Position Recruitment Tracker (PoRT)

This document explains the process of creating and submitting position requests in the SMPH HR Position Recruitment Tracker (PoRT).

Requests must be submitted by Friday at 12:00pm and are reviewed at weekly meetings on Mondays at 3:00pm.

Cutover Dates

  • August 15th - last day to submit in current JIRA system 
  • August 18th - requests will need to be submitted in new JIRA system 
  • During the week of August 18-22nd we will clean up the outstanding JIRA requests to get all requests in one of the following statuses: Deny/Approved/Cancel

Overview

The SMPH HR Position Recruitment Tracker, or PoRT, is a system used by HR Business Partners to request to post or hire positions. Requests for almost all paid positions in SMPH must be submitted through PoRT. To determine the appropriate process for your position refer to the Recruiting and Hiring Landing Page document.

Position requests are reviewed by the Dean’s Office based on defined risk levels (see Risk Levels).  Low Risk requests will be approved by the SMPH Recruitment team within 24 hours. Intermediate and High Risk requests are reviewed at weekly meetings. See weekly meeting schedule on PoRT home dashboard. 

Accessing PoRT

  1. Navigate to PoRT
  2. If prompted, log in with your NetID and password. This may not be required if you're already logged in to your NetID in a different open page of your browser.

Note: By default, only SMPH HR Managers, Business Partners, and some HR Subject Matter Experts are given access to PoRT. To request access, please send an email to SMPH Recruitment.

Creating Requests

New Request

To create a new request click on the Tracker button 

Fill out the following information:

  • Summary - JRXXXXXX, TITLE
  • Share with - HR Partner 

Click "Send". 

After the page loads, "refresh" your page to load the faculty or staff/limited form 

Faculty

Field Name Description
SMPH Department Select the Department 
Sub-Department Select the sub-department 
Supervisory Organization  Select the supervisory organization 
Operational Area Enter the operational area 
Supervisory Type the supervisor name to populate the supervisor
Job Requisition Number*
 Enter the PVL number that will be used to recruit and hire this position in TREMS and JEMS.
Companion PVL Number If this position will be recruited using multiple PVLs, for example if the position might be hired at tenure track or at CHS/CT track, enter the additional PVL number for the companion position.
Workforce Planning (WFP) Number
 Required for clinical departments
Enter the Workforce Planning (WFP) number, which is assigned by UW Health Practice Plan Administration when they review requests for faculty positions in clinical departments. Attach approval documentation. 

If it has been determined that your position doesn't require WFP review, please note that and attach all communication confirming that determination.
Number of Positions Requested* Required
Enter the number of positions for which the department would like to recruit.
Type of Position* Required
Options:
  • New - this position has not existed before this recruitment
  • Replacement - this position is to replace someone else who was previously in the position. You must also answer the Same Funding as Previous? and Prior Incumbent fields below for Replacement positions.
  • Extension/Reappointment - primarily used for emeritus positions
Waiver?* Required
Indicate whether a specific person or people will be waived into this position.

Options:
  • No
  • Yes - if Yes, you must also answer Waiver Reason, Waived Person, and Waiver Justification below.
Position Length* Required
Select the period that reflects how long this position is expected to last. If there is a possibility of extension, enter the longest possible employment length. You may leave a note in the Description field clarifying the expected and possible employment lengths.

Options:
  • Terminal: 6 months or shorter
  • Terminal: 6 months – 1 year
  • Terminal: 1 year – 2 years
  • Terminal: 2 years – 3 years
  • Permanent/ongoing

Empl Class (Faculty) – Job Code & Title 1*

 Required
Select the employee classification and job code/title of the position.
Empl Class (Faculty) – Job Code & Title 2
 If position will be recruited for more than one title, enter additional title.

