Recruitment and talent acquisition at UW-La Crosse is a critical function to maintain institutional credibility, reputation, and to ensure delivery of world-class education to our students. 

As a supervisor at UW-La Crosse, it is your responsibility to uphold the high standards needed to ensure equity, inclusion, and adherence to our mission when hiring for your next position.  

This section of supervisor training will provide you with information and resources related to the Recruitment process. 

Recruitment Reporting and Queries

Administrative Searches expanding section

This process is used for the recruitment of senior administrators at UW-La Crosse and is conducted in a manner that is consistent, fair, transparent, efficient, inclusive, and that allows for the input of relevant constituencies and governance groups. Please see the Administrative Search Policy for the composition of the committee. 

Last modified: 02/02/2021

Direct Appointments expanding section

A direct appointment is the process for hiring an employee through an administrative review and must be approved by the Dean/Director, Budget Office, Vice-Chancellor of the department or unit, Human Resources, and the Chancellor. Recruitment is waived and the appointee will not be required to go through a recruitment process.

Direct appointments are rare. They are used only after a careful review on a case-by-case basis. They may be considered in situations when:

  • There is a history of unsuccessful searches.
  • The required qualifications for the position are unique, necessary, making it extremely difficult to hire for the position.
  • A current employee or a potential employee is uniquely qualified for the position.

This is not an exhaustive list of situations that might be suitable for a direct appointment, but serve to illustrate the rationale.

Additional resources:

If this type of search is needed for your area, please consult with your Human Resources Partner

Last modified: 02/02/2021

Search Committee Process expanding section updated
Search and Screen Committee information expanding section updated
What is a Search and Screen Committee? expanding section updated

Search and Screen Committee: This process is to be used for the recruitment of faculty and instructional academic staff and is also an option for the recruitment of non-instructional academic staff. The search and screen committee is comprised of a diverse group of individuals selected by the Hiring Official and/or Supervisor/Department Chair in conjunction with applicable bylaws. 

Last modified: 04/14/2021

What is the Recruitment Process? expanding section updated

The recruitment process comprises 4 Phases. When all steps in a Phase are completed, you move into the next phase of the process. Before you start there are a few items to consider:

  • What are your selection criteria? (required in Phase 1)
  • Who are the panel members? (required in Phase 1)
  • Consider External/Outside advertising options
  • Does your position description in PeopleAdmin need to be updated?

Last modified: 04/14/2021

What are your selection criteria? expanding section updated

It is the Dean and/or Chair's responsibility to establish selection criteria that the panel will use to recommend their top candidates to you for consideration.  

The selection criteria form will be uploaded and attached to the recruitment in PeopleAdmin once created. 

Last modified: 04/15/2021

What is a Search and Screen Committee? expanding section updated

Search and Screen Committee: This process is to be used for the recruitment of faculty and instructional academic staff and is also an option for the recruitment of non-instructional academic staff. The search and screen committee is comprised of a diverse group of individuals selected by the Hiring Official and/or Supervisor/Department Chair in conjunction with applicable bylaws. 

Last modified: 04/14/2021

Who are the committee members? expanding section updated

Search and screen committees should be comprised of a diverse group of campus stakeholders to review and recommend candidates for hire.  Below is a quick overview of the roles in a Search and Screen committee:

Search and Screen Committee Chair

The search and screen committee chair is appointed or elected by a simple majority vote to ensure the committee’s administrative tasks are performed in accordance with the Policy and Procedures. The administrative tasks of the search and screen committee chair include, but are not limited to: 

  • coordinating with HR and AAO; 
  • posting open meeting notices; 
  • securing the necessary posting, interviewing, and hiring approvals; 
  • forwarding interview and reference questions to AAO and HR for review; 
  • conducting reference checks; 
  • arranging interviews, associated travel (if applicable), and reasonable
  • requested accommodations (contact HR); 
  • referring public records requests to HR; 
  • providing closing recruitment documentation to HR.

Search and Screen Committee

The search and screen committee is comprised of a diverse group of individuals selected by the Hiring Authority and/or Supervisor/Department Chair in conjunction with department bylaws. Diversity encompasses, but is not limited to race/ethnicity, gender, disability, age, and position (e.g. manager, staff, student, and community participant). A simple majority vote of committee members constitutes a quorum necessary to conduct committee business. Members may not vote by proxy but may vote by teleconference if they have provided advance notice to the search and screen chair and participated in the deliberations leading to the vote. The search and screen committee has the responsibility of: 

  • developing and/or approving recruitment documentation including selection criteria and advertising text based on the position description; 
  • creating interview questions for first screening (telephone, video conference, or on-site) and final screening interviews; 
  • creating reference questions; 
  • screening and selecting the applicants for interview based on the documented selection criteria, ensuring the fairness of the process; 
  • conducting reference checks; 
  • presenting the pros and cons of the campus interviewees verbally to the Hiring Authority. 

Recorder 

The recorder is a member of the search and screen committee and is responsible for posting a notice of meetings and taking official minutes of meetings which must include the motion and vote by name to go into closed session. The role of the recorder may rotate among multiple members of the committee. 

Meeting minutes should not refer to applicants by name. You may refer to them by the number if needed. Strengths and weaknesses should not be included in the minutes but should be kept in the Search and Screen chair’s personal notes that will be shared verbally with the Hiring Authority. Please refer to the guidelines. 

Meeting agendas must comply with open meeting laws.

Last modified: 04/14/2021

Consider External/Outside advertising options expanding section updated

Promoting or advertising your position is critical in yielding the largest possible number of qualified candidates.  Promotion and advertising are managed and maintained by the hiring department; however, Human Resources can help advise on where/how you advertise the position.  

