Recruitment: Landing Page

This page is a collection of recruitment resources for use by SMPH HR team and department hiring managers.

Recruitment Process 

The standard recruiting and hiring process outlined below is designed to help HR and hiring managers plan and conduct inclusive recruitment. Download a checklist of the entire process:

Planning

Planning your Recruitment 

Posting and Advertising 

Creating the Job Posting

  • Prepare a well-informed position vacancy listing to attract candidates. See Recruitment Guide: Writing Position Vacancy Listings (PVLs)
  • If visa sponsorship is available, HR will send the drafted PVL to the SMPH Immigration Specialist for review and feedback. 
  • HR will create the job posting in Talent Recruitment and Engagement System (TREMS).

HR and hiring managers should work together to advertise the position and source candidates to reach a diverse applicant pool. See Recruitment Guide: Advertising and Sourcing 

Screening and Selection 

The Applicant Tracking/Screening Form (Excel) may be used as a tool for departments to track their applicants throughout the recruitment. This tool will help HR with capturing recruitment data from hiring managers and interview teams.

  • HR and/or hiring manager will screen applicants to determine if minimally qualified. See Recruitment Guide: Reviewing Applications 
  • When reviewing applications, you must use a rubric or the applicant tracking form to screen all applicants by uniformly applying job-related criteria. See sample rubrics  
  • After reviewing applications, determine the candidates that will move forward to interviews using the job-related criteria. 
  • Conduct initial interview, followed by panel interview(s), and onsite visit (if applicable). See Recruitment Guide: Interviews
  • Use a consistent set of interview questions to address every interviewee.
  • Use a rubric or survey to gather feedback from the interview panel(s). See sample rubrics
  • Provide final candidate recommendations to the hiring manager.

Offer/Hire

Faculty

When determining start dates, HR should have at least 10 working days to process the hire. If faculty need clinical privileges, this timeline may be up to six (6) months. This is to ensure SMPH employees have a positive onboarding experience.

Step 1: HRBP – Before Verbal Offer (Reference and SH/SV Check)

  1. Verify that the final candidate has applied through TREMS. If not, coordinate candidate application. A verbal offer cannot be made until a candidate has applied.
  2. Verify finalist meets all required qualifications listed in PVL
  3. HRBP will verify if the finalist has an existing employee ID in Legacy/EPM
  4. Verify that the Executive Committee Vote process has been initiated, including notation if Assistant Tenure clock extension is needed at time of hire.
  5. Verify if candidate(s) will need a Concurrent Appointment.

Employment Reference Checks and Sexual Harassment/Sexual Violence checks 

Employment Reference Checks

Refer to SMPH Reference Check Policy and Reference Check Guidelines for information on how to conduct reference checks.

  1. Only check references on your top finalist.  If you are undecided or have two or more equally well-matched candidates, further screen the candidates before proceeding.
  2. Review reference contact information from the candidate's application 
  3. Notify the candidate that they are the finalist and let them know we will proceed with checking their employment references.  Ask the candidate to confirm we have at least one current/most recent supervisor reference listed.
  4. HR will conduct employment reference checks 
    1. The hiring manager may choose to contact reference instead of HR. HR will share reference check contact information with the hiring manager. 
  5. Ask questions on the Staff Reference Check Form or agreed-upon questions (Qualtrics forms available).
  6. Review the reference check documentation and redact necessary information.  Upload the completed reference check documentation or a summary of the reference checks in TREMS.

Sexual Harassment/Sexual Violence (SH/SV) Checks

HR will complete sexual harassment/sexual violence checks with the candidate and employer. 

Step 2: Chair or Department Designee - Verbal Offer

  • Department will determine salary, rank, FTE, and bonuses, if any, with the candidate. 
  • HRBP and supervisor work together to determine the start date. Refer to SMPH Start Date Guidelines
  • HRBP will verify candidates' eligibility to work in the united states.  If a visa is needed, HRBP will work with International Employment and Immigration Specialist. 

Step 3: Supervisor/HRBP - Verbal Acceptance

  1. Collect recruitment file (interview questions, notes, references, interview dates and individuals interviewed, screening criteria) and send documents to HRBP.  See Recruitment Guide: Documenting the Recruitment
  2. Supervisor sends Offer Card Information to HRBP. 

Step 4: HRBP - Appointment Letter Draft

  • HRBP will draft an appointment letter and submit it through the Faculty Offer Letter Review process.
  • HRBP will initiate the criminal background check.

    Step 5: HR Ops – Background Check

    HR will determine if a criminal background check is needed and will initiate the candidate to complete it.

    Step 6: HRBP - Send Appointment Letter

    HRBP will send the appointment letter with supporting documents to the candidate through the applicant tracking system.

    Step 7: HRBP - Candidate Accepts Offer

    Candidate accepts offer and completes New Hire Form through the applicant tracking system.