Note: you only need to select each possible title once. For example, if you are requesting 2 Asst Professor (CHS) positions, you only need to select the Assistant Professor (CHS) title for Empl Class (Faculty) – Job Code & Title 1*; then indicate in Number of Positions Requested* that it will be 2 positions.
Empl Class (Faculty) – Job Code & Title 3
 If position will be recruited for more than one title, enter additional title.
Empl Class (Faculty) – Job Code & Title 4 If position will be recruited for more than one title, enter additional title.
Empl Class (Faculty) – Job Code & Title 5
 If position will be recruited for more than one title, enter additional title.
Empl Class (Faculty) – Job Code & Title 6
 If position will be recruited for more than one title, enter additional title.
Business Title* Required
Enter the Business Title for this position.
FTE – Min* Required
Enter the minimum FTE as entered into JEMS.
FTE – Max* Required
Enter the maximum FTE as entered into JEMS.
Hiring Bonus?*
 Required
Indicate if position will receive a hiring bonus.

Options:
  • Yes - the position will receive a hiring bonus.
  • No - the position will not receive a hiring bonus.
Bonus Amount
 Required if you answer Yes to Hiring Bonus?*
Hiring Bonus Justification
 Required if you answer Yes to Hiring Bonus?*
Refer to SMPH Hiring Bonus Process in SMPH Hiring Bonus Program for required fields.
Comp Rate – Min*

Required
Enter the minimum comp rate for this position. This should be the minimum that the department would actually pay for this position, not the campus minimum for the job code.

It is not best practice to pay at the bottom or top of the title’s salary range. 

  • The fiscal portion of the review of the salary range is based around cost. When the maximum is listed, we are signaling that the department is open to the potential of offering at that level in the range. The committee asks questions as to whether there is truly funding capability to make a hire at the maximum of the range. 
  • The HR portion of the review is based around confirming that the range listed will allow us to both attract and retain a high-quality candidate for the position.
Comp Rate – Max* Required
Enter the maximum comp rate for this position. This should be the maximum that the department would actually pay for this position, not the campus maximum for the job code.
Funding String* Required
Enter the funding string(s) that will fund this position. If known, also add percentages that each funding string will cover. Funding strings are generally in the format XXX-XXXXXX-XXXXXXX*-X ( FUND-DEPARTMENT-PROJECT*-PROGRAM). Refer to the [Link for document 104441 is unavailable at this time] document for more information.

If the funding string is still in the process of being created, you may enter a note explaining the situation. For example: "This position will be funded by a new grant awarded to Dr. Smith starting July 1st. The funding string is still being created."
Approved UW Health Funding?* Required
Was the funding for this position included in an approved UW Health budget?

Options:
  • No - The position is funded by UW Health money but the position was not included in an approved budget. Explain in Description.
  • Yes - The position is funded by UW Health money and was included in an approved budget.
  • None - The position is not funded by UW Health money.
Same Funding as Previous? Required if Replacement position
If this is a replacement position, is the funding the same for this position as it was for the previous position?

Options:
  • No
  • Yes - if Yes, you must also answer the Waiver fields below to provide additional information about the waiver.
WI RISE AI or EARTH Strategic Hiring Program 

Required 
Was this position approved using the WI RISE AI or EARTH Strategic Hiring Program? Department leadership would have been notified by campus if approved. 

Options: 

  • No - The position is not part of the strategic hiring program.
  • Yes - The position is part of the strategic hiring program. Please include approval documentation. 
  • None - The position is not part of the strategic hiring program. 
Position Cap Definition

Required 
Select the position cap definition (https://hr.wisc.edu/hr-professionals/position-cap/#exemptions) from the following list. If more than one applies, select all that apply. 

Options: 

  • Research position funded at 75% or more by gifts/grant/contract.
  • Outreach position funded at 75% or more by gift/grant/contract.
  • 75% of the time working directly with students and or patients.
  • Other positions funded 100% by gift/grant/contract.
  • Position necessary to address subsequently enacted or expanded state and/or federal compliance mandates.
  • Position falls within the position cap.
Position Cap/Budget Contingency Planning 
  • Which critical functions or responsibilities will not be completed if this position is not filled?
  • What efforts have been taken to streamline and automate internal unit processes to avoid need for additional FTE(s) (i.e. simplifying tasks, automating repetitive actions, leveraging existing technology, prioritizing projects)?
  • Is this position included in your Budget Contingency Planning? If yes, please explain.
  • If the grant funding or other funding source goes away, what alternative plans do you have in place to fund this position throughout a potential layoff notice period? 