Human Resources will automatically post your position to:

  • The UWL Career Website
  • The Department of Workforce Development for Wisconsin's Job Board
  • The Chronicle of Higher Education*

Please note that in addition to the above postings, scraping services also will post information about this position, such as Indeed, MonsterJobs, etc.

It is recommended that departments identify at least 3-5 additional locations to advertise, such as a trade publication, scholarly journal, or on a job board specific to the position's discipline. 

As a note, all positions should be posted for a minimum of 30 days.

*The posting on the Chronicle of Higher Education will be a simple job posting.  Additional advertising options are available at a discount.

Last modified: 04/14/2021

Does the position description need updating in PeopleAdmin? expanding section updated

The PeopleAdmin program maintains and is used to manage all of our active positions on-campus - faculty included.  The first step in the recruitment process is to confirm that the position description is up to date and correct. 

To review the process through which you can access your unit/department's positions and to make updates/modify the descriptions, please review this article: https://kb.uwlax.edu/108420 

Last modified: 04/14/2021

Last modified: 04/15/2021

Phase 1 - Approval process/Posting of Recruitment expanding section updated
Step 1 - Meet with HR Recruitment (in-take meeting) expanding section updated

At this stage, the hiring official (chair or supervisor) should schedule a meeting with the Human Resources Recruitment Specialist to review the recruitment and hiring process, as well as the requirements needed to post your position.

Click here to set up a meeting. 

Last modified: 04/14/2021

Step 2 - Draft a recruitment in PeopleAdmin expanding section updated
Step 2a - Draft a Recruitment in PeopleAdmin expanding section updated

PeopleAdmin is the software program that is used by the university to manage position descriptions, recruitments, and onboarding for our new employees.  As a Supervisor, it is expected that you undergo PeopleAdmin training to maintain and process the advancement of the recruitment to which you have been asked to manage.  Human Resources is available for support and consultation.

Creating your Recruitment

To begin, log into the PeopleAdmin program.  The information on how to create your recruitment and advance it through the approval process to be posted is contained in this knowledgebase article: https://kb.uwlax.edu/108617.  

Last modified: 04/14/2021

Step 2c - Initiate approval process in PeopleAdmin expanding section updated

Approvals are required in order to post your Recruitment.  

Last modified: 04/14/2021

Last modified: 04/15/2021

Step 3 - The first Search and Screen Meeting expanding section updated
Step 3a - the first Search and Screen meeting expanding section updated

After you have given thought to the Search and Screen committee's composition, and it has been approved by the Affirmative Action Officer, you are ready to call the first meeting.

Wisconsin Open Meetings Law

Please be aware of the university's obligation to the Wisconsin Open Meetings Law, (WOML), and the need to post notice of your meeting.  Posting your meeting notice is required at least 24 hours prior to the meeting.  Save a copy of the posting as this will need to be added to the recruitment documents in PeopleAdmin at the end of the recruitment process.

At your first meeting

For additional information and resources, visit: 

Last modified: 04/14/2021

Step 3b - Review conflicts, confidentiality, and document retention expanding section updated

Conflicts

Pursuant to the UWL Nepotism Policy, any search and screen committee/panel member should remove themselves from the committee/panel should a related person become an applicant in the recruitment so as to avoid a conflict of interest.

Additionally, Search and Screen Committee members should disclose to the entire committee any relationship that might exist with a candidate for employment, such as sharing in a research project, close colleagues, etc. 

Confidentiality

During the search process, committee members may have access to confidential information, including, but not limited to, personal information, education history, and employment history of applicants. This information and all discussions must remain confidential both during the search and after the completion of the search process. These conversations should take place in areas where others cannot overhear.

Committee/panel members may discuss this information only with other members of the committee/panel, as well as with the Supervisor, the Dean/Director, the Human Resources Director/designee, and the Affirmative Action Office. Members must not permit any unauthorized person to access documents in their possession that contains applicant or search and screen information.

Document Retention

The search and screen committee chair/panel chair and all committee/panel members shall shred any personal notes and/or worksheets from the search.

Applicant files will be retained by PeopleAdmin. The following documents are to be turned in to HR at the close of a search:

  • approved minutes (committee)
  • photocopies of actual advertisements placed
  • photocopies of any solicited application documents, interview exams/exercises, and the results, received outside of PeopleAdmin

Last modified: 04/14/2021

Step 3c - PeopleAdmin training for the search committee expanding section updated

The Search and Screen Committee will be given an overview of the PeopleAdmin system at the first meeting, with more in-depth training available online or at the request of the Search Chair.

Search Committee members are known as "Guest Users" in PeopleAdmin.  When you set up your Recruitment in PeopleAdmin, you will be able to identify these individuals.  For a preview of what to Expect as a Guest User, visit this article: https://kb.uwlax.edu/108545.   

Last modified: 04/14/2021

Last modified: 04/15/2021

Last modified: 04/15/2021

Phase 2 - Active Search/Interviews expanding section updated
Step 1 - Tier Applicants in PeopleAdmin expanding section updated

Tiering Methodology

As a requirement for managing the applicants within the recruitment, the Supervisor will need to tier candidates based on their qualifications.  The Supervisor will also have to report the reason for disqualification.  Those reasons are listed here:

Step-by-step guide on how to tier applicants/candidates 

For instructions and a step-by-step guide on how to tier candidates please review this article: https://kb.uwlax.edu/108655.  

Tiering is necessary and important.  The tier level tells the PeopleAdmin system what rejection letter to send the candidate when the search is finally complete. 

Last modified: 04/14/2021

Step 2 - Post all meeting agendas on UWL Open Meetings Calendar expanding section updated

Once the hiring official and Search and Screen Chair are ready to begin meeting with the full committee or panel, you must create an agenda, post it to the University’s Open Meetings calendar and follow the Open Meeting Notices requirements.  The search and screen panel or committee is responsible for posting.  

All search and screen committees must post using this form

Please note that search and screen open meeting notices must be posted electronically via Campus Calendar at least 24 hours in advance of the meeting.  The notice should contain the time, date, place, and subject matter of the meeting, including what will be discussed in a closed session. Please see UWL’s Open Meetings webpage. 

Please take a screenshot of your open meeting notice on the UWL Campus Calendar. Please submit this image through this form. It will be added to the recruitment.

Last modified: 04/14/2021

Step 3 - Tier selected finalists for the Affirmative Action Officer's approval in PeopleAdmin expanding section updated

Finalists are the final round of candidates that you wish to bring to campus for an interview.  It is at this stage that the applicants must be approved by the Affirmative Action Officer prior to any arrangement for an on-campus interview.

Affirmative Action Officer (AAO) Approval

This AAO approval is done in PeopleAdmin.  To view a step-by-step guide on how to request approval for the finalist interviews, visit:  http://kb.uwlax.edu/108668

Last modified: 04/14/2021

Step 4 - After Affirmative Action's approval of finalists, seek approval on interview questions expanding section updated

Interview Questions

Interview questions are REQUIRED to be uploaded to the recruitment at this stage.  Please submit your finalist questions here.  Once received, the Recruitment Specialist will let you know that they have been uploaded to the Recruitment and THEN you may proceed with the request to interview candidates.  

 

Last modified: 04/14/2021

Last modified: 04/15/2021

Phase 3 - Recommend a candidate for hire expanding section updated
Step 1 - Recommend a candidate for hire in PeopleAdmin expanding section updated
Step 1a - Recommend a candidate for hire in PeopleAdmin expanding section updated

Now that all of the candidates have been interviewed, it is time to process and recommend a candidate to hire. After consultation with the search panel, the Supervisor is responsible for making a recommendation to the hiring official.  

The initial Recommend to Hire follows this sequence for approvals:

  • Initiate request to hire by the Supervisor
  • Request for hire approved at Level 2 (Dean/Director)
  • If the actual annual salary is in excess of $50,000 for the position, the request for hire requires approval at Level 3 (Vice-Chancellor) if not, this request will then be approved for Verbal Offer. 

This process must be processed in PeopleAdmin, even though conversations and decisions may occur outside of the system. 

Last modified: 04/14/2021

Step 1b - Continue to tier applicants/candidates in PeopleAdmin expanding section updated

Now that you have made the hire, it is time to begin to close out the search process.  This next step is critical to ensure that the candidates have been tiered correctly so the appropriate letters are sent to disqualified candidates. 

To review how to tier candidates, view this article: https://kb.uwlax.edu/108655

Last modified: 04/14/2021

Last modified: 04/15/2021

Step 2 - After verbal acceptance of an offer, complete Hiring Details in PeopleAdmin expanding section updated

After the verbal offer has been approved, the Supervisor or the Business Manager will have access to create the hiring details.  

Once the hiring details have been completed and saved, the information will automatically be sent to Human Resources for contract generation.  

There are several additional details that can be attached to an appointment.  These are used for a number of reasons, but be specific in the hiring details request when entering the information so they appear in the finished appointment document.  Here are some examples:

  • Driver’s Authorization: You must maintain a valid driver’s license during the term of your employment. See https://www.uwlax.edu/Risk-Management/Driver-Approval/ for more information.
  • Grant Funded Position: This position is grant-funded. Grant-funded positions are contingent on continued funding of the grant. Grant funding changes can occur at any time.  This position may be eliminated, or the percentage of appointments reduced, as a result of grant funding changes. In addition, the Grant may also require additional appointment details regarding the separation of employment.
  • [FOR INTERIM ROLES] Academic Staff Appointment: After your service in this interim role, you will return to your academic staff appointment, Title (Job Code), in This academic staff appointment will be a [XXX%] position. You will return to this position at your current salary of $FTB plus any applicable wage increases.
  • Relocation Expenses: Up to $x,xxxx for reimbursable direct costs of moving, receipts required.
    • A stipend of $x,xxxx for incidental costs of relocation.

To create the hiring details, please review this article: https://kb.uwlax.edu/108711 

Last modified: 04/14/2021

Last modified: 04/15/2021

Step 4 - Closing the Recruitment expanding section updated
Step 1 - Close the recruitment and upload records for retention expanding section updated

HR will conduct the Criminal Background Check (CBC) and reference checks pertaining to sexual violence or sexual harassment as required by UW System, and issue the appointment document.

HR will notify the Dean/Director after the signed appointment document has been received.

HR will designate the position as “filled” in PeopleAdmin and all Tier 2 applicants will be notified by PeopleAdmin system generated email, with the exception of candidates brought to campus but not selected (Tier 1), who will be contacted by the search and screen committee chair/panel chair by telephone, speaking directly to the candidates in order to demonstrate respect for their time and interest in UWL.

  • HR will create an official personnel file for the new hire.
  • HR will complete the official recruitment electronic file for the search process.

The search and screen committee chair/panel chair and all committee/panel members shall shred any personal notes and/or worksheets from the search. Applicant files will be retained by PeopleAdmin. The following documents are to be turned in to HR at the close of a search:

  • approved minutes (committee)
  • photocopies/scans of Open Meeting Notices
  • photocopies/scans of actual advertisements placed
  • photocopies/scans of any solicited application documents, interview exams/exercises, and the results received outside of PeopleAdmin
  • audio or video recording of any interviews

Records Retention 

Search and screen committee/panel documentation for all positions will be retained for 6 years from the date the position is filled, at-which-time they will be disposed of confidentially according to the UWL confidential records disposal procedures, shredding, or via the Iron Mountain bins located throughout campus.

