L&S Recruitment of Short-Term Staff

This document contains policies, procedures and links to documents for recruitment of fixed-term terminal instructional staff (often referred to as short-term staff, or STS).

Contacts for L&S Administration

Amanda Mahr is the contact for instructional short-term staff appointments. Questions regarding faculty recruitment should be directed to Joyce Helt. For other academic staff hiring, please see the following Gateway page: Recruitment of Non-Instructional and Renewable Instructional Academic Staff Appointments 

Please note that regardless of the recruitment requirements, prior approval is required through the L&S Short-Term Staffing Request Process. Appointment letters for short-term staff also require review by Amanda Mahr.

The minimum posting time for the academic staff lecturer title is two weeks. Other titles that are often used for short-term staff, such as faculty associate or faculty assistant, require a minimum posting time of four weeks. The approval process for a PVL can take two to three weeks so please plan accordingly. Departments may begin to openly recruit as soon as the position is approved (typically in February for the Fall semester, and October for the Spring semester).

When to Openly Recruit

  • Academic Staff Instructional Titles
    • Most short-term staff in the College of Letters & Science are hired with academic staff titles such as lecturer, faculty assistant, and faculty associate. These titles require open recruitment with a PVL.
    • If a current employee has an academic staff title that typically requires open recruitment, they can be reappointed into a consecutive semester.  In order to be reappointed, the employee must have been hired through an open recruitment, and the PVL used must state that there was a possibility of reappointment. Summer is excluded; e.g., an employee hired in a spring semester may be reappointed for the following fall semester, regardless of Summer Term employment.
  • Adjunct Faculty
    • Open recruitment is not required for Adjunct titles.  Please email requests for Adjunct appointments to your Academic Associate Dean, with a copy Amanda Mahr. Please see OHR’s website for more information: http://www.ohr.wisc.edu/polproced/uppp/0102_C.pdf
  • Emeritus Faculty
    • Open recruitment is not required for Emeritus Faculty, if they are retired from UW Madison. College policy is to appoint Emeritus Faculty and academic staff at the same percentage level as lecturers within a department. Payment is typically based on the L&S rate for Senior Lecturers (see L&S Standard Rates for Instructional Staff ). 
  • L/I Faculty
    • Open recruitment is not required if appointment will terminate within three years’ time with no expectation of renewal. Please see the following Gateway document for more information: L&S Instructional Visiting Faculty
  • Lecturer (SA)
    • This title will be used for any current graduate student enrolled at UW Madison. Open recruitment with a PVL is not required.
  • Summer Term
    • Open recruitment with a PVL is not required for Summer Term appointments, although departments/programs are welcome to post a PVL if they think it will be useful. A PVL waiver may be required for employees without active appointments.
  • Visiting Professors
    • Open recruitment with a PVL is not required, although departments/programs are welcome to post a PVL if they think it will be useful. If visiting from another academic institution, please include a memo from the employee’s home institution, including their current pay rate and basis (9 month, 12 month, etc.). Please see the following Gateway document for more information: L&S Instructional Visiting Faculty

Access to JEMS PVL and TREMS

If you are not authorized for either JEMS PVL or TREMS, please contact Alisha Arnold.

  • Navigate to the following page: https://uwservice.wisc.edu/hrs/jems/
  • If prompted, select UW Madison and log in with your NetID.
  • For JEMS PVL, click the “Login” link next to “JEMS PVL and Rate/Title Change System”.
  • For TREMS, click the "TREMS" link in the upper right corner of the page.

Open PVL Procedures

The minimum posting time for the lecturer title is two weeks. Other titles that are often used for short-term staff, such as faculty associate or faculty assistant, require a minimum posting time of four weeks. The approval process for a PVL can take two to three weeks so please plan accordingly.
  1. All instructional short-term staff positions should have received previous approval through short-term staffing, regardless of the funding source. See L&S Short-Term Staffing Request Process .
  2. Submit a PVL via the JEMS PVL System.
  3. Instructional short-term staff PVLs will be reviewed by Amanda Mahr, and then submitted to the campus Office of Human Resources (OHR) for their review and approval.
  4. The contacts listed on the "Contacts" tab of the PVL will receive automated emails when the PVL is“Comp & Title-Approved” by OHR.
  5. Once the PVL has "Comp & Title Approved" status, the department should log in to TREMS to create a Job Card. Amanda Mahr is the division HR approval.
  6. The Job Card will be reviewed by Amanda Mahr and OHR. 
  7. OHR will release the PVL. The contacts listed on the "Contacts" tab of the PVL will receive automated emails when the PVL is released for open recruitment.
You may only make an offer once the PVL's expiration date has passed.  When you have identified the finalist to whom you would like to make an offer, you should submit an appointment letter via email to Amanda Mahr.  At this point you should have contacted the individual so they know an email will be coming from TREMS with a link to access the appointment letter. 

PVL Waiver Procedures

Please see Chapter 3, D-A1 in Unclassified Policies and Procedures for a list of waiver reasons: http://www.ohr.wisc.edu/polproced/uppp/upppTableofContents.htm

Please note that this process can take two to three weeks so please plan accordingly.
  1. All instructional short-term staff positions should have received previous approval through short-term staffing, regardless of the funding source. See L&S Short-Term Staffing Request Process .
  2. Submit a PVL Waiver via the JEMS PVL System, and email the employee's resume or curriculum vitae, along with a draft appointment letter to Amanda Mahr.
  3. Amanda will review the PVL waiver and letter draft, and submit the PVL waiver to the campus Office of Human Resources (OHR) for their review and approval.
  4. The contacts listed on the "Contacts" tab of the PVL will receive automated emails when the PVL waiver has been approved by OHR. You will receive the approved copy of your appointment letter from Amanda Mahr after the PVL Waiver has been OHR approved.
  5. See L&S Letter Templates for Short-Term Staff for additional instructions regarding the appointment letter, and for links to letter enclosures.

See Also:




Keywords:STS, PVL, short term staff, short-term staff, academic staff, pvl waiver, waiver, emeritus faculty, professor emeritus, adjunct faculty, adjunct professor, l/i faculty, l/i professor, visiting faculty, visiting professor, visiting assistant professor, lecturer (SA), grad lecturer, reappointment, lecturer, recruitment, hiring, grad student lecturer, summer sessions, summer term, summer stsrecruitment   Doc ID:37654
Owner:Amanda M.Group:College of Letters & Science
Created:2014-02-14 14:57 CSTUpdated:2017-01-25 11:46 CST
Sites:College of Letters & Science
CleanURL:https://kb.wisc.edu/stsrecruitment
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