If position falls within our postiion cap, HRBP/Recruiter complete ‘Justification to Advance Position’ form and send through DocuSign process to obtain all signatures. SMPH TA Manager should be added as a recipient to receive a copy once signed.
Department Fiscal Contact*

Required 
Enter first name, last name, and email address of the hiring department's fiscal contact. SMPH Fiscal will reach out to this contact if they have questions. 
Workspace Confirmed?* Required
Has the department confirmed that they have workspace designated for this position?

Options:
  • No - if No, explain how workspace will be determined in the Description field.
  • Yes
SMPH Primary Mission* Required
Select all of the mission categories that apply to this position's work.

Options:
  • Administration
  • Clinical
  • Education
  • Research
Degree Exception?*
 Required
Will this position be an exception to the required degrees for the title? Refer to Develop Job Criteria (Education Requirement).
Degree Justification* Required if you answer Yes to Degree Exception?*
If required or preferred degrees are entered, explain why those degrees were chosen. If no required or preferred degrees for the vacancy, explain why this vacancy does not have a degree requirement.
Description of Duties* Required
Enter a summary of the job duties for this position. The job duties will be reviewed to make sure they are consistent with the chosen title.
Hiring Justification* Required
Explain why this position is needed.
  • For New positions, explain why a new position is needed.
  • For Replacement positions, if anything is being changed compared to the previous position, explain why the changes are necessary. If the changes are complex or part of a larger restructure, please attach before and after org charts showing how this position will fit into the new structure and provide additional context as needed.
  • For 101/150 funded positions, explain why this position is critical to the business unit.
Workshare/PSF?* Required
Has this operational area instituted a workshare arrangement or any position-specific furloughs?

Options:
  • No
  • Yes - if Yes, you must answer Workshare/PSF Explanation below.
Workshare/PSF Explanation Required if operational area has had workshare/position-specific furlough
Provide a detailed explanation of the circumstances surrounding the workshare arrangement or position-specific furloughs, including names and job details about the impacted employee(s).
Layoffs in Operational Area?* Required
Has this operational area had any layoffs or non-renewals in the last two years?

Options:
  • No
  • Yes - if Yes, you must answer Layoff Explanation below.
Layoff Explanation Required if operational area has had layoff or non-renewals in the past two years
Provide a detailed explanation of the circumstances surrounding the layoffs or non-renewals, including names and job details about the impacted employee(s).

The SMPH Employment Relations team will need to review layoffs and non-renewals in the following situations:
  • University Staff title that has had layoff in SMPH during the past two years
  • Academic Staff position in an operational area that has had a layoff within the past two years
Prior Incumbent Name Required for Replacement position
Enter name of the person who previously held this position.
Prior Incumbent Title Required for Replacement position
Enter title of the person who previously held this position.
Prior Incumbent FTE Required for Replacement position
Enter FTE of the person who previously held this position.
Prior Incumbent Termination Date Required for Replacement position
Enter termination date of the person who previously held this position.
Prior Incumbent Termination Reason Required for Replacement position
Select termination reason of the person who previously held this position.

Options:
  • Transfer within department
  • Transfer within SMPH
  • Transfer within UW
  • Resignation
  • Retirement
  • Termination
  • Fixed Terminal
  • Graduation
Waiver Reason Required for Waiver position
Select the waiver reason that will be used to directly hire someone into this position. For more information about the waiver reasons, refer to OHR's Direct-Hire Waiver Reasons document.
Waived Person Required for Waiver position
Enter the name of the person who will be directly hired into this position.
Waiver Justification Required for Waiver position
Answer the following questions:
  1. Why is it necessary to directly hire someone into this position as opposed to doing an open recruitment?
  2. Why is the waived person qualified to complete this work?
Attachments 

Required 
WFP Approval email documentation from UW Health Practice Plan Administration 
SMPH Fiscal Approval 

PVL review committee use only 
SMPH Fiscal will review funding string and indicate approval status

Options:

  • No - no sufficient funds to support the position OR wrong funding string
  • Yes - sufficient funds to support the position 
Funding Approval Status Justification

