Audience 

    Entomology, Plant Pathology, and Forest & Wildlife faculty and academic staff; Hub staff 

Overview 

This title is appropriate for an Employee-In-Training (Research Associate) who is not a matriculated student and who is appointed primarily for the pursuit of advanced study or research.  To hire an individual into a Research Associate position they must meet the following criteria: 

• PhD degree requirement /credentials (e.g., dissertation filed) has been met 
• PhD degree was obtained within the past five years (additional justification would need to be included if it has been longer) 
• No prior professional experience in the field (HR will review further if there has been) 
• Appointment should be at minimum for one year (anything less would require an additional justification) and 5-year appointment maximum 

The following steps are where to post for Research Associate positions (if you don’t have an individual in mind) and what information is needed for your HR Generalist to submit your request for further approval. 

Step 1: Recruitment through Postdoc and Research Intern Vacancy Page (skip to step 2 if you will be recruiting outside of UW-Madison or have an individual ready to hire) 

• Post the position on the Postdoc and Research Intern Vacancy board site.  Prior to posting confirm with HR regarding salary minimum and maximum guidelines: https://hr.wisc.edu/postdoc-and-research-intern-vacancies/  
• Review applicants, interview, select and complete the Request to Hire Form for the position to the candidate. 
  • If worried about losing the candidate prior to HR approval, you can inform them of the following, However, this is not an official verbal offer:  

"They are your top candidate and you are working with us (HR) on the details of an offer."

Step 2: Gather Basic Info and Send it to Russell HR to be able to submit for further approval 

• Complete the following form (included on the last page), provide a copy of the individual's current resume/CV and send the request to your HR Generalist.   
• If visa sponsorship is needed, inform your HR Generalist of the following: 
• Type of visa you would be seeking: 
  • J-1: https://ifss.wisc.edu/immigration-toolkits/j-1/
  • Processing times for the above are the following:
    Generally, International Faculty and Staff Services (IFSS) requires at least:
    • 4 months’ notice on any J-1 request 

Processing times at IFSS vary depending on many factors.  Spring is an extremely busy time for hiring, therefore, the amount of immigration cases at IFSS increases.  It is normal to experience longer IFSS processing times in the spring.  The more notice you can provide IFSS, the better we can try to accommodate your needs.  However, please be aware that the processing time of any individual case may vary because of the complexity of the case or the need for the applicant to provide additional information. 

Step 3: HR will Send Request for Approval 

• Once/if approved, HR will draft the appointment letter and email it to the candidate and CC the supervisor.   
• Once the individual has returned a signed copy of the appointment letter, HR will proceed with completing the new hire paperwork (if a previous position was not held) and benefits if eligible. 
  • I-9 
  • Tax Forms 
  • Direct Deposit 
  • Benefits 

Resources

• Research Associate/Intern - Request to Hire/Extend Form

See Also: 

• Research Associate Appointments and Postdoctoral Fellow/Trainee FAQ’s: https://www.ohr.wisc.edu/polproced/uppp/0102_D.pdf 

¹ after year three of holding a Research Associate position, only a one-year extension can be requested up to the maximum of 5 years in this type of position.

Questions 

    Please contact your department’s HR generalist.