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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 STS/SA HR Business Partner. 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 your HR Manager.
Non-STS Academic Staff Appointments
University Staff Appointments
TE Appointments
3. You will receive an email from the PVL System when your PVL is "Comp Admin-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.
5. Once you have a finalist, check their references. References must include the current supervisor and two additional professional references.
6. 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 Business Partner. Complete the following, then a salary review will be conducted which requires approval by L&S Human Resources prior to extending the verbal offer:
8. Send your HR Business Partner the final signed offer letter and they will initiate the online offer card via TREMS.
9. 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. Screening criteria, interview questions and interview/screening panels involved with the recruitment no longer need to be submitted to your HR Business Partner, but they still need to be saved with the recruitment file in the department. Please see the Recruitment File Checklist for a list of everything needed to be saved in the department recruitment file.
For questions on recruiting, please contact your HR Business Partner.
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
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 your HR Manager.
-
If completing an open recruitment, refer to the “How to Apply” language. Adjust the interview process overview to align with your expected process.
- Please keep the following in mind when submitting a PVL:
- Job postings must meet the minimum required posting period as designated by the Office of Human Resources (OHR). Please see the Minimum Job Posting Periods.
- A Recruitment Effort Plan (REP) is required when a position is under utilized (see the salary panel in PVL). 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.
Non-STS Academic Staff Appointments
- Funds 101, 104, 131, 402 and new ongoing 136 require the submission of an Essential Hire Form
- New positions on Funds 101, 104, 131, 402 require approval of your Associate Dean
- All positions require submission of an organizational chart showing official title (e.g. Researcher I) and employee name
- All PVL waivers require the submission of a CV and a draft offer letter to your HR Business Partner for approval
- Departments submitting a PVL for a rehired annuitant must also submit the Rehired Annuitant Request Form
University Staff Appointments
- Funds 101, 104, 131, 402 and new ongoing 136 require the submission of an Essential Hire Form
- New positions on Funds 101, 104, 131, 402 require approval of your Associate Dean
- All positions require submission of an organizational chart showing official title (e.g. Financial Specialist I) 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 Business Partner 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
TE Appointments
- Funds 101, 104, 131 and 402 require the submission of an Essential Hire Form
- All TE direct hires require submission of a draft offer letter to your HR Business Partner 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 Business Partner 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 Admin-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.
- If you submitted a PVL waiver, initiate Sexual Harassment/Sexual Violence (SH/SV) Reference Checks. You do not need to submit a job card in TREMS (go to step #9).
- If you submitted a TE direct hire, you do not need to submit a job card in TREMS (go to step #9).
5. Once you have a finalist, check their references. References must include the current supervisor and two additional professional references.
6. 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 Business Partner. Complete the following, then a salary review will be conducted which requires approval by L&S Human Resources prior to extending the verbal offer:
- Email a draft offer letter (refer to L&S Letter Templates for Academic Staff, University Staff, TE and LI Appointments for instructions on this process) to your HR Business Partner
- Email Hiring Reason Form to your HR Business Partner
- Email CV to your HR Business Partner
- A Criminal Background Check (CBC) will be conducted by the College
8. Send your HR Business Partner the final signed offer letter and they will initiate the online offer card via TREMS.
9. 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. Screening criteria, interview questions and interview/screening panels involved with the recruitment no longer need to be submitted to your HR Business Partner, but they still need to be saved with the recruitment file in the department. Please see the Recruitment File Checklist for a list of everything needed to be saved in the department recruitment file.
For questions on recruiting, please contact your HR Business Partner.
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)