PVL review committee use only 
SMPH Fiscal justify approval status decision 

Staff/Limited

Field Name Description
SMPH Department Select the Department 
Sub-Department Select the sub-department 
Supervisory Organization  Select the supervisory organization 
Operational Area Enter the operational area 
Job Requisition number*
 Enter the PVL number that will be used to recruit and hire this position in TREMS and JEMS.
Supervisor Type the name of the supervisor to populate the supervisor name
Number of Positions Requested* Required
Enter the number of positions for which the department would like to recruit.
Type of Position* Required
Options:
  • New - this position has not existed before this recruitment
  • Replacement - this position is to replace someone else who was previously in the position. You must also answer the Same Funding as Previous? and Prior Incumbent fields below for Replacement positions.
Waiver?* Required
Indicate whether a specific person or people will be waived into this position.

Options:
  • No
  • Yes - if Yes, you must also answer Waiver Reason, Waived Person, and Waiver Justification below.
Position Length* Required
Select the period that reflects how long this position is expected to last. If there is a possibility of extension, enter the longest possible employment length. You may leave a note in the Description field clarifying the expected and possible employment lengths.

Options:
  • Terminal: 6 months or shorter
  • Terminal: 6 months – 1 year
  • Terminal: 1 year – 2 years
  • Terminal: 2 years – 3 years
  • Permanent/ongoing

Job Categories

Required

  • Select the job category 
  • Select the Job code and Title 

    NOTE: If recruiting for multiple titles, select all titles that you will be recruiting for.
Business Title* Required
Enter the Business Title for this position.
FTE – Min* Required
Enter the minimum FTE as entered into JEMS.
FTE – Max* Required
Enter the maximum FTE as entered into JEMS.
Hiring Bonus?*
 Required
Indicate if position will receive a hiring bonus.

Options:
  • Yes - the position will receive a hiring bonus.
  • No - the position will not receive a hiring bonus.
Bonus Amount
 Required if you answer Yes to Hiring Bonus?*
Hiring Bonus Justification
 Required if you answer Yes to Hiring Bonus?*
Refer to SMPH Hiring Bonus Process in SMPH Hiring Bonus Program for required fields.
Comp Rate – Min*

Required
Enter the minimum comp rate for this position. This should be the minimum that the department would actually pay for this position, not the campus minimum for the job code. See Determine Salary for Recruitment 

It is not best practice to pay at the bottom or top of the title’s salary range. 

  • The fiscal portion of the review of the salary range is based around cost. When the maximum is listed, we are signaling that the department is open to the potential of offering at that level in the range. The committee asks questions as to whether there is truly funding capability to make a hire at the maximum of the range. 
  • The HR portion of the review is based around confirming that the range listed will allow us to both attract and retain a high-quality candidate for the position.
Comp Rate – Max* Required
Enter the maximum comp rate for this position. This should be the maximum that the department would actually pay for this position, not the campus maximum for the job code.
Funding String* Required
Enter the funding string(s) that will fund this position. Also add percentages that each funding string will cover. 

If the funding string is still in the process of being created, you may enter a note explaining the situation. For example: "This position will be funded by a new grant awarded to Dr. Smith starting July 1st. The funding string is still being created."
Approved UW Health Funding?* Required
Was the funding for this position included in an approved UW Health budget?

Options:
  • No - The position is funded by UW Health money but the position was not included in an approved budget. Explain in Description.
  • Yes - The position is funded by UW Health money and was included in an approved budget.
  • None - The position is not funded by UW Health money.
Same Funding as Previous? Required if Replacement position
If this is a replacement position, is the funding the same for this position as it was for the previous position?

Options:
  • No
  • Yes - if Yes, you must also answer the Waiver fields below to provide additional information about the waiver.
WI RISE AI or EARTH Strategic Hiring Program 

Required 
Was this position approved using the WI RISE AI or EARTH Strategic Hiring Program? Department leadership would have been notified by campus if approved. 

Options: 

  • No - The position is not part of the strategic hiring program.
  • Yes - The position is part of the strategic hiring program. Please include approval documentation. 
  • None - The position is not part of the strategic hiring program. 
Position Cap Definition

Required 
Select the position cap definition (https://hr.wisc.edu/hr-professionals/position-cap/#exemptions) from the following list. If more than one applies, select all that apply. 

