STEP 1 RECRUITMENT FORMS FOR ACADEMIC STAFF/ADMINISTRATIVE POSITIONS
To be able to advertise a position, the following documents need to be approved by Affirmative Action & Diversity and processed for recruitment by Human Resources. If you have any questions about the recruitment process, please call Affirmative Action & Diversity at 5‑8541 or email aad@uwlax.edu.
DIRECTIONS FOR COMPLETING FORM L-1347
AUTHORIZATION TO RECRUIT
FOR ACADEMIC STAFF/ADMINISTRATIVE POSITIONS
(Revised 7/02)
AUTHORIZATION TO RECRUIT (FRONT OF THE "PINK SHEET")
Sections 1-3 are to be completed by the department or unit recruiting for the open position and signed by the dean/division officer.
SECTION 1: BUDGET INFORMATION: Provide the budget information requested. Questions regarding budget, fund sources, or budgeted salaries should be referred to the Office of Administration & Finance.
Recruitment Number--numbers to be provided by dean/division officer (check with Human Resources to avoid duplicate numbers). Division Officer (DO) assigns a recruitment number (e.g. 01ACC02 where 01 refers to the fiscal year of 2000-01, ACC refers to the Accountancy Department, and 02 refers to this being the second search in this unit this fiscal year)
Unit/Division Name--Department/Division name. For example, Counseling & Testing/Student Development & Academic Services Division.
DDU No. (Division Department Unit) and IBAC (Interim Budget Activity Code)--Found in the University Chart of Accounts, on the mainframe using trancode ACCDDU, or by contacting the Office of Administration & Finance.
Fund Source--Select funding source, or indicate funding source if other then those shown.
Employment Period--Specify beginning and ending dates, i.e., one semester, academic year, federal year, annual (if appointment has different dates, it must either begin July1 or end June 30, to anchor as an annual appointment, preferably it should run July 1 through June 30).
% FTE (Percentage of Full Time Equivalency). Credits for instructional academic staff will typically be equated with percentages of appointments as follows:
Credits Percentage Credits Percentage
1 8% 4 33%
2 16% 5 41%
3 25% 6 50%
Budgeted
SECTION 2: TITLE/POSITION INFORMATION: Indicate the type of position by marking the appropriate box and providing a response when necessary:
Replacement--An existing position within the department/unit. Indicate the former incumbent's name/title.
New Position--A position not previously existing in the department/unit.
Other--A position that does not fit any category above. Include a brief explanation. (It would be unusual to check this section, but it might be used to indicate an interim appointment or some other unusual circumstance; you are advised to discuss any unusual circumstances with the Office of Human Resources prior to completing this form.)
Title--Official (Hayes-Hill, UWS) title for personnel and payroll purposes which corresponds to the Title Code. For example, “Student Services Coordinator” or “Lecturer”.
Working Title (if applicable)--Represents the actual duties of position more accurately than official title.
Appointment Time Periods--Check appropriate appointment information.
Limited Appointment--Position serves at the pleasure of the appointing official for an undetermined period of time. Indicate whether there will be a concurrent appointment. Some positions are limited by statute, UWS rules, or campus rules.
SECTIONS 3-5: REVIEW AND SIGNATURES:
The chairperson/director (optional) and dean/division officer sign. Any inaccuracies in completing this form may delay the process, so it is advisable to consult and ensure the information is correct. Forward the completed pink sheet along with the necessary forms to Administration & Finance (A&F) for approval and assignment of the Position Control Number (PCN).
Administration & Finance will forward the entire packet to Human Resources (HR) for title review and to determine salary minimum/maximum.
HR will forward to Affirmative Action & Diversity (AAD) for review and approval.
AAD will forward to the Provost/Vice Chancellor (or Chancellor) for final approval.
Provost/Vice Chancellor (or Chancellor) forwards approved packet to HR who then will fax the yellow form to Advancement & External Relations for advertising, add the vacancy to the web page, notify the dean/division officer by E-mail to proceed with the recruitment, return the ‘pink sheet’ to the dean/division officer to hold until an offer is verbally accepted, and create the recruitment file.
Recruitment Efforts Form (REF) (Salmon Form L-1747)
With the exception of a few issues, this form is self-explanatory. Consult with Affirmative Action & Diversity.
The composition of the search and screen committee must be specified. Strive for gender and/or racial/ethnic diversity on the committee. If necessary, ask individuals outside the hiring unit to serve as committee members.
Generally, national searches are recommended for administrative positions at the director level and above. Regional and local searches are usually appropriate for other academic staff positions (including instructional academic staff), lower level administrative appointments, part-time positions, and short-term interim appointments. Internal searches may also be appropriate for some of these searches providing there is a diverse pool of applicants for a particular position.
In identifying proposed recruitment methods, be creative. List specific newspapers and journals, personal contacts, professional associations and meetings, peer departments at specified institutions, electronic bulletin boards, etc. where you plan to advertise or personally recruit prospective applicants. In addition, Affirmative Action & Diversity is compiling a "Diversity Directory" that may assist you in identifying new recruitment venues. Call 5-8541 for assistance in attracting a diverse pool of qualified applicants.