Last modified: 04/14/2021

Step 2 - Onboarding the new employee expanding section updated

Now that you have a new employee, it is time to start onboarding!  Check out the Onboarding Center to learn more about what your role is in making the first day successful for our new employee. 

Last modified: 04/14/2021

Last modified: 04/15/2021

Last modified: 04/15/2021

Search Panel Process expanding section updated
Search and Screen Panel information expanding section updated
What is a Search and Screen Panel? expanding section updated

Search and Screen Panel: This process is to be used for the recruitment of university staff and is an option for the recruitment of instructional and non-instructional academic staff positions classified below the Director level. The interview panel is comprised of a diverse group of individuals selected by the Hiring Official and/or supervisor and should consist of the supervisor, subject matter expert, and 2-3 additional interviewers.

Last modified: 04/14/2021

What is the Recruitment Process? expanding section updated

The recruitment process comprises 4 Phases. When all steps in a Phase are completed, you move into the next phase of the process. Before you start there are a few items to consider:

  • What are your selection criteria? (required in Phase 1)
  • Who are the panel members? (required in Phase 1)
  • Consider External/Outside advertising options
  • Does your position description in PeopleAdmin need to be updated?

Last modified: 04/14/2021

What are your selection criteria? expanding section updated

It is the supervisor's responsibility to establish selection criteria that the panel will use to recommend their top candidates to you for consideration.  

The selection criteria form will be uploaded and attached to the recruitment in PeopleAdmin once created. 

Last modified: 04/14/2021

Consider external/outside advertising options expanding section updated

Promoting or advertising your position is critical in yielding the largest possible number of qualified candidates.  Promotion and advertising are managed and maintained by the hiring department; however, Human Resources can help advise on where/how you advertise the position.  

Human Resources will automatically post your position to:

  • The UWL Career Website
  • The Department of Workforce Development for Wisconsin's Job Board
  • The Chronicle of Higher Education*

Please note that in addition to the above postings, scraping services also will post information about this position, such as Indeed, MonsterJobs, etc.

It is recommended that departments identify at least 3-5 additional locations to advertise, such as a trade publication, scholarly journal, or on a job board specific to the position's discipline. 

As a note, all positions should be posted for a minimum of 14 days.

*The posting on the Chronicle of Higher Education will be a simple job posting.  Additional advertising options are available at a discount.

Last modified: 04/14/2021

Update your position description in PeopleAdmin expanding section updated

The PeopleAdmin program maintains and is used to manage all of our active positions on-campus - faculty included.  The first step in the recruitment process is to confirm that the position description is up to date and correct. 

To review the process through which you can access your unit/department's positions and to make updates/modify the descriptions, please review this article: https://kb.uwlax.edu/108420 

Last modified: 04/14/2021

Last modified: 04/15/2021

Phase 1 - Approval Process/Posting a Recruitment expanding section updated
Step 1 - Meet with HR Recruitment (the in-take meeting) expanding section updated

At this stage, the hiring official (chair or supervisor) should schedule a meeting with the Human Resources Recruitment Specialist to review the recruitment and hiring process, as well as the requirements needed to post your position.

Click here to set up a meeting. 

Last modified: 04/14/2021

Step 2 - Draft a recruitment in PeopleAdmin expanding section updated
Step 2a - Create your Recruitment in PeopleAdmin expanding section updated

PeopleAdmin is the software program that is used by the university to manage position descriptions, recruitments, and onboarding for our new employees.  As a Supervisor, it is expected that you undergo PeopleAdmin training to maintain and process the advancement of the recruitment to which you have been asked to manage.  Human Resources is available for support and consultation.

Creating your Recruitment

To begin, log into the PeopleAdmin program.  The information on how to create your recruitment and advance it through the approval process to be posted is contained in this knowledgebase article: https://kb.uwlax.edu/108617.  

Support for Creating your Recruitment

Please contact the Human Resources Employment Specialist for support, or for addressing any questions or concerns you have on creating your recruitment.  

Last modified: 04/14/2021

Step 2b - Upload your required documents to the Recruitment in PeopleAdmin expanding section updated

Every search requires certain documents to be created for storage and retention in each recruitment in the PeopleAdmin system. You may have completed these in a previous step, but if not, please ensure all of these documents have been completed.

The purpose of these documents is to ensure fairness, equity, and materials for approvers to understand the Search and Screen Panel's decision.   

Once these items are all completed, they will be uploaded to the PeopleAdmin Recruitment for historical documentation.  

When completed with this step, you may proceed to the next item on this checklist. 

Last modified: 04/14/2021

Step 2c - Initiate approval in PeopleAdmin expanding section updated

Approvals are required in order to post your Recruitment.  

Last modified: 04/14/2021

Last modified: 04/15/2021

Last modified: 04/15/2021

Phase 2 - Active Search/Interviews expanding section updated
Step 1 - Tier applicants/candidates in PeopleAdmin expanding section updated

Tiering Methodology

As a requirement for managing the applicants within the recruitment, the Supervisor will need to tier candidates based on their qualifications.  The Supervisor will also have to report the reason for disqualification.  Those reasons are listed here:

Step-by-step guide to tier applicants/candidates

For instructions and a step-by-step guide on how to tier candidates please review this article: https://kb.uwlax.edu/108655.  