Options: 

  • Research position funded at 75% or more by gifts/grant/contract.
  • Outreach position funded at 75% or more by gift/grant/contract.
  • 75% of the time working directly with students and or patients.
  • Other positions funded 100% by gift/grant/contract.
  • Position necessary to address subsequently enacted or expanded state and/or federal compliance mandates.
  • Position falls within the position cap.
Position Cap/Budget Contingency Planning

  • Which critical functions or responsibilities will not be completed if this position is not filled?
  • What efforts have been taken to streamline and automate internal unit processes to avoid need for additional FTE(s) (i.e. simplifying tasks, automating repetitive actions, leveraging existing technology, prioritizing projects)?
  • Is this position included in your Budget Contingency Planning? If yes, please explain.
  • If the grant funding or other funding source goes away, what alternative plans do you have in place to fund this position throughout a potential layoff notice period? 

If position falls within our postiion cap, HRBP/Recruiter complete ‘Justification to Advance Position’ form and send through DocuSign process to obtain all signatures. SMPH TA Manager should be added as a recipient to receive a copy once signed.
Department Fiscal Contact*

Required 
Enter first name, last name, and email address of the hiring department's fiscal contact. SMPH Fiscal will reach out to this contact if they have questions. 
Workspace Confirmed?* Required
Has the department confirmed that they have workspace designated for this position?

Options:
  • No - if No, explain how workspace will be determined in the Description field.
  • Yes
SMPH Primary Mission* Required
Select all of the mission categories that apply to this position's work.

Options:
  • Administration
  • Clinical
  • Education
  • Research
Degree Exception?*
 Required
Will this position be an exception to the required degrees for the title? Refer to Develop Job Criteria (Education Requirement).
Degree Justification* Required if you answer Yes to Degree Exception?*
If required or preferred degrees are entered, explain why those degrees were chosen. If no required or preferred degrees for the vacancy, explain why this vacancy does not have a degree requirement.
Description of Duties* Required
Enter a summary of the job duties for this position. The job duties will be reviewed to make sure they are consistent with the chosen title.
Hiring Justification* Required
Explain why this position is needed.
  • For New positions, explain why a new position is needed.
  • For Replacement positions, if anything is being changed compared to the previous position, explain why the changes are necessary. If the changes are complex or part of a larger restructure, please attach before and after org charts showing how this position will fit into the new structure and provide additional context as needed.
Workshare/PSF?* Required
Has this operational area instituted a workshare arrangement or any position-specific furloughs?

Options:
  • No
  • Yes - if Yes, you must answer Workshare/PSF Explanation below.
Workshare/PSF Explanation Required if operational area has had workshare/position-specific furlough
Provide a detailed explanation of the circumstances surrounding the workshare arrangement or position-specific furloughs, including names and job details about the impacted employee(s).
Layoffs in Operational Area?* Required
Has this operational area had any layoffs or non-renewals in the last two years?

Options:
  • No
  • Yes - if Yes, you must answer Layoff Explanation below.
Layoff Explanation Required if operational area has had layoff or non-renewals in the past two years
Provide a detailed explanation of the circumstances surrounding the layoffs or non-renewals, including names and job details about the impacted employee(s).

The SMPH Employment Relations team will need to review layoffs and non-renewals in the following situations:
  • University Staff title that has had layoff in SMPH during the past two years
  • Academic Staff position in an operational area that has had a layoff within the past two years
Prior Incumbent Name Required for Replacement position
Enter name of the person who previously held this position.
Prior Incumbent Title Required for Replacement position
Enter title of the person who previously held this position.
Prior Incumbent FTE Required for Replacement position
Enter FTE of the person who previously held this position.
Prior Incumbent Termination Date Required for Replacement position
Enter termination date of the person who previously held this position.
Prior Incumbent Termination Reason Required for Replacement position
Select termination reason of the person who previously held this position.

