Supervisor Toolkit | Recruit and Hire

• These appointments require compliance with the Recruitment, Assessment, and Selection (RAS) Policy  
  • Please fill out the SMPH Recruitment Intake Form (from the SMPH Recruiting and Hiring Toolkit) and send a completed copy to your HR Business Partner or Recruiter to initiate the position review and approval process.
• Title and Standard Job Description (SJD) Library: The SJD Library has titles, salaries, and information for all jobs at UW-Madison.
  
  • These titles and salary grades are matched to the market.
  • Require completion of an evaluation/probation period upon hire.
  • Consult with your HR Business Partner on appropriate contract type (ongoing renewable, terminal, or temporary).
• Benefits for employees covered by the WRS: Directory of benefits covered by the Wisconsin Retirement System (WRS)

• Descriptions of all Faculty titles are available in the Title and Standard Job Description Library 
• If clinical faculty, Workforce Planning (WFP) Approval required.
• Please fill out the SMPH Recruitment Intake Form (from the SMPH Recruit to Hire) and send a completed copy to your HR Business Partner or Recruiter to initiate the position review and approval process. 
• This Supervisor Toolkit has not been designed to encompass the policies, processes, and considerations specific to Faculty appointments. Please reach out to your Faculty Recruiter, HR Business Partner, or Faculty Promotions Specialist with any questions.

• Previously called Employees-in-Training or EITs
• Not all Post-Degree Training appointments require an open recruitment; however, open recruitment is possible via posting a Postdoc, Post Grad, and Research Intern Job Vacancy Form via the Post-degree Jobs Platform.
• Descriptions of Post-Degree Training Titles are available in the Title and Standard Job Description Library by selecting “Employees-in-Training" in the Employee Category filter drop-down.
  • These positions are not permanent/ongoing. They are at-will and have no expectation of continued employment
    • Capped at a 5-year maximum duration
  • Require completion of the relevant degree (PhD/MD, Master’s or Bachelor’s depending on title) before the appointment starts
  • Do not have probationary periods
• Please fill out the Post Degree Intake Form and send a completed copy to your HR Business Partner to initiate the position review and approval process. 

Please Note: Post-Degree Training appointments are meant for TRAINING.

• The primary purpose of a Post-Degree appointment is for an individual to gain experience through engagement in an area of research, service, or the like in their areas of expertise or a related field.
• It is typical that a PI will have already identified individual(s) for the Post-Degree Training position instead of through an open recruitment.

• Not all Student Assistant appointments require an open recruitment; however, open recruitment is possible via Posting a Student Assistant position on the Student Jobs Platform.
• Descriptions of all Student Assistant titles are available in the Title and Standard Job Description Library by selecting “Student Assistants" in the Employee Category filter drop-down.
  • Examples of titles include Research Assistant (RA), Project/Program Assistant (PA), Teaching Assistant (TA), Fellow (Predoctoral), and Trainee (Predoctoral)
  • These appointments are designated for students enrolled in a graduate program through UW-Madison and intended to support the student’s pursuit of a degree
  • Consult with your HR Business Partner on whether a position should be appointed with an annual (A-basis) or academic (C-basis) pay basis
• More detailed information on these appointments can be found in the Graduate Assistantship Policies and Procedures (GAPP)
• Please fill out the Student Assistant Intake Form and send a completed copy to your HR Business Partner to initiate the position review and approval process.

• Posting a Student Help position: Student Help jobs do not require an open recruitment; however, an open recruitment is possible through the Student Jobs Platform
  • Supervisors can post jobs themselves, or reach out to your HR Business Partner for assistance
• In cases where a student has already been identified for hire, the PI or supervisor should fill out the  Student Hourly New Hire Request Form and send a copy to their HR Business Partner to initiate the hiring process
  • These jobs are typically used for undergraduate student employment and require proof of enrollment for academic credit at an educational institution to be eligible for hire.
  • In most instances, the student will be enrolled at UW-Madison. Less commonly, the student will be enrolled at another institution (high school or college)
• Please carefully read the full Student Hourly Employees policy or consult with your HR Business Partner to understand the strict limitations on weekly work hours for this employment category.
  • All Student Hourly employees must average below 30 hours per week.
  • For ACA purposes, UW System is a single employer. Therefore, the restricted hours pertain to any hours worked at all UW–Madison divisions or any other UW System institution statewide.
  • If an employee works for multiple divisions or at another institution, all hours worked/reported must be combined and stay below the 30-hour weekly average
• Additional resources:
  • Directed/Independent Study for Undergraduates Policy: Students may earn academic credit in lieu of a paid Student Help appointment (i.e. working for credit)
  • Federal Work Study Employer Guide: Any UW–Madison Student Help job which pays an hourly wage is automatically eligible to earn your Federal Work-Study offer, even if the job posting makes no mention of work-study.   
  • Work-Study FAQs
• These positions are NOT benefits eligible.