L&S Recruitment of Short-Term Staff

This document contains policies, procedures and links to documents related to staffing and recruitment of short-term instructional staff (STS) in the College of Letters & Science.

To find your HR Business Partner please see: L&S Human Resources/Payroll Office Department Contacts. 

Position Approval Required 

Prior approval for most short-term instructional staff (STS) positions is required. How to request approval:

I. Titles Hired via PVL or PVL Waiver 

Most short-term instructional staff in the College of Letters & Science are hired with academic staff titles such as:

As a general rule, academic staff positions at L&S are expected to be posted for open recruitment via a Position Vacancy Listing (PVL) in order to ensure that the positions are made available to the public as much as possible and to help generate the widest possible applicant pools for L&S as a whole.  However, a waiver of open recruitment via PVL Waiver is allowed in some circumstances (see Process: PVL Waiver section below).

Reappointment: An employee currently in a fixed-terminal instructional academic staff title might be able to be reappointed in a consecutive semester.  If the employee was hired via open recruitment PVL, the PVL must have included language stating that there was a possibility of reappointment or extension.  If the employee was hired via PVL waiver, the waiver reason must continue to be applicable.  Note that summer employment is excluded from this consecutive semester requirement, i.e., an employee who was hired in a spring semester appointment may be reappointed in the following fall semester without having had a summer appointment in between.

Reappointment Limitations, and Converting Terminal STS to Renewable: Per Academic Staff Policies and Procedures: Chapter 2 -Academic Staff Appointments (ASPP), terminal instructional appointments have a limit of three consecutive academic years.  Reappointment beyond the third year requires the appointment to become fixed-term renewable (03 continuity). Work with your STS/SA HR Business Partner to convert a terminal STS employee to renewable.

Process: Open Recruitment PVL 

See OHR's Recruitment Toolkit for helpful information on requirement best practices, including Steps for Hiring.

The minimum posting time for STS titles is two weeks. The approval process for a PVL can take a week or more, so please plan accordingly.

  1. Most short-term instructional staff positions should have received prior approval through the short-term staffing planning exercise, regardless of the funding source.  If your department needs to fill a short-term staffing position after the exercise deadline has passed, contact Amanda Mahr.
  2. Create and department-approve a PVL via the JEMS PVL System and email the PVL number to your STS/SA HR Business Partner.
  3. Your STS/SA HR Business Partner will review your PVL and will contact you with any questions or concerns before approving at the division level.  After division-level approval, the PVL will be reviewed and approved at the campus level by the Office of Human Resources (OHR). After the PVL status is "Comp Admin Approved", log in to TREMS to create a Job Card.  List your STS/SA HR Business Partner as the division approver.
  4. Both L&S and OHR will review the TREMS Job Card.  After OHR approves the Job Card, they will release the PVL.  The Primary, Administrative and Alternate PVL contacts will receive an automated e-mail when the PVL is released for open recruitment.
  5. You may only make an offer once the PVL's assured consideration date has passed.  When that date has passed and you have identified the finalist to whom you would like to make an offer, initiate the candidate’s SH/SV reference check via JEMS PVL. 
  6. Submit a draft appointment letter to your STS/SA HR Business Partner for review, along with the finalist's c.v. or resume.
  7. Your STS/SA HR Business Partner will review the draft appointment letter, make any corrections, and send you the final appointment letter with the approval designation.  Make the noted corrections, if any, to your draft letter and send back to your STS/SA HR Business Partner a signed version of the final appointment letter.  Your STS/SA HR Business Partner will upload the signed letter to TREMS and will generate an e-mail from TREMS to the candidate that contains instructions on how to view the appointment letter and to accept the offer.
  8. After the candidate accepts the offer in TREMS, the candidate's information will flow from TREMS to JEMS Hire (Draft status).  D and C+ Departments review and department-approve the JEMS Hire entry.  C departments complete and submit a Hiring Form (link) to their HR Business Partner. Your HR Business Partner will review and push the job to HRS. 

Process: PVL Waiver (Waive Open Recruitment; Direct Hire) 

As a general rule, academic staff positions at L&S are expected to be posted for open recruitment in order to ensure that positions are made available to the public as much as possible and to help generate the widest possible applicant pools for L&S as a whole.  However, a waiver of open recruitment (also referred to as direct hire) is allowed in some circumstances.  See the OHR Recruitment Toolkit for the list of waiver/direct hire reasons.

Please note the approval process for a PVL waiver can take a few days, so please plan accordingly.

  1. Most short-term instructional staff positions should have received prior approval through the short-term staffing planning exercise, regardless of the funding source.  If your department needs to fill a short-term staffing position after the exercise deadline has passed, contact Amanda Mahr.
  2. Create and department-approve a PVL waiver via the JEMS PVL System. Initiate the candidate’s SH/SV reference check via JEMS PVL
  3. Submit a draft appointment letter to your STS/SA HR Business Partner for review, along with the finalist's c.v. or resume. 
  4. Your STS/SA HR Business Partner will review your PVL waiver and draft appointment letter and will contact you with any questions or concerns before approving the PVL waiver at the division level.  After division-level approval, the PVL waiver will be reviewed and approved at the campus level by the Office of Human Resources (OHR). 
  5. Your STS/SA HR Business Partner will make any corrections or other necessary edits to your draft appointment letter and will send you the final appointment letter with the approval designation.  Make the noted corrections, if any, to your draft letter and send back to your STS/SA HR Business Partner a signed version of the final appointment letter.  Also send the signed appointment letter to the candidate and place a copy of the letter in the candidate's department personnel file. 
  6. After the PVL waiver and draft appointment letter are approved, D and C+ Departments enter the position into JEMS Hire.  C departments complete and submit a Hiring Form (link) to their HR Business Partner. Your HR Business Partner will review and push the job into HRS.

See L&S Letter Templates for Short-Term Staff for additional details regarding the appointment letter and associated links.

II. Titles not hired via a PVL or PVL Waiver

A PVL or PVL waiver is not used when hiring short-term instructional staff at L&S using the titles listed below. However, all short-term instructional staff positions using the titles below should have received prior approval through the short-term staffing planning exercise, regardless of the funding source.  If your department needs to fill a short-term staffing position after the exercise deadline has passed, contact Amanda Mahr.

When making a hire using one of the titles below, follow the specific instructions for the given title.

These hires do not go through JEMS PVL. D and C+ departments enter the position in JEMS Hire and initiate the SH/SV check in JEMS Hire. C departments complete and send the Hiring Form to the HR Business Partner and work with their HR Business Partner to initiate the SH/SV check.

Access to JEMS PVL, JEMS Hire, and TREMS 

PVLs and PVL waivers are submitted in the JEMS PVL system.  If you are not authorized for either JEMS PVL, JEMS Hire* or TREMS, please contact Alisha Arnold.
  • To access JEMS PVL and JEMS Hire, navigate to the following page: JEMS
    • Click “JEMS PVL and Rate/Title Change” or “JEMS HIRE and Job Change” accordingly
    • If prompted, select UW-Madison and log in with your NetID.
  • To access TREMS, navigate to the following page: TREMS
    • Click “Log in to TREMS”.
    • If prompted, select UW-Madison and log in with your NetID.

* Centralized Departments do not use JEMS HIRE; instead they submit a Hiring Form to their HR Business Partner

See Also: