Academic StaffProfessional and administrative personnel with 1) Duties that are exempt from the overtime provisions of the Fair Labor Standards Act (FLSA); and 2) Perform work that is primarily associated with higher education institutions or their administration.
Accrued LeaveThe amount of sick leave, vacation, vacation carryover, personal holiday, legal holiday and banked leave an employee has earned based on the number of hours in pay status.
Administrative Limited AppointmentA leadership role such as dean or associate dean that falls into the employee category of Limited. A Limited appointee serves at the discretion of the appointing authority.
ApplicantJob seeker who has applied for the vacancy.
AppointmentThe action of an appointing authority to place a person in a position within the agency in accordance with the law and the Rules of the Administrator, Division of Merit Recruitment and Selection (DMRS). An appointment is effective when the employee reports for work or is in paid leave status on the agreed starting date and time.
Base-Building AdjustmentA salary increase (may be temporary or permanent).
Blue-Collar Multi-ShiftUniversity Staff titles that are in pay schedule 03 (e.g., custodian, food service assistant, food retail/catering leader and food production assistant) and in multiple-shift environments (e.g., first shift, second shift and third shift).
Budget (Program) DecisionThe reallocation or termination of resources by a university management decision that may result in staffing reductions in a program or operational area.
CandidateApplicant who has been deemed minimally qualified for the vacancy.
Centralized RecruitmentProcess in which OHR helps divisions manage the recruitment, assessment and selection of high-volume and continuously recruited positions (e.g., custodial positions).
ChancellorThe chief executive of UW–Madison.
City of Madison Living Wage110% of the Federal poverty rate for a family of four.
Civil Service SystemA hiring process that incorporates merit selection principles including objective criteria to evaluate job applicants and make hiring decisions.
Compensatory TimePaid time off the job which is earned and accrued by an employee instead of immediate cash payment for overtime. Compensatory time may be used instead of vacation balance.
Concurrent AppointmentsWhen a temporary employee works two or more TE appointments at the same time.
Consecutive AppointmentsWhen a temporary employee works two or more TE appointments back-to-back.
Continuous EmploymentEmployment in a leave-earning position within the University of Wisconsin System or the State of Wisconsin that has not experienced a break in service longer than the reinstatement period for the applicable employment category. Continuous employment will be counted in determining an employee’s length of continuous service.
Continuous ServiceAll the time in a position with a State of Wisconsin agency as defined in Wis. Admin. Code § ER 18.01(3) or with the UW System in a position with an expectation for continued service, adjusted for any breaks in service. Continuous service at the University of Wisconsin System does not include time served in positions that are ineligible for leave per UW–Madison Campus-wide Operational Policy: Sick Leave.
Crafts WorkerA UW–Madison employee who is a skilled journeyman Crafts Worker, including apprentices and helpers. The classification does not include employees who are not in direct line of progression in the craft.
Crafts Worker SupervisorPosition that supervises Crafts Workers.
Creditable ServiceThe amount of service an employee is granted under the Wisconsin Retirement System based on the number of hours worked in a year and the employee’s WRS employment category.
DivisionA UW–Madison college, school or equivalent organizational unit.
Employee of the Board of RegentsAll employees of UW–Madison (including University Staff). Prior to July 1 2015, classified employees were under the provisions of Wis. Stat. Chapter 230 and were still limited to the $12,000 statutory cap.
Exempt StaffStaff who are not subject to the overtime pay or compensatory time off provisions of federal and state wage laws.
Extraordinary Salary Range (ESR)An approved salary range that is greater than the assigned range for the title. An ESR is associated with one of the following 1) An incumbent position, 2) A title (e.g., clinical anesthetist), or 3) A portion of a title series (e.g., nurse practitioners, within the clinical nurse specialist series).
Fair Labor Standards Act (FLSA)A federal law that establishes labor standards for public and private sector employees. It is enforced by the Wage and Hour Division of the U.S. Department of Labor.
A family member includes all of the following:
- Employee's legal spouse
- Employee’s domestic partner as defined by UW–Madison Domestic Partnership Policy
- Children of employee or employee’s spouse or domestic partner (biological, adopted, step or foster child or legal ward)
- Grandchildren of employee or employee’s spouse or domestic partner
- Parents of employee or employee’s spouse or domestic partner (biological, adopted, step or foster parent, or legal guardian of employee)
- Grandparents of employee or employee’s spouse or domestic partner
- Brothers and sisters and spouses or domestic partners of the brothers and sisters of employee or employee’s spouse or domestic partner
- Aunts and uncles of employee or employee’s spouse or domestic partner
- Sons-in-law or daughters-in-law of employee or employee’s spouse or domestic partner
- Other relatives of employee or employee’s spouse or domestic partner who reside in the household of the employee
Hiring AdministratorA person who is responsible for ensuring the recruitment, assessment and selection process for a particular vacancy is completed in accordance with established policies. A supervisor, unit human resource (HR) representative, or designee may serve as the hiring administrator and delegate different aspects of the search process. The hiring administrator continues to be responsible for the process, regardless of delegation.
Hiring ManagerThe supervisor for a particular vacancy who has the authority to make the final hiring decision. The hiring manager works closely with the hiring administrator to complete all aspects of the search process in accordance with established policies.
Hours WorkedAll time during which an employee is required or permitted to work, or to wait for work, when the employee is unable to use the working or waiting time effectively for his or her own purpose.
Immediate Family MemberIncludes an employee's spouse, parents and children; an employee's and employee's spouse's immediate family members, grandparents, grandchildren, aunts and uncles, brothers and sisters and their spouses; children over the age of 18 and their spouses; and any other relative who resides in the same household as the employee.
Internal RecruitmentStandard recruitment process that requires that applicants be currently employed at UW–Madison.
LayoffThe termination of service of a permanent employee based on a lack of funding, an organizational change, or a shortage of work.
Layoff GroupA group of employees in a single title from which the layoff will be made. The layoff group will generally include all employees in a particular operational area that are in similar, although not necessarily identical, titles, pay ranges and/or functions.
Layoff StatusThe period starting with the effective date of the layoff and ending with the revocation of the employee’s mandatory placement rights or upon reemployment at UW–Madison.
Light (Modified) DutyWhen an employee’s doctor or treating specialist has identified work restrictions, the university may offer the employee light or modified duty work. Light or modified duty work is defined as less physically demanding duties until the employee has reached end of healing, or is able to return to their previous position with or without restrictions
Lump-Sum PaymentA one-time payment to an employee that does not increase the employee's salary.
MarketThe comparison that employers use for UW–Madison job salaries (may be local, regional, national, or international depending on the job).
Nonexempt StaffStaff eligible for overtime pay or compensatory time off according to federal and state law.
Nonexempt StaffStaff eligible for overtime pay or compensatory time off according to federal and state law.
Nonexempt SupervisorAn employee who is responsible for supervising two or more FTEs but is not exempt from the overtime provisions of the Fair Labor Standards Act, as indicated in the employee’s position description.
Occasional (Sporadic)Work that is infrequent, irregular or occurring in scattered instances, even when it recurs seasonally. However, work that recurs every other week is not occasional or sporadic.
OnboardingIntegrating and acculturating new employees into the university and providing them with the tools, resources, and knowledge to become successful and productive. Onboarding engages employees beginning with the acceptance of the job offer, and continues through the entire first year of employment.
Operational AreaAn area of focus or function in a college, school or division, department or office. An operational area will generally be a subset of a college, school or division, department or office, and need not include the whole unit.
OrientationA component of onboarding that introduces a new hire to her/his new employment and environment. Orientation is a short-term activity or series of activities that typically takes place in the first week of employment.
Part-TimeA position less than 1.0 FTE which is regularly scheduled to work less than 40 hours over a one week period, or less than 80 hours over a two week period.
Permanent StatusThe rights and privileges attained upon successful completion of an original probationary period or career-executive trial period required upon an appointment to a permanent position.
PositionSpecific duties and responsibilities of a job.
Premium RateThe employee’s regular rate times 1.5.
Prevailing Wage RateThe amount paid by other employers in the labor market for similar work. The rate is established by the State of Wisconsin Department of Workforce Development.
Recruitment, Assessment, and Selection PlanA document created by division HR in collaboration with division leadership, and approved by OHR which provides overall guidelines for recruitment, assessment and selection. It outlines the division’s expectations of specific steps, processes and requirements for recruitment, assessment and selection and identifies plans and procedures to increase diversity.
Recurring AppointmentsWhen a temporary employee continues in the same position each year.
Regular RateThe average hourly rate actually paid to the employee as straight time pay for all hours worked in the workweek or work period, including all remuneration for employment paid to, or on behalf of, the employee. An exception is any payment specifically excluded from the calculation of the regular rate under the FLSA and related federal regulations.
Shop SupervisorPosition that supervises Crafts Workers.
Similar TitleA title in the same title series.
Standard RecruitmentMerit-based process used to fill most vacancies. This process allows UW–Madison the flexibility to target specific skill sets as well as a diverse pool of qualified candidates. The process is open to all qualified candidates and does not require that applicants be employed at UW–Madison.
State of Wisconsin Adjusted Continuous ServiceAll time employed by the State of Wisconsin in either the Unclassified, Classified or University staff service in a permanent capacity, adjusted for breaks in service, shall be counted in determining an employee’s length of continuous service. This excludes time served as a Limited Term or Project Employee.
Temporary AppointmentAn at-will position with no expectation of continued employment, capped at 1,044 hours worked in 26 consecutive bi-weekly payroll periods, nonexempt under the Fair Labor Standards Act, and lasting one year or less (based on the start date of the appointment).
Temporary EmployeeAn employee serving a temporary appointment.
UW–Madison Adjusted Continuous ServiceAll time employed by UW–Madison in either the Unclassified, Classified or University Staff service in a permanent capacity, adjusted for breaks in service, shall be counted in determining an employee’s length of continuous service. This excludes time served as a temporary or project employee.