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

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

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

To space an employee on the UW-Madison Campus in Extension's existing campus allocation, the Supervisor/Hiring Manager should complete the Space Assignment Request Form and send on for approval.

Download Space Assignment Request Form

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 Planning, 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).


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

1. Employees Covered by County Contract

2. Employees NOT Explicitly Covered by County Contract

In consultation with the appropriate Assistant or Associate Dean(s), identify a preferred location and determine next steps (i.e. recognition of position under umbrella of the county contract, or one of the following:

a. Extension Locations

To space an employee non explicitly covered by a county contract at WGNHS, Upham Woods, Great Lakes Visitor Center or Lake Superior National Estuarine Research Reserve (LSNERR) locations, please reach out to the Natural Resources Institute Director and Director of Facilities Planning ( to clarify protocols and seek approvals.

b. Non-Extension, UW-Owned Locations

To space an employee non explicitly covered by a county contract at a UW-owned location (non-Extension), submit a Space Request:

c. Locations NOT Owned or already leased by UW

To space an employee non explicitly covered by a county contract at a location not already owned or leased by UW submit a Space Request:

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 Planning ( 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 Planning ( to determine how best to proceed.

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 13:59 CDTUpdated:2022-03-30 13:50 CDT
Sites:Extension Handbook
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