    Step 8: P&B Leads - Check Benefits Eligibility

    HR Payroll and Benefits Leads will check benefits eligibility.

    Step 9: HR Ops/Licensing & Credentialing Coordinators - Licensing and Credentialing

    HR Operations will ensure Licensing and Credentialing process is initiated (if applicable)

    Step 10: HRBP – Provisional Visiting Appointment

    This step is only required for new faculty being hired at senior rank (Associate Professor or Professor). While the faculty member awaits approval of their senior rank appointment packet, they must be hired as a Visiting Associate Professor or Visiting Professor. They can be in this position for up to 12 months.  HRBP will work with SMPH Promotions Team to enter visiting appointment and transfer faculty member into their senior rank true title once approved. 

    Step 11: HRBP - JEMS Hire

    HRBP will complete hire in the official HR system.

    Step 12: HRBP, Ops, P&B - New Hire Notification/Pre Onboarding

    HRBP will work with HR Operations and Payroll and Benefits to complete hire and pre-onboarding tasks (set up timesheet approvers, send preonboaridng email to hire, I-9 verification, etc.)

    Academic Staff and University Staff

    An employee’s start date needs to allow at least 10 business days for corresponding hire and processing of the offer. When processing immigration sponsorship, additional time maybe be needed to process the immigration petition before the employee can start. Please consult with your SMPH International Employment Immigration Specialist.

    • Verify that the final candidate has applied through TREMS. If not, coordinate candidate application. A verbal offer cannot be made until the candidate has applied.
    • Verify the finalist meets all required qualifications listed in the PVL.
    • HRBP will verify if the finalist has an existing employee ID in Legacy/EPM

    Employment Reference Checks and Sexual Harassment/Sexual Violence Checks

    Employment Reference Checks

    Refer to the SMPH Reference Check Policy and Reference Check Guidelines for information on how to conduct employment reference checks.

      1. Only check references on your top finalist.  If you are undecided or have two or more equally well-matched candidates, further screen the candidates before proceeding.
      2. Review reference contact information from the candidate's application 
      3. Notify the candidate that they are the finalist and let them know we will proceed with checking their employment references.  Ask the candidate to confirm we have at least one current/most recent supervisor reference listed.
      4. HR will conduct employment reference checks 
        1. The hiring manager may choose to contact reference instead of HR. HR will share reference check contact information with the hiring manager. 
      5. Ask questions on the Staff Reference Check Form or agreed-upon questions (Qualtrics forms available in the [Link for document 114102 is unavailable at this time.]).
      6. Review the reference check documentation and redact necessary information.  Upload the completed reference check documentation or a summary of the reference checks in TREMS.

    Sexual Harassment/Sexual Violence Checks

    HR will complete sexual harassment/sexual violence checks with the candidate and employer.

    Supervisor or HRBP negotiates start date and salary with a candidate 

      • HRBP and supervisor work together to determine the start date
        • The start date should take into consideration PVL posting requirements, benefits effective dates, and necessary HR processing time.  HRBP will advise on the most appropriate start date. See SMPH Start Date Guidelines. 
      • Determine Salary
        • HRBP provides the salary range to the hiring manager before the verbal offer is made.  The supervisor should confirm the salary with HRBP before the offer.
      • HRBP and supervisor will work together to determine paid Leave Transfers.
        • If a candidate is from within UW-Madison, paid leave will be transferred with the new appointment  
        • If a candidate is from another State Agency/Authority AND is requesting their paid leave time to be transferred, the department has authority over what they will accept. HR will work with Payroll and Benefits to determine candidate leave balances.
    HR will determine if a criminal background check is needed and will initiate the candidate to complete it.
    1. HRBP will draft the appointment letter and submit through the review process for appropriate signatures 
    2. HRBP will send the appointment letter with supporting documents to the candidate through the applicant tracking system 
    3. The candidate will accept offer and complete New Hire Form through the applicant tracking system 
    HR Payroll and Benefits will check benefits eligibility.
    HRBP will complete hire in the official HR system.
    HRBP will work with HR Operations and Payroll and Benefits to complete hire and pre-onboarding tasks (set up timesheet approvers, send pre-onboaridng email to hire, I-9 verification, etc.)

     Additional Resources



    Keywords:recruitment, process, standard, checklist, applicant screening form, reviewing applications, interview, intake form, search committee, unconscious bias, salary, screening criteria, degree, PVL, TREMS, JEMS, advertising, select a finalist, file, documentation, application status, questions, diversity, phone screen, faculty expense, reimbursement, rubrics, new hire   Doc ID:103965
    Owner:Jennique C.Group:SMPH Human Resources
    Created:2020-07-14 13:50 CDTUpdated:2022-06-20 16:22 CDT
    Sites:SMPH Human Resources
    CleanURL:https://kb.wisc.edu/smphhr/recruitment
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