Tiering is necessary and important.  The tier level tells the PeopleAdmin system what rejection letter to send the candidate when the search is finally complete. 

Last modified: 04/14/2021

Step 2 - Post all meeting agendas on the UWL Open Meetings Calendar expanding section updated

Once the hiring official and Search and Screen Chair are ready to begin meeting with the full committee or panel, you must create an agenda, post it to the University’s Open Meetings calendar and follow the Open Meeting Notices requirements.  The search and screen panel or committee is responsible for posting.  

All search and screen committees must post using this form

Please note that search and screen open meeting notices must be posted electronically via Campus Calendar at least 24 hours in advance of the meeting.  The notice should contain the time, date, place, and subject matter of the meeting, including what will be discussed in a closed session. Please see UWL’s Open Meetings webpage. 

Please take a screenshot of your open meeting notice on the UWL Campus Calendar. Please submit this image through this form. It will be added to the recruitment.

Last modified: 04/14/2021

Step 3 - Tier selected finalists for the Affirmative Action Officer's approval expanding section updated

Finalists are the final round of candidates that you wish to bring to campus for an interview.  It is at this stage that the applicants must be approved by the Affirmative Action Officer prior to any arrangement for an on-campus interview.

Affirmative Action Officer (AAO) Approval

This AAO approval is done in PeopleAdmin.  To view a step-by-step guide on how to request approval for the finalist interviews, visit:  http://kb.uwlax.edu/108668

Last modified: 04/14/2021

Step 4 - After the Affirmative Action Officer's approval, upload interview questions expanding section updated

Interview Questions

Interview questions are REQUIRED to be uploaded to the recruitment at this stage.  Please submit your finalist questions here.  Once received, the Recruitment Specialist will let you know that they have been uploaded to the Recruitment and THEN you may proceed with the request to interview candidates.  

Last modified: 04/14/2021

Last modified: 04/15/2021

Phase 3 - Recommend a candidate for hire expanding section updated
Step 1 - Recommend a candidate for hire in PeopleAdmin expanding section updated
Step 1a - Recommend a candidate for hire in PeopleAdmin expanding section updated

Now that all of the candidates have been interviewed, it is time to process and recommend a candidate to hire. After consultation with the search panel, the Supervisor is responsible for making a recommendation to the hiring official.  

The initial Recommend to Hire follows this sequence for approvals:

  • Initiate request to hire by the Supervisor
  • Request for hire approved at Level 2 (Dean/Director)
  • If the actual annual salary is in excess of $50,000 for the position, the request for hire requires approval at Level 3 (Vice-Chancellor) if not, this request will then be approved for Verbal Offer. 

This process must be processed in PeopleAdmin, even though conversations and decisions may occur outside of the system. 

Last modified: 04/14/2021

Step 1b - Continue to tier applicants/candidates in PeopleAdmin expanding section updated

Now that you have made the hire, it is time to begin to close out the search process.  This next step is critical to ensure that the candidates have been tiered correctly so the appropriate letters are sent to disqualified candidates. 

To review how to tier candidates, view this article: https://kb.uwlax.edu/108655

Last modified: 04/14/2021

Last modified: 04/15/2021

Last modified: 04/15/2021

Phase 4 - Closing the Recruitment expanding section updated
Step 1 - Close the recruitment and upload records for retention expanding section updated

HR will conduct the Criminal Background Check (CBC) and reference checks pertaining to sexual violence or sexual harassment as required by UW System, and issue the appointment document.

HR will notify the Dean/Director after the signed appointment document has been received.

HR will designate the position as “filled” in PeopleAdmin and all Tier 2 applicants will be notified by PeopleAdmin system generated email, with the exception of candidates brought to campus but not selected (Tier 1), who will be contacted by the search and screen committee chair/panel chair by telephone, speaking directly to the candidates in order to demonstrate respect for their time and interest in UWL.

  • HR will create an official personnel file for the new hire.
  • HR will complete the official recruitment electronic file for the search process.

The search and screen committee chair/panel chair and all committee/panel members shall shred any personal notes and/or worksheets from the search. Applicant files will be retained by PeopleAdmin. The following documents are to be turned in to HR at the close of a search:

  • approved minutes (committee)
  • photocopies/scans of Open Meeting Notices
  • photocopies/scans of actual advertisements placed
  • photocopies/scans of any solicited application documents, interview exams/exercises, and the results received outside of PeopleAdmin
  • audio or video recording of any interviews

Records Retention 

Search and screen committee/panel documentation for all positions will be retained for 6 years from the date the position is filled, at-which-time they will be disposed of confidentially according to the UWL confidential records disposal procedures, shredding, or via the Iron Mountain bins located throughout campus.

Last modified: 04/14/2021

Step 2 - Onboarding the new employee expanding section updated

Now that you have a new employee, it is time to start onboarding!  Check out the Onboarding Center to learn more about what your role is in making the first day successful for our new employee. 

Last modified: 04/14/2021

Last modified: 04/15/2021

Last modified: 04/15/2021

Pool Search Process expanding section
Pool search process expanding section

This process is to be used for the recruitment of short-term instructional academic staff and can be for a semester or academic year, up to 100%.  Pool positions are not part of the re-appointment process.

Use these tools to guide you through the pool recruitment process:

Last modified: 02/02/2021

View Pool Applicants Materials expanding section

Unlike other searches, there is no workflow process associated with Pool applicants.  This means that when you are accessing your Search, you will not be able to select and click on the "Documents" tab for viewing the applicant's materials.  

documents_tab

To view the applicant's documents, you can scroll down to the bottom of the Applicant Summary page and click on the relevant and associated documents:

Applicants_Documents

Last modified: 03/08/2021

Hiring from a pool search expanding section

Pool positions are not part of the re-appointment process. These postings are posted longer than the general thirty (30) days in anticipation of future vacancies (e.g. retirements). 

