

• Target End Date: This will only appear for terminal or temporary positions. This is when you expect the job to end. The end date can be extended in some cases by working with HR.

  • Fixed-Term Terminal Appointments: Fixed-term terminal appointments are made when there is no expectation of continuing employment. The appointment letter will specify the appointment termination date. Fixed-term terminal appointments may be extended, but the total period of appointment may not exceed two years. Continuation of the position beyond two years will be as a renewable appointment.
  • Temporary Appointments (TE): TE's 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. Exceptions may apply for appointments that meet consecutive or recurring standards.
    • Consecutive TE appointments: TE's may hold consecutive appointments when two of the following three criteria are met:
      • The appointments are in different operational areas.
      • The supervisors for each position are different.
      • The job title and responsibilities are different.
    • Recurring TE appointments: TE's may hold recurring TE appointments when either:
      • 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).
      • The position is considered a "special employment opportunity" (e.g., internships, special community programs, and other educational or self-development curricula at places such as Goodwill Industries and Yahara House).

Official Title and Business Title

• Official title: Choose the best fit job title from the TTC SJD library.

• Business title: This is the title that will show on the job posting and be used as the working title in Workday and the Staff Directory.

Position Funding

• Describe the position’s funding: Provide a short justification for where the funding will come from. Please be as specific as possible in the funding description. Include % and full funding string if possible.

• Any additional funding information: Add any other relevant funding information (e.g. the grant is for 3 years).

General Pay & Benefits

Salaried or hourly?

Choose the applicable option. This is determined by FLSA status (exempt - salaried, nonexempt - hourly) in the TTC library for each title. Most of Extension's positions are exempt/salaried (e.g. Educators). If the position is working less than 100% FTE and you are unsure or have questions, reach out to hr@extension.wisc.edu. 

Proposed Full-Time Salary

_{(This field will appear if you selected Salaried)}

List the salary/rate you expect to pay for a qualified candidate based on funding source and budget. 

Proposed Hourly Rate

_{(This field will appear if you selected Hourly)}

List the hourly rate you expect to pay for a qualified candidate based on funding source and budget.

Living allowance

_{(This field will appear if you selected the AmeriCorps template)}

Enter the biweekly lump sum living allowance that the AmeriCorps member will receive for their service. 

Approved Hiring Bonus

Select yes if a hiring bonus has been requested and approved, or no if not. Request a hiring bonus here. 

Approved Hiring Bonus Amount

_{(This field will appear if you selected Approved Hiring Bonus -> Yes)}

Enter the amount of the approved hiring bonus if applicable.

Will this position be benefits eligible?

Choose yes if the position is eligible. To be benefits eligible, the employee must be expected to be employed at least 1 year (365 consecutive days) and meet the following criteria:

1. Academic Staff, Faculty, and Limited positions that are greater than or equal to 42% FTE (16.8 hours per week) are eligible for benefits.
2. University Staff positions that are greater than or equal to 58% FTE (23.2 hours per week) are eligible for benefits.
3. Benefit Eligibility Decision Table

If you are unsure if the position will be benefits eligible, please reach out to hr@extension.wisc.edu 

Posted Salary

Select how you'd like the salary posted.

• Minimum: by choosing this option, you will indicate what you would like applicants to see as the minimum possible salary. It must be at least the minimum for the job title in the SJD library. It can be lower than the “Proposed Full-time Salary” listed. See Extension's divisional minimum salaries.

• Range: by choosing this option, you will enter a realistic salary range for this position. The range you list cannot be outside the salary range in the SJD library for the job title. Keep in mind you cannot offer above the top end of your range. 

• Not posted: by choosing this option, applicants will not see any salary information. This is only used in limited circumstances. Please reach out to HR if you think you need to use this option. 

Minimum Posted Salary

_{(This field will appear if you selected Salaried -> Posted Minimum)}

Enter the minimum salary you want posted. It must be at least the minimum for the job title in the SJD library. 

Minimum Posted Hourly Rate

_{(This field will appear if you selected Hourly -> Posted Minimum)}

Enter a minimum hourly rate. It must be at least the minimum for the job title in the SJD library.

Salary Range

_{(This field will appear if you selected Salaried -> Posted Range)}

Enter the salary range you would like posted $[realistic min] - $[realistic max].  

Hourly Rate Range

_{(This field will appear if you selected Hourly -> Posted Range)}

Enter the hourly rate you would like posted $[realistic min] - $[realistic max].  

Location Details

Does this position serve a specific county or region? 

Choose the option that best aligns with the scope of position.

• County-based: Select this option if the position is a programmatic position based in a single county.

• Regional: Select this option if the position is a programmatic position serving a specific region of the state (ex. Northwest, Southeast).

• Statewide: Select this option if this position is a programmatic position serving the entire state.

• Not applicable: This will typically apply to WGNHS, LSNERR, Upham Woods, and operations staff.

Primary Location

The main place where the employee will work. If the job is remote, this is where the person would work if they were on-site. Also called the headquarters location. Select using the following criteria:

• Known location: Select the applicable location (e..g County-based position).

• Regional position: Select a location within the region. You can select additional locations within the region in the “Additional Locations” field.

• Statewide position: Select 3500 University Ave for the posting. Language specifying that the final location is flexible based on the hire will be added to the posting.

Additional Locations

Select other locations the position will serve that could be the headquarters location.

• Regional position: list additional locations in the position’s region that could be used as the primary location for the finalist.

• Statewide position: leave this blank

County/Tribal Nations Served

Select all counties or Tribal Nations that the position will serve. This field is used to populate the staff directory. 

Will this position include work with Tribal Nations/Communities? 

Only select "Required" or "Preferred" if the scope of position will involve frequent collaboration and engagement with Tribal Nations and/or communities.

• Required: The scope of the position will require extensive work with Tribal Nations and/or communities. 

• Preferred: Working with Tribal Nations and/or communities is desired to bolster programming initiatives, but is not required. 

Will this position require travel?

This field is predominantly for program-facing positions that will engage in occasional travel to and from programming events as part of their job duties. Select yes if it’s expected that the employee will make individual arrangements for transportation adequate to meet position responsibilities and essential job functions (i.e. the employee must be able to get themselves to work events, programming, and other locations to meet the needs of the position). 

Remote Type

Choose the option that best aligns with the position. This helps candidates understand their potential options for remote work. 

• Fully Remote: The job could be done entirely from an alternative work location if the employee requests it (requires Dean’s approval before hiring).

• Partially Remote: The job could be done remotely part of the time and on-site the rest of the time (up to 3 days per week on campus at 3500 University Ave and up to 2 days remote at all other Extension offices).

• In Person: The job will work on site every day. 

Program Affiliation Details

Is the position housed within an Institute? 

Select yes if the position will have a primary program affiliation within an Institute or reports directly to an Institute Director.

Institute

_{(This field will appear if you selected Yes above)}

Choose the applicable Institute.

Will the position have a primary program affiliation?

Choose "Yes" if this position will have a primary program affiliation and "No" if not.

Primary Program Affiliation

For programmatic roles, specify the primary program that accounts for most of the program-related work (e.g., Crops & Soils, Community Economic Development). This does not apply to non-programmatic roles. 

Who will be the Program Manager?

Select the Program Manager from the dropdown based on the program affiliation. The Program Manager(s) should auto populate for the chosen program. If more than one appear (e.g. 4-H), choose the most applicable.

Program Posting Language

Select the program’s standard posting language. If no selection appears, you’ll need to add it into the Department details field. If you'd like to add standard language for a specific program, please reach out to hr@extension.wisc.edu.

Will the position be required to work occasional nights and weekends? 

Select "Yes" if this is a programmatic position that may be required to work occasional nights and weekends to meet the program needs and priorities of the communities served (e.g. 4-H Educator).

Operational Area Details

Operational Areas and Percentages

Select the operational area and assign a % to each. All percentages should total 100%. 

• County-based Educator: Operational areas will always be the county(ies) in their area of service. If it’s a regional position, it will have a multi-county operational area (e.g. Iowa - 25%, Green - 25%, Lafayette - 25%, Grant - 25%).
• FoodWIse Staff: Operational area will always be FoodWIse - 100%
• Staff at Branded Programs and Reserves: Operational area will always match the name of the program/reserve (e.g. Upham Woods, WGNHS, LSNERR)
• State Programmatic Staff: Operational areas for individuals reporting to an Institute Director or Program Manager will always be the Institute or Program.
• Operations: Operational area will be their unit (e.g. HR, ODS, OFS, OAIC).