Options:
  • Transfer within department
  • Transfer within SMPH
  • Transfer within UW
  • Resignation
  • Retirement
  • Termination
  • Fixed Terminal
  • Graduation
Does this position create changes to the org structure

Required if there will be changes

  • new positions
  • supervisor changes
  • sup org changes 
Waiver Reason Required for Waiver position
Select the waiver reason that will be used to directly hire someone into this position. For more information about the waiver reasons, refer to OHR's Direct-Hire Waiver Reasons document.
Waived Person Required for Waiver position
Enter the name of the person who will be directly hired into this position.
Waiver Justification Required for Waiver position
Answer the following questions:
  1. Why is it necessary to directly hire someone into this position as opposed to doing an open recruitment?
  2. Why is the waived person qualified to complete this work?
Attachments 

Any supporting documentation 

Copying/Cloning Previous Submitted Requests

To make a copy of a closed (Done, Canceled, Denied) request:

  • Navigate to request via portal Requests page.
  • You will need to update the filters to include Closed Requests.
  • Click the Copy Request link on the right hand side.
  • Click the red Copy Request button on the pop up.
  • This will create a new ticket with you as the requestor with most of the data included. The request will show up under your requests with "CLONE-" in the summary.

Saving Requests in Draft Status 

Click the "Save" button at the bottom of the form to save your request in Draft status. Saving a request in Draft status does not submit it for review and does not send any notifications. This allows you to save a partially completed request and return to it later to add more information if needed. 

Submitting Requests

Click the "Submit" button at the bottom of the form to submit your request to "HR Review".  The SMPH Recruitment team will receive an email notification that you submitted your request and they will begin the review process.

    You will need to click Submit twice. 

    Tracking Requests

    After you have submitted a position request in PoRT, you can log back in to check the status at any time. 

    Tracking

    Click on your initials and select "Requests"

    Filter your search to "Created by me" and "Request type: HR Position Tracker - Position Request" 

    Make Form Corrections

    Make Form Corrections

    • Cancel Request 
      • This will change the status of the request to "Cancel".  To re-open go to your list of requests and filter by Status: Closed Requests" 
    • Correct Request Form 
      • Required Justification, explanation of the needed correction 
      • Click Correct Request Form
      • Change the necessary fields on the form 
      • Click Submit

    Request Statuses 

    Requests in PoRT change between several different Statuses as they go through the review process. You will receive email notifications whenever the Status changes. Whenever the Status is changed, a Status Comment will also be provided to explain the change.

    Statuses

    Status Explanation
    Draft Requests are saved in Draft status after you click the “Create” button in the Create Issue window. This saves the request with the information entered so far so it can be looked up and edited or acted on later
    HR Review Once you click “Submit for Review” button, the request moves to Initial Review status. The SMPH Recruitment team receives an email notification that the request has been submitted. A member of the team will perform an initial review to verify that all necessary information is included and will then determine the Risk Level of the request and the appropriate next step
    Fiscal review  Once HR review is complete, the SMPH fiscal team receives an email notification that the request has been reviewed by HR and is ready for fiscal review.  A fiscal team member will review to verify there is available funding for the position's compensation. 
    Final Review If the request is Intermediate or High Risk, the ticket status will be set to be reviewed by Fiscal and HR senior leadership during a final review at the next committee meeting 
    In Progress (more info required) If at any point it is determined that additional information is needed about the position to make a decision about the request, it will be set to More Info Required. See Responding to Comments from the Dean’s Office for instructions on how to provide the requested information.
    On Hold At times a request may require the Assignee or the committee to gather information from outside of HR. In these instances, the request will be set to Position On Hold with a Status Comment explaining what is happening.
    Done Request has received appropriate approval based on its Risk Level and may be posted. 
    Denied Request for position has been denied. An explanation for the denial will be included in the accompanying Status Comment.
    Canceled Request has been cancelled. Requests are generally cancelled by the Reporter, but may be cancelled by the SMPH Recruitment team at the request of the Reporter or if a request is known to be a duplicate, in which case that will be communicated through the Status Comment.

    Risk Level Assignment 

    Talent Acquisition Manager will review requests and approved based on risk levels: Low Risk requests are approved within 24 hours. Intermediate and High-Risk requests must be submitted by Friday at 12:00pm and are reviewed at weekly meetings (usually Mondays at 3:00pm).