All applicants must apply through the PeopleAdmin application process in order to be routed for approval. 

The pool search process is different than regular open recruitment.  Search committees or panels will be reviewing applications in the open pool search and then notifying HR once they have identified a candidate they wish to hire.  The hiring official will need to seek approvals from outside PeopleAdmin first.

Once a candidate has been identified and their application completed in PeopleAdmin, the hiring official should:

Done outside of PeopleAdmin, Level 1 will: 

  • Receive approval from Level 2 to proceed with a pool hire 
  • Notify Human Resources (HR) via hrinfo@uwlax.edu who they want to hire  

In PeopleAdmin, HR will create a new posting from the pool and copy applicant(s) being offered position(s) from the current pool to the new posting.

The applicant workflow state will move directly to “Recommend for Hire”. HR will send a note back to the hiring official stating that the applicant is ready for hiring details and closes recruitment. Level 1 should then complete the hiring details by clicking “Start Hiring Details-Pool”. 

Hire detail

Once completed, the hiring details should be moved directly to "Level2 Approval".  See the complete process flow chart: Pool Request to Hire Approvals. 

Last modified: 02/02/2021

Last modified: 02/02/2021

Graduate Assistants Searches and Hiring expanding section

This process is to be used for the recruitment of Graduate, Teaching, and Program Assistant positions.

The following documentation will be required prior to posting your recruitment in PeopleAdmin:

Prior to starting your search, please contact your Human Resource Partner.

Last modified: 02/02/2021

FAQs and Additional Resources

Advertising FAQs expanding section updated
How much do external advertisements cost? expanding section updated

The expense can vary depending on which external job boards you advertise on. Some services may charge per click or include an additional fee to move the posting into a high-priority position. On the low end, each recruitment could cost anywhere from $50 - $500. On the high end, it can cost up to $1,500 - $3,000. That said, the more places you advertise the broader the reach is, which can result in higher quality candidates and a larger applicant pool.  

Last modified: 04/14/2021

Who advertises recruitments? expanding section updated

The HR office is responsible for posting/advertising on “The Big 3”: UWL Careers website, the Department of Workforce Development Job Board, and The Chronicle for Higher Education. The department is responsible for all other advertisements beyond “The Big 3”. If you do choose to advertise externally/outside of what HR is responsible for, it is our recommendation that this is confirmed with the department's Business Manager/Dean to ensure that expense has been approved. Common places for external advertisements: La Crosse Tribune, Higher Ed. Jobs, Handshake, etc.

Last modified: 04/14/2021

Last modified: 04/14/2021

Applicant/Candidate FAQs expanding section updated
Can I record the interviews if one of the committee members is not present? expanding section updated

In general, the interview, or portions of the on-campus visits may be recorded, either by audio or video mediums.  When a committee decides to record an interview or portion of the interview, (e.g. open forum, etc.), these guidelines should be adhered to:

  • If you record one interview or a portion of the interview for one candidate, you must do the same for all candidates - this is done for equity.
  • The candidates must be notified of the recording before the interview.  
  • The candidates must also be informed that the Wisconsin Open Records Law requires that this recording become part of the application file and is subject to open records requests. 
  • The recordings are then returned to Human Resources or uploaded in the "Posting Documents" section of the Recruitment upon the closing of the search. These materials are retained for six years.

Last modified: 04/14/2021

Can I tell an applicant/candidate what the pay rate is for a position? expanding section updated

Yes, however, please let the applicant/candidate know that you will have HR get ahold of them for questions on pay.  We advise stakeholders to direct these questions to HR since discussions of compensation can place potential future colleagues in an awkward position.

Last modified: 04/14/2021

How to conduct a pre-screen of applicants/candidates expanding section updated

Once you have completed the Tiering reasons for the applicants, you are free to begin the first round of interviews, whether that be phone/video call(s).  You need only move the finalist(s) for consideration and approval by your supervisor and Affirmative Action in the next stages of the Recruitment Process.  

Pre-Screening

Before you begin to review the application materials, those conducting the pre-screen of the applicants should become fully aware and understand the selection criteria.  

First Round Screening

First-round screening can take the form of a brief phone call or video call to the candidate to reconfirm interest and to seek answers to the approved 'first-round' screening questions.  

Approval of Questions 

For most searches, the 'first-round' questions are submitted with the Recruitment for approval.  If your search did not include these questions in the initial Recruitment approval, your first round questions must be approved by the Affirmative Action Officer before you engage the candidates.

Last modified: 04/14/2021

View the emails that applicants/candidates receive throughout the Recruitment Process. expanding section updated

The emails that the applicants receive are below.  These email triggers are sent automatically when either, they first submit their application or when the search has closed and a successful candidate has been hired.

The formatting may be condensed in these illustrative examples; however, the email received by the applicant is properly formatted.  

Last modified: 04/14/2021

What is acceptable information to tell a candidate if they call before the first review date? expanding section updated

We encourage you to answer questions about UWL, the department, and questions specific to the position. Refer all other questions to HR.

Last modified: 04/14/2021

Last modified: 04/14/2021

General Recruitment FAQs expanding section updated
Are there confidentiality or document records requirements for search committees/panels? expanding section updated

Search Committee/Panel Members

During the search process, panel members may have access to confidential information, including, but not limited to, personal information, education history, and employment history of applicants. This information and all discussions must remain confidential both during the search and after the completion of the search process. Panel members may discuss this information only with other members of the panel, as well as with the hiring supervisor, the dean/director, the Human Resources Director/designee,
and the Affirmative Action Officer. Members must not permit any unauthorized person to access documents in their possession that contains applicant or search and screen information.