Position Vacancy Form (Yellow Form L1348)(a), (b) and (c)
Form L-1348(a) is the LONG version you may use to advertise nationally or regionally; Form L-1348(b) is the SHORT version which you may want to use for advertising locally when you don’t want to include and pay for all the words in the long version; and Form L-1348(c) is the WEB version for use on the UWL vacancy web page. (In addition to the paper version of L-1348(c) to be included in the step 1 recruitment forms, an email attachment should be provided to recruit@uwlax.edu for easy transfer to the UWL vacancy web page.)
Please type the form carefully, as it is available to the public, as you have sent it, in a notebook of campus vacancies in the HR waiting area. It will also be used by Advancement & External Relations for ad copy and must be correct as sent. In completing this form, attempt to define the position responsibilities broadly and inclusively in order to attract a more diverse pool of applicants. In an era of downsizing, a department or unit may want to combine job functions/responsibilities. In addition, it is important to evaluate all “absolute” language carefully to determine whether it is actually necessary.
Before specifying the application procedure on the position vacancy form, the committee also needs to determine what information it needs initially from all candidates, e.g., application letter highlighting the candidate’s interest in and experience related to the position, a curriculum vitae, a specific number of references/reference letters, an official transcript. You may want to consider what documents an applicant has control of in providing and which s/he may not (letters of reference) when you determine what constitutes a complete file. In addition to these items, some committees have found it useful to request additional documents, e.g., a one page position statement summarizing their understanding of the role of the position or a detailed narrative letter describing how the applicant’s training and experience relate directly to the outlined job responsibilities, accompanied by examples that demonstrate the candidate’s ability to initiate, organize and achieve results on new projects. Other committees have structured their search and screen procedures to permit them to ask for additional information or references later in the search process, after they have identified semi-finalists or finalists for the position.
The minimum time for receipt of applications from the time the advertisement first appears is two weeks for a local search and four weeks for a regional or a national search.
The search and screen committee is required to develop selection criteria, based on the qualifications and responsibilities identified in the position vacancy form. The content and form of selection criteria will vary, depending upon the position and the wishes of the search committee. For example, some committees state selection criteria in a checklist format, while others weight the criteria or put them into a 1-5 scale. Even where a checklist is submitted, the committee may consider some criteria as more important to a particular position than others, and thus implicitly weight them more heavily. Selection criteria can also be incorporated directly into an evaluation form to be used by the committee as it reviews candidate files. See samples.
The sample procedures include three levels of screening, which may be most useful for administrative searches where a large applicant pool is anticipated. If you anticipate a smaller applicant pool, your committee may wish to eliminate some screening activities, e.g., soliciting additional written material or requiring telephone reference checks.
If your committee chooses to adopt/modify these procedures, they are available for printing on the web. Options are bracketed in bold. Alternatively, your committee may choose to develop its own procedures. If so, please incorporate all required forms, consultations, and approvals specified in the Academic Staff/Administrative Recruitment Procedures. Since the committee is bound by its procedures, however, try not to adopt more rigorous procedures than you realistically need to evaluate and identify qualified candidates. For example, limit telephone reference calls to semi-finalists or finalists, not all applicants.
When larger applicant pools are anticipated, some search committees prefer using subcommittees to conduct the initial screening and determine which candidates will be reviewed by the entire committee. Such a procedure is permissible, so long as the committee chair (or another designated individual) reads all applicant files at this stage to verify that the various subcommittees have consistently applied selection criteria.
Because all meetings must comply with the Wisconsin Open Meetings Law, this requirement is incorporated by reference into all Search and Screen Committee Procedures. A summary and posting sample are provided for your use.
The assistant to the chancellor for affirmative action & diversity must approve the selection criteria and search and screen procedures before any advertising may be placed. Any subsequent changes to your procedures must also be approved before implementation.
HR must approve your original procedures document and any changes as well.
DIRECTIONS FOR COMPLETING FORM L-1347
PERSONNEL ACTION FORM FOR
ACADEMIC STAFF/ADMINISTRATIVE POSITIONS
(Revised 7/00)
PERSONNEL ACTION FORM (BACK OF THE "PINK SHEET")
E-Mail approval must be received from the provost/vice chancellor (or chancellor), the assistant to the chancellor for affirmative action & diversity, and administration & finance before an offer of employment is extended and the Personnel Action Form is completed. The Personnel Action Form is completed by the dean/division officer or designee (such as the department chairperson/unit director). It is the dean or division officer's responsibility to ensure that all forms and entries are correct. The PCN (from front side of pink sheet) will be completed by Administration & Finance.
SECTION 6. ACADEMIC HIRING/APPOINTMENT INFORMATION: This section should be completed in consultation with the Office of Human Resources.
Recruitment Number—This number should match the Recruitment Number from the front of this form.
Indicate if the position is:
New (a new hire)
Successor (a reappointment)
Post Retirement (a retired staff member who will now be employed in a post-retirement position)
Interim/Acting (temporary position)
Limited (those who serve at the pleasure of the chancellor as the appointing authority per UWS statutes): Indicate the concurrent or backup appointment department, the concurrent DDU and the concurrent title. All director titles (assistant, associate or no prefix) are limited. (If the administrative position will have a Faculty backup, e.g., dean, assistant professor, etc., complete this information.)