    Ticket Risk Levels

    Low Risk

    Requires approval of Central SMPH Recruitment only

    Risk Category Notes
    Exact replacements of staff

    "Exact replacement" means the following are true with regard to prior incumbent:

    • no increase in rank or FTE
    • no change in title

    Refer to “Replacement of research staff” below for exception to this rule
    Faculty positions in clinical departments with documented Workforce Planning (WFP) approval

    Applies to both new and replacement positions.

    Documentation of approval must come from WFP committee directly, not from DA or other departmental employees. If Requestor has this documentation, they may attach it to the request to expedite review. Otherwise, SMPH Talent Acquisition Manager will need to confirm WFP approval before reviewing the request.
    Faculty track transfers

    Faculty Promotions team will forward Dean's approval memo to Central HR Operations, so request cannot be processed until memo is sent.

    Graduating Student Help moving to Temporary Employee positions - 12 months or shorter

    		 Requests for positions longer than 12 months will be considered Intermediate Risk.

    EIT waived into permanent position following completion of training program

    		 Research Associates or Postdoctoral Fellows/Trainees being waived into permanent positions using waiver reason of "Training Completion for Employee-In-Training Titles”
    New Clinical Instructor positions with documented Workforce Planning (WFP) approval. (i.e. 5% moonlighters, residents, fellows, unaccredited fellows)

    Documentation of approval must come from WFP committee directly, not from DA or other departmental employees. If Requestor has this documentation, they may attach it to the request to expedite the review. Otherwise, SMPH Talent Acquisition Manager will need to confirm WFP approval before reviewing the request.

    Low-Risk determination is only for WFP-approved new positions funded with UW Health dollars. New instructor positions with only SMPH funding will be considered high risk 
    Replacement or Reappointment of Clinical Instructor positions (i.e. 5% clinical instructors, clinical fellows or chief residents, unaccredited fellows)

    Expected to be fixed-term terminal position at Instructor rank.

    Low Risk determination is only for replacement with no additional or new UW Health funding; if department is adding additional positions, WFP approval is required. 
    Replacement of research staff within same title series as prior incumbent with no FTE increase "Research staff" is considered to be Research Specialist, Researcher, and Scientist title series.

    Rank of new position may be higher than rank of prior incumbent, as long as the position is in the same title series and FTE is not higher than prior incumbent.
    Rehired Annuitants Applies to both new requests and requests to extend current rehired annuitants.

    Per campus policy, rehired annuitants may only be appointed for a maximum of 12 months at a time and require extension after that.

    Terminal staff positions - 6 months or less

    Intermediate Risk

    Requires approval of Central SMPH Recruitment and Finance

    Risk Category Notes
    New, ongoing/renewable staff positions

     *Talent Acquisition Manager has the authority to approve the following research titles after they have received fiscal approval: 

    • Clinical Research Coordinators I, II
    • Research Specialist
    • Scientist I, II, III
    • Data Scientist I, II
    • Researcher I, II, III 
    • Client-Based Researcher I, II, III 

    Graduating Student Help moving to Temporary Employee position - longer than 12 months
    Staff replacements with larger FTE, more senior title, or different title series Refer to “Replacement of research staff” in Low Risk for exception to this rule

    Terminal staff positions - longer than 6 months

    High Risk

    Requires approval of Central SMPH Recruitment, Finance, and SMPH HR senior leadership 

    Risk Category Notes
    Positions with position cap definition of "Position within position cap" 

    Position requests within an operational area that had recent layoffs  

    Faculty positions without WFP approval

    Includes Basic Sciences and any clinical department faculty for which UW Health Practice Plan Administration has determined Workforce Planning review is not necessary for example: new clinical instructor position funded by SMPH only. 
    Leadership positions

    Typically Limited appointments and Director Level II (and above). Although directors or administrators in Academic Staff titles may also be determined to qualify.

    Strategic staff positions as defined by the Dean’s Office leadership


    Keywords:
    jira
    Doc ID:
    104444
    Owned by:
    Jennique C. in SMPH Human Resources
    Created:
    2020-07-28
    Updated:
    2025-08-08
    Sites:
    SMPH Human Resources