Applicants

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).

Last modified: 04/14/2021

How do I send documents to HR once the recruitment is posted? expanding section updated

PeopleAdmin also is the repository for all documents related to the Recruitment. Documents must be submitted using this form.

Last modified: 04/14/2021

How do I start a new recruitment? expanding section updated

All recruitments take place in PeopleAdmin the software program that is used by the university to manage position descriptions, recruitments, and onboarding for our new employees. To begin, log into the PeopleAdmin program.  The information on how to create your recruitment and advance it through the approval process to be posted is contained in this knowledgebase article

Last modified: 04/14/2021

What role does each Level user play in recruiting? expanding section updated
  • Level 1 - is the hiring official and/or the search committee/panel chair.  They are responsible for coordinating all recruitment activities.  
  • Level 2 - is the Dean or Director for a department or work unit.  They are responsible for approving the recruitment, the finalists for interviews, and the hiring details. 
  • Level 3 - If the vacant position will award the incumbent a wage of $50,000 or more per year, the Vice Chancellor for the division must approve the recruitment and the hiring details. 

Last modified: 04/14/2021

Who is Level 1, Level 2, and Level 3? expanding section updated
  • Level 1 – Supervisors / Hiring Managers
  • Level 2 – Dean / Directors
  • Level 3 – Vice Chancellor

Last modified: 04/14/2021

Last modified: 04/14/2021

Open Meetings Posting Information and FAQs expanding section updated
When do I post Open Meetings Notices? expanding section updated

24 hours before Panel/Committee meets you must create an agenda and post it to the University’s Open Meetings calendar. 

Once the hiring official and Search and Screen Chair are ready to begin meeting with the full committee or panel, you must create an agenda, post it to the University’s Open Meetings calendar and follow the Open Meeting Notices requirements.  

All search and screen committees must post using this form

Please note that search and screen open meeting notices must be posted electronically via Campus Calendar at least 24 hours in advance of the meeting.  The notice should contain the time, date, place, and subject matter of the meeting, including what will be discussed in a closed session. Please see UWL’s Open Meetings webpage. 

Please take a screenshot of your open meeting notice on the UWL Campus Calendar. Please email it to hrinfo@uwlax.edu. It will be added to the recruitment.

Last modified: 04/14/2021

Last modified: 04/14/2021

PeopleAdmin FAQs and Training expanding section updated
How do I log into PeopleAdmin? expanding section updated

To log in, use this link: https://employment.uwlax.edu/hr 

PALogin

When you arrive at the landing page, there are two ways to log in: 

  1. If you are Level 1, Level 2, Level 3, BudgetBusiness Manager, or AAO, you will use the yellow link at the top that says “Click here to log in with your UWL NetID” which will take you through DUO, (the university’s multi-factor authentification program) to gain access. 
  2. If you are a guest user (person or part of a search committee that needs to view the recruitment and applicants), use the login section at the bottom. An email should have been sent to you with the login credentials. 

After logging in, you'll notice that your default 'group' has been selected. 

usergroup

You may be assigned to different groups. Depending on the action you’re taking, please make sure you’re under the correct user group.  

For example, if you’re approving a posting as level 2, you may not be able to if the user group you’re logged in as is level 1. 

If you believe that you should be in a different group, please email hrinfo@uwlax.edu to request access. 

User Definitions 

  • Level 1: Recruitment only level access - ability to see only the recruitment that is assigned to a user (e.g. hiring supervisors or search and screen chairs) 
  • Level 2: Department level access - ability to see all recruitments within a selected department(s) (e.g. Directors and Deans) 
  • Level 3: Division level access – ability to see all recruitments within a division (e.g. Provost and Vice Chancellors) 

Last modified: 04/14/2021

How do I tier applicants/candidates? expanding section updated

See “7.0 Tiering of Applicants” document and knowledgebase article on Tiering. Our recommendation is that if the applicant meets minimum requirements and you are interested in screening/interviewing place in Tier 1. If after a screening process the candidate is not successful, place in Tier 2, and select the best reason why not selected.

Last modified: 04/14/2021

What is PeopleAdmin? expanding section updated

PeopleAdmin is defined as the set of software programs that UWL Human Resources utilizes to manage all position descriptions at UWL, all recruitments for open or vacant positions, and onboarding for new employees.   

Employees will retain access to the PeopleAdmin program for the term of their appointment at UWL so they may continue to have access to their position description 

Supervisors retain access to PeopleAdmin so they may see either their specific recruitments or, with the unit head, all recruitments in that unit.  Supervisors also retain access to all position descriptions for incumbents that report directly to them. 

Last modified: 04/14/2021

When should I tier the applicants/candidates? expanding section updated

The more frequently applicants are tiered the less there will be in the end. Phase 2 – Active Search is the best time to start.

Last modified: 04/14/2021

Who are "Guest Users?" expanding section updated

Guest Users are Panel/Committee members. Level 1’s can provide Guest User information to those of their choosing, but only Panel/Committee members get added to the Guest User list. Every Guest User will receive an email from PeopleAdmin with login credentials specific to the recruitment and this knowledgebase article for navigating PeopleAdmin as a Guest User.

Last modified: 04/14/2021

Last modified: 04/14/2021

Reference Check Information and Procedures expanding section updated
Policy for contacting References expanding section updated

Obtaining Employment References

Job related reference information is required as part of the recruitment and selection process for all prospective employees.

When to ask: Reference checks must be performed, at a minimum, for a final candidate for any UW System institution position prior to hire.

