Topics Map > Operational Support Resources > 4.7 Human Resources > 4.7.1 Hiring

Hiring - Recruitment - Pre-Recruitment - Requirements

Hiring Managers must complete all of the steps in pre-recruitment before the position will be posted by ASU.

Pre-Recruitment requirements are laid out in the ideal order of execution. We recognize that some of the process may not occur exactly outline below or may occur simultaneously and there will be overlap. If you have any questions regarding the process, please contact hr@extension.wisc.edu

1) Complete Extension HR Consultation

2) Complete Pre-Submission Conversations 

Please complete the necessary pre-submission conversations. Conversations will depend on the Hiring Manager and the position being recruited.

Hiring - Recruitment - Complete Pre-Submission Conversations

3) Request Office Space

UW-Madison Campus (within Extension's current allocation)

A. For Space Assignment within Extension's UW-Madison Campus Allocation

To request that an employee be located on the UW-Madison Campus in Extension's existing campus allocation, the Supervisor/Hiring Manager should complete the Space Assignment Request Form (within Extension's campus allocation) and send on for approvals.

Download Space Assignment Request Form (within Extension's campus allocation)

The Facility Manager will then evaluate the request; seek input from requesting Director and others as appropriate; suggest options; identify solution; confirm suitability of solution with requesting Director; seek approval from Associate Dean. Factors for consideration would include proximity/availability of suitable type of space, potential need for paint/carpet, furniture, etc.

Space requests involving multiple individuals and/or moves would typically trigger the Facility Manager to coordinate with Director of Facilities, and approval by Associate Dean. More complex space planning efforts might require substantially more lead time, and warrant an interactive process and possibly approval by Dean’s Leadership Team (e.g. Pyle to Extension Building move).

Off-Campus OR UW-Madison Campus (beyond Extension's current allocation)

B. For Space Assignment beyond Extension's UW-Madison Campus Allocation

Download Space Assignment Request Form (beyond Extension's current allocation)

1. Employees Covered by County Contract

2. Employees NOT Explicitly Covered by County Contract*

             *As revised for 2023, but not yet assigned to a county-owned location

In consultation with the appropriate Associate Dean(s), identify a preferred location, complete the Space Assignment Request Form (beyond Extension's current allocation), send it to the Director of Facilities and Associate Dean, and then together determine next steps. 

a. Extension-Managed, UW-Owned Locations

To seek assignment of an employee not explicitly covered by a county contract, at WGNHS, Upham Woods, Great Lakes Visitor Center or Lake Superior National Estuarine Research Reserve (LSNERR) locations, please also reach out to the Natural Resources Institute Director in addition to the Director of Facilities to clarify protocols and seek approvals.

b. Non-Extension, UW-Owned Locations

To seek assignment of an employee not explicitly covered by a county contract, at a UW-owned location (non-Extension), in addition to the Space Assignment Request Form (beyond Extension's current allocation), work with the Director of Facilities to prepare a space request and identify next steps. An Inter Agency Agreement will likely be required. 

c. Locations NOT Owned or already leased by UW

To seek assignment of an employee not explicitly covered by a county contract, at a location not already owned or leased by UW, in addition to the Space Assignment Request Form (beyond Extension's current allocation), work with the Director of Facilities to prepare a space request and identify next steps. A Space Rental Agreement or Lease will likely be required. 

3. Non-Employees (e.g. Sea Grant, WDNR, Friends of LSNERR)

For assignment of individuals who are not Extension employees (e.g. Sea Grant or WDNR or Friends of LSNERR colleagues), to an Extension-controlled location, please discuss requests with Director of Facilities and appropriate Associate Dean – these arrangements may require processes and approvals by Dean’s Leadership Team and/or other UW colleagues. 

4. Any other Category of Individuals

For assignment of space to any other category of individuals not covered above, requests should be discussed with Director of Facilities to determine how best to proceed.

Note: This process conforms with the Dean's Leadership Team action from August 2022 during which the "UW-Madison Division of Extension - Office Space Planning and Assignment Guide 2022" was approved. 

4) Draft Position Description

5) Create Request to Fill (RTF)

6) Create Screening Tool

7) Submit to Extension HR




Keywords:pre-submission conversation draft position description PD Request to Fill RTF Screening Tool HR Consultation Approvals ASU Submit   Doc ID:106856
Owner:Nathaniel S.Group:Extension Handbook
Created:2020-10-27 12:59 CSTUpdated:2022-03-30 12:50 CST
Sites:Extension Handbook
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