Bilingual Information

Will the position require a bilingual skillset?

Select Yes/No as applicable.

Bilingual Qualification

_{(This field will appear if you selected Yes above)}

Choose whether the position will have a bilingual required or preferred qualification and specify the language.

• Required: Language competency in the desired language is essential to perform the position’s assigned responsibilities, duties, and tasks.

• Preferred: Language proficiency is desired to bolster programming initiatives but is not required.

Bilingual Language Options

Specify either Spanish or Hmong as the high-need language. Select “Other” if neither Spanish or Hmong.

Other Language

_{(This field will appear if you selected Bilingual -> Other Language)}

Indicate which language is required or preferred for the bilingual position if it is not Spanish or Hmong.

Computer Equipment Information

Who is responsible for the computer equipment?

Choose the applicable option from the drop-down. We are asking this question to help ensure that new employees have the equipment they need as quickly as possible. We will send a reminder to hiring authorities when it is time to proceed with procuring equipment if you select “Division of Extension.”

• Division of Extension: Select this option if the position is not affiliated with a county/local office and is not a specialist with an affiliation with another school or college.

• County/Local Office: Select this option if the position will be situated in a county/local office and will receive a laptop from the county/local IT department.

• Campus (Not Extension): Select this option if the position is a specialist affiliated with another school or college.

• No Computer Equipment Required: Select this option if the person will not need a computer as a condition of their employment.

Supervisor Status

Will the position have supervisory authority to hire, transfer, suspend, promote, manage conduct and performance, discharge, assign, reward, or discipline at least 2.0 FTE (full time equivalent employees)? 

Position of Trust

Choose the position of trust category that fits this job.

• Position of Trust - 4 year recheck: for positions with job duties that include interactions with youth where the staff member is never responsible for safety and care of the youth. 

  • Authorized Adult Youth Protection Role: responsibilities include working in a youth activity and has been authorized to interact with youth participants but not authorized to provide custodial care. 
  • Property access: responsibilities require use of master key access to facilities other than their own worksite.
  • Financial/fiduciary duty: responsibilities (at least 50% or more) generally require handling money, authorizing expenditures, or maintaining and auditing accounts. For complete list of specific duties, see UW Policy 5014
  • Executive positions (i.e., Limited appointments): responsibilities involve top-level management functions. 
  • Access to other vulnerable populations: responsibilities include access to populations such as human research subjects and medical patients.

• Position of Trust - 2 year recheck: for positions with job duties that include significant and unsupervised access to minors.

  • Authorized Custodians Youth Protection Role: responsibilities for the operation of a youth activity (day, multi-day program or overnight) and compliance with policies and procedures. Can provide custodial care and included in supervision ratios.
  • Authorized Assistant Custodians Youth Protection Role: working in a youth activity but not responsible for the operation and management of the activity; responsible for supervision of youth and included in supervision ratios.  

• Not a Position of Trust - CBC Required ONLY at Time of Hire: Many staff are not in a position of trust and only require a CBC at time of hire. Examples of staff that are not a POT:

  • Staff who may see or acknowledge minors in the course of their duties, but do not directly interact with them as part of those duties
  • Staff who provide general administrative support in a county office
  • Staff who irregularly have activities where guardians bring their youth
  • Staff that don't regularly give presentations with a youth audience and can be considered a guest speaker instead 
  • If staff are currently in a non-POT position and take another non-POT position, a CBC is not required. If a non-POT takes a POT position, then a CBC is required. See the chart in UW Policy 5014 that explains how to determine when a CBC and CBC re-check are required.

Physical Requirements

Will there be any physical requirements for this position? Only select yes if this is truly required by the position. 

Job Description and Department Information

Standard language may automatically populate in this section based on previous selections in the form. For example, if you chose remote work, standard remote work language will be populated for you. Some auto populated language may require you to edit certain parts. These will be highlighted, so please make any updates as applicable for your position. 

*If you are unable to click into a field, it means it is not editable. Some fields have standard language that cannot be edited.

Job Summary

Include introductory and job summary information as it relates to the scope of the position. 

Department Information

This will be automatically populated if you chose Institute and program affiliation earlier in the form. If not, or nothing populated for your program, please enter that information here.

Additional Department Details

If the position is not part of an institute or program, please provide “about us” language for your unit. 

Compensation

Please include any additional compensation information you want candidates to know that wasn’t auto populated.

Qualifications

Education

• List specific degrees and/or fields of study

• Indicate if they are required or preferred

Certifications

• List any certifications

• Indicate if they are required or preferred

Minimum Qualifications

Required to do the job. Minimum qualifications are absolute and cannot be changed or disregarded later. If a candidate does not meet ALL minimum requirements, they will be eliminated from further consideration. Please thoroughly review what is truly required to do the job. 

Preferred Qualifications

Nice-to-have. These are desirable but not mandatory for a candidate to be considered for the position. 

How to Apply

Review and update if necessary. State any application instructions that differ from Extension’s default standard language (e.g., resume page limit, writing sample).

Responsibilities

SJD Essential Job Responsibilities

Copy & paste these from the TTC library for the chosen title. If you chose a template, the responsibilities for that title will be auto populated in this field.

Unique Responsibilities

Use this section to add any responsibilities not included in the essential job functions (maximum 4).

These fields will appear only if you choose external recruitment. 

Recruitment Details 

Recruiting Start Date

Choose the date you want the position posted (allow at least 1 week up front for approvals and review).

Posting Length

Choose how long you want the position posted. Minimum posting period for external recruitments is 2 weeks. Minimum posting period for internal recruitments is 1 week. 

Eligibility to Work in the US

Defaults to standard language. Indicate here if you plan to sponsor the position.

Application Information

Job Application Template

Indicate which template you want applicants to use. This will direct candidates to upload specific application materials.

• Resume/CV & cover letter only and required

• Resume/CV, cover letter (required), and certifications, education, languages, websites (optional)

• Work experience, education required and resume/CV optional

• Work experience only and required

• Work experience required and resume/CV optional

Screening & Review

Redaction type

Defaults to standard redaction. Choose if you want full redaction.

• Standard redaction: ASU will remove any federally protected information from applicant materials.

• Full redaction: Redaction is done in addition to ASU’s initial redaction of federally protected information. This may include any personally identifiable information.

  • Redactor Email: Required for full redactions only. Identify someone to do the full redaction (recommended that this person serves on the Search Committee).

Screening Tool

Select the screening tool template you’d like ASU to create.

• Required & preferred (Y, N, M)

• Different screening criteria per qualification

• Non-weighted

• No screening tool: this is used for direct hires only 

Are you the committee chair?

Select 'Yes if you are leading the search and 'No' if you’d like someone else to chair the committee on your behalf.

Committee Chair Email

_{(This field will appear if you selected No above)}

Enter the email of the committee chair if applicable. 

Search & Screen Committee Members

List committee member names, title, affiliation to Extension (internal/external), and role on the committee (screening member, interview member, both).

Documents

If you need to upload any additional documents, please do so here. For example, if you choose to not have the screening tool created for you, upload that here. 

These fields will appear only if you choose waiver hire. 

Waiver Details

Waiver reason

Choose the best waiver reason (common reasons: 2 years or less, appointment for 25% FTE or less). If you are unsure, please contact hr@extension.wisc.edu. 

Waiver justification

Provide a short justification for why you are doing a waiver hire over a recruitment.

Direct Hire Name

List the name of the individual you intend to direct hire.

CV/Resume & Rehired Annuitant Form

Upload the individual’s resume. The resume should include their name and contact information. If it is a rehired annuitant, please upload the completed rehired annuitant form.

These fields will appear only if you choose internal recruitment.

An internal justification is required for all internal recruitments. If applicable, please answer the following questions. You can find sample responses on SharePoint - Hiring - Internal Recruitment.

1. Is there a unique skill set needed for the position that would only be found on campus (or in your division)?  

2. Why would an internal applicant provide a significant advantage or be critical to success in this new position?

3. Is there a diverse, qualified pool to apply for this position? Please elaborate. 

4. What efforts will be taken to ensure a diverse applicant pool?

Once submitted, the Job Requisition form will route to Extension HR for review and approval. Someone from the HR team will contact you directly if they have any questions or need clarifying information.  

Once the job requisition form is reviewed and approved by Ext HR, they’ll send it to ASU HR to process in Workday. 

1) Position of Trust - 4 Year Recheck

2) Position of Trust - 2 Year Recheck

3) Not a Position of Trust - CBC Required ONLY at Time of Hire

Related UW-Madison Policy

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