Change in Title/percentage--of current employee under contract, complete only name, SS#, Title, Title Code and FTE %.
Account Change--of a current employee under contract, complete only name, SS#, and funding information.
Salary Change--of a current employee under contract, complete only, name, SS#, salary, salary basis and funding information
Other--Any changes not listed above.
Name of the Applicant--as shown on social security card. Include middle initial.
S.S.#--social security number from Social Security Card.
Phone Number and Mailing Address--this is the address where the employment contract will be sent.
Sex--indicate appropriate gender.
Education--indicate highest educational level attained. If the appointee has a doctorate, please enter the month and year it was earned, as evidenced by official transcripts.
Appointment Length-- Fixed Term (contract for a fixed period which carries no expectation of employment beyond the stated term). Specify the length of the employment period, e.g., 1 year. Fixed Term Rolling (only if reappointment) (contract in which an annual renewal decision is made for the future, e.g., a 3-year rolling contract is reviewed annually for renewal or nonrenewal, with 2 years left on the contract). Specify the length of the contract period (2 or 3 years).
Actual Employment Dates--indicate the actual starting date (day contract begins) and ending date (day contract ends), normally by marking the box corresponding to the correct appointment dates.
Title--indicate official title for the position from the HR section on the front of the form; this title corresponds to the Title Code.
Title Code--indicate the 6-character title code from the front of the form (Section 5).
% FTE--indicate full time equivalency (e.g., 75%).
Working Title--indicate a working title for position, if applicable.
Actual Salary--indicate actual salary the employee is to receive (NOT full-time salary). Contact HR with questions.
Salary Basis--indicate the salary basis. If Other, please list specific information.
Fund, IBAC, 1st DDU, %--indicate the full account code where the salary and fringe benefits should be charged. Also, indicate the percent of salary to be charged to this account. Under normal circumstances, this account should be the same as on the front side of the pink form.
Fund, IBAC, 2nd DDU, %-- indicate second account code if salary is to be split between different accounts.
Department--indicate the name of the department or office, such as Math or Career Services.
College/Operational Area--For instructional academic staff, this is usually the department the position is in, e.g., Accounting, Curriculum & Instruction; For non-instructional academic staff, the operational area is typically defined as the division or functional equivalent within which they will be employed, such as the Executive Division, the Student Development & Academic Services Division, or the College of Liberal Studies.
SECTION 7-8. SIGNATURES:
Dean/Division Officer--Signature of the dean/division officer indicates offer of employment has been approved, in consultation with Provost/Vice Chancellor (or Chancellor), the Assistant to the Chancellor for Affirmative Action & Diversity, and Administration & Finance after which an offer of employment is extended and verbally accepted.
The dean/division officer will forward the completed Personnel Action Form (along with official transcripts and a resume of the new hire) to Administration & Finance who forwards it to the Provost/Vice Chancellor (or Chancellor) for signature.
The completed form will be reviewed for consistency by the Office of Human Resources and a contract prepared from the information provided.
For Human Resources Use Only:
Appointment Is Subject to The Advance Approval of The Board of Regents or the President --The title of chancellor requires advance approval of the Board of Regents; vice chancellor requires advance approval of the system president and the Board of Regents; the titles of dean, associate chancellor, associate vice chancellor, assistant chancellor and assistant vice chancellor require advance approval of the system president prior to recruitment and hiring.
Aca Staff Appt Length--applies only to academic staff positions, see details following:
Aca Staff Continuity Status--applies only to academic staff positions, see details following:
Aca Staff Category--applies only to academic staff positions, see details following:
Appointment Length Definition
1 1 year
2 2 years
3 3 years
4 4 years
5 5 years
6 6 months or ˝ academic year
Continuity Status Definition
2 Fixed Term, terminal contract
3 Fixed Term, renewal intended
6 Rolling horizon; guaranteed length of time based on annual reappointment
8 Rolling horizon, termination at horizon; incumbent has been notified that this rolling horizon appointment will be terminated at the horizon date
Academic Staff Category Definition
A01 CAT-A Indefinite
A02 CAT-A Probationary
A03 CAT-A Fixed Term
A04 CAT-A Fixed Term Rolling
B01 CAT-B Fixed Term Lecturer/Associate Lecturer
B02 CAT-B Fixed Term Rolling Lecturer
B03 CAT-B Fixed Term Miscellaneous Instructional Support
B04 CAT-B Fixed Term Rolling Miscellaneous Instructional Support
B05 CAT-B Fixed Term Research
B06 CAT-B Fixed Term Rolling Research
B07 CAT-B Probationary
B08 CAT-B Indefinite
B09 CAT-B Faculty Visiting
B10 CAT-B Faculty Adjunct
B11 CAT-B Faculty Clinical
B12 CAT-B Faculty Emeritus
C01 CAT-C Fixed Term Coaches
C02 CAT-C Fixed Term Rolling Coaches
C03 CAT-C Miscellaneous