What to ask: When checking references, it is a good practice to ask whether disciplinary problems were encountered.  At a minimum, reference check questions must be asked about a final candidate prior to hire as to whether they:

  • were ever found to have engaged in any sexual violence or sexual harassment
  • are currently under investigation or have ever left employment during an active investigation in which they were accused of sexual violence or sexual harassment

Additional guidance on reference check questions can be found in Appendix 2pdf , Appendix 3pdf , and Appendix 4pdf .

Who to ask: Reference checks must be conducted at a minimum with a final candidate’s most recent employer and with all previous UW System institution and state agency employers from the past seven years.

Appendix 2pdf contains general guidance on conducting reference checks and Appendix 3pdf provides sample reference check questions.

Other considerations: The application process must include a requirement for applicants to disclose any prior UW System or other Wisconsin state agency employment. Depending on the specific facts, past misconduct is not an automatic disqualifier. Reference information that reveals past misconduct (including any violation of sexual violence or sexual harassment policies) must be reviewed on a case-by-case basis prior to making any hiring decisions, and when appropriate, legal counsel should be consulted.

Providing Employment References

UW System institutions must follow certain minimum procedures when a potential employer makes a reference check regarding a current or former employee.

The potential employer should receive an objective evaluation of the candidate’s training, experience, skills, abilities, and job performance as they relate to the duties and responsibilities of the job for which the candidate is being considered.

When a supervisor or agent of management is contacted by a potential employer for a reference check of a current or former employee, the supervisor or agent must notify the potential employer, even if they do not ask, of the appropriate UW System institution contact for any questions related to employee misconduct (including any violation of sexual violence or sexual harassment policies). The appropriate UW System institution contact must disclose whether the employee has ever been found to have engaged in, is currently under investigation for, or left during an active investigation in which they were accused of sexual violence or sexual harassment.

When the potential employer is another UW System institution or state agency, the personnel file of the current or former employee must be shared upon hire (see SYS 1261, Personnel Files).

Sample language and procedures can be found in Appendix 4pdf .

UW System Administrative Policy 1275 full text.

Last modified: 04/14/2021

Procedure for contacting References expanding section updated

Policy Changes Summary

All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment.

UW System institutions must ask the most recent employer, any UW System institution, and any Wisconsin State Agency whether a final candidate has been found to have engaged in, is currently under investigation for, or left during an active investigation in which they were accused of any sexual violence or sexual harassment.

A UW System institution contacted by a potential employer for a reference check regarding a current or former employee must notify the potential employer of the appropriate UW System institution contact for any questions regarding employee misconduct (including any violation of sexual violence or sexual harassment policies), even if the potential employer does not specifically ask.

Conducting Reference Checks

At a minimum, all final candidates and designated references must be asked the following two questions prior to hire if they:

  • were ever found to have engaged in any sexual violence or sexual harassment
  • are currently under investigation or have ever left employment during an active investigation in which they were accused of sexual violence or sexual harassment

Required Questions

  1. All Final Candidates
    1. Recruiter or designated HR staff will call or email the question form to the final candidate upon verbal acceptance of a job offer.
    2. Recruiter will notify the hiring manager only when the reference check requires further investigation.
      1. If both questions are answered no, then hiring proceeds as normal.
      2. If either or both questions are yes, then the information is forwarded to the escalation committee.
    3. For recruitments that are part of PeopleAdmin, the Recruiter will upload the completed form as part of the recruitment.
    4. For recruitments that are not part of PeopleAdmin, the Recruiter will upload the completed form and save to online file.
  2. Obtaining References
    1. Recruiter or designated HR staff will call or email the question form to the most recent employer and to any UW System institution or Wisconsin State Agency that the candidate has worked for within the past 7 years upon verbal acceptance of a job offer.
    2. Recruiter will notify the hiring manager only when the reference check requires further investigation.
      1. If both questions are answered no, then hiring proceeds as normal.
      2. If either or both questions are yes, then the information is forwarded to the escalation committee.
    3. For recruitments that are part of PeopleAdmin, the Recruiter will upload the completed form as part of the recruitment.
    4. For recruitments that are not part of PeopleAdmin, the Recruiter will upload the completed form and save to online file.
  3. Providing References
    1. UW System institutions must mandate the use of a disclaimer by the supervisor or designated individual responding to a reference check regarding a current or former employee.
      1. Mandated Disclaimer for anyone responding to a reference check
        1. All questions related to employee misconduct including sexual misconduct are addressed only by our human resources department, which can be contacted hrinfo@uwlax.edu This is not meant to imply that this candidate has committed any misconduct but is something we are required by policy to tell all potential employers.
    2. Institutional Contacts regarding UWL Reference Checks should be directed to hrinfo@uwlax.edu
    3. A Qualtrics link will be created and utilized for requests and tracking purposes.
  4. Escalation Committee
    1. Members
      1. Director of Human Resources/CHRO
      2. Assistant Director, Human Resources
      3. Title IX Coordinator
      4. Vice Chancellor (Hiring Unit)
      5. Hiring Manager
    2. Process and Considerations
      1. TBD by CHRO, Assistant Director, HR and Title IX Coordinator.
  5. Notice 
    1. All position postings or vacancy announcements (including advertisements)
      1. Verbiage to be included: Employment will require a criminal background check. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.
    2. Appointment documents
      1. Verbiage to be included: This offer of employment is conditional pending the results of a criminal background check and the reference check process that includes questions regarding sexual violence and sexual harassment. If the results are unacceptable, the offer will be withdrawn or, if you have started employment, your employment will be terminated.

Last modified: 04/14/2021

Last modified: 04/14/2021