Hiring manager toolkit

Question 1

Last modified: 02/03/2021

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Welcome and Introduction to the Recruitment Process

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UW-La Crosse information for finalist candidates

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There are TWO separate approval processes that must occur in order to have an appointment document created. The first is the "recommend to hire". This workflow formally documents the Level 2 and Level 3 (if needed) approval for hiring an employee.

Recommending to Hire Workflow

This phase will involve verbal, outside of PeopleAdmin, conversations between the hiring officials. The terms of the offer will be established and then the formal mechanism to document the approval will be recorded in PeopleAdmin by initiating this workflow.

Who (owner)	Approval Action
Level 1	Initiate Request for Hire (move to recommend for hire)
Level 1	Request for Hire (move to recommend to hire Level 2)
Level 2	Request for Hire (move to recommend to hire Level 3 (if $50K or above)) -or- Approve to Extend Offer (move to request for hire approved) -or- Withdrawn (move to withdrawn) -or- Offer declined (move to offer declined)
Final Status: Recommend for Hire Approved

Hiring Details Workflow

After you have received notification that the candidate has been moved to the "recommend for hire approved" stage, Level 2 or a Business Manager must begin the hiring details immediately. The results of this workflow will allow HR to be notified of the hiring details to create the appointment document.

Who (owner)	Approval Action
Level 2	Initiate Hiring Details – (Staff, Pool, GA, Faculty)
Level 2	Create Hiring Details (enter information as accurately as possible, HR will use)
Level 2	Offer Approved (move to HR for contract generation) -or- Offer Declined
HR (Can be with HR for a 1 – 2 weeks)	Return (move to Create Hiring Details) -or- Approve (hiring details finalized) -or- Cancel
Final Status: HR Generate Contract – a draft appointment document will be sent to Level 2 for review.

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Annual review: You are required to participate in an annual review of performance.

Appointment Contingency: While the university expects to fulfill the terms of this appointment, this position is directly tied to external funding and is contingent on continued funding and availability of work for the duration of your appointment. Funding or working condition changes can occur at any time. This position may be eliminated, modified, or the percentage of appointments reduced, because of these changes.

Computers & Peripherals: In accordance with Information Technology Services (ITS) policies and the agreement with the dean, you will be provided a computer. Computers are networked to printers/scanners/copiers in the department.

Course enrollment: You are paid based on credit hours assigned to this course and based on enrollment. This offer is contingent upon the number of credits assigned to the course and upon satisfactory enrollment in the assigned courses, or related courses, as determined by the Dean in consultation with the Provost at the conclusion of the registration period. If enrollments are not sufficient to warrant continuing one or more of the courses, the appointment may be modified to suit the enrollment demands, including withdrawal of this offer.

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.

Early Start (CASSH): You requested an early start (with a pro-rated one-month salary) for the month beginning August 1, in the year this contract will be effective for the purpose of writing a scholarly article for submission to an academic outlet. Prior to August 1, please submit a one- to two-page prospectus to the College stating what specifically you would do during August.

Early Start (CSH): You have the opportunity to request an early start (with a pro-rated one-month salary) for the month beginning August 1, in the year this contract will be effective. For the purpose of writing and submitting grant proposals (one internal grant proposal and one external grant proposal as required by the Provost’s Office). To request an early start, you would submit a one- to two-page proposal to the College of Science and Health office (by June 1) stating what specifically you would do during August, what grants you would submit (projects and funding agency information) and an estimate of the dollar amount of the grant(s). Possible internal grants include: UWL Faculty Research Grant for possible support for the following summer term, UWL Faculty Development Grant, and/or UWL International Development Grant. Information on these internal grant opportunities (as well as UW System grant opportunities) can be found at http://www.uwlax.edu/grants/

Employment Eligibility: This offer may be withdrawn or terminated if this contingency is not satisfied: completion of the Employment Eligibility Verification Form I-9 on or before the first day of employment.

General position responsibilities: The duties and responsibilities, as outlined in the attached position description, will be reviewed with you by your chair/supervisor.

Graduate Assistant / Teaching Assistant Conditions of employment:
*Satisfactory performance of your assistantship duties.
*Maintenance of Good Academic Standing, per University academic policies.
*Adherence to other University academic policies.

Irregular Annual Appointment: Your appointment is less than one full-time equivalent (FTE), and as such, you will be required to not be engaged for work during certain periods of time throughout the fiscal year. These dates will be defined by your supervisor and require notice to Human Resources as to when you will not be reengaged for work. Please refer to this resource for additional information. https://www.uwlax.edu/globalassets/offices-services/human-resources/irregular-contract-addendum-.pdf

Multiple Positions: Employment at UW-L is comprised of multiple positions. Continued employment in one position, is contingent on continued employment in the other position(s). You will receive a separate appointment document for each position held at UW-La Crosse. [Insert both positions and appointment data].

NCAA regulations: Your coaching assignment includes pre-season preparation, organization, practice, post-season tournaments, record and report completion, and details of related matters. We are required according to NCAA Bylaw 11.2 to advise you of your responsibility for adherence to all NCAA regulations.
*A staff member who is "found in violation of NCAA regulations shall be subject to disciplinary or corrective action as set forth in the provisions of the NCAA enforcement procedures."
*Such action may include suspension for a period of time, without pay, or termination if the violation is significant or repetitive.
*Your preseason coaching duties will be established by the Athletic Director in compliance with the NCAA Bylaws.
*Compensation for preseason duties that are outside the academic appointment period will be paid as a lump sum payment.

New employee Criminal Background Check: This offer of employment is conditional pending the results of a criminal background check and/or 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.

Non-exempt employees: A non-exempt position is entitled to overtime/compensatory time, for hours worked over 40 per workweek. Overtime is subject to the UW-La Crosse Overtime and Compensatory Leave policy: https://kb.uwlax.edu/internal/103690

Non-Redbook: This position is not eligible for any pay increases or career promotion.

Partner/Spousal Hiring: You have requested to engage the university's spousal/partner hiring policy. This policy allows for a review of any vacant position not yet posted to determine if the partner meets the qualifications for that vacant position. If the supervisor for that position determines an interview is appropriate, your partner will receive an interview and possible employment. There are no guarantees for placement. Learn more at: https://kb.uwlax.edu/103693

Position Funding: This position is contingent on program needs, availability of work, and continued funding as defined by the grant or program funder. Funding changes can occur at any time. This position may be eliminated, or the percentage of appointments reduced, as a result of funding changes.

Project-Based Appointment:
*The expected length of this project appointment is: [INSERT NUMBER OF MONTHS/YEARS].
*The UW System University System Administrative Policy 1256 states that the total duration of a project appointment cannot exceed four (4) years.
*Project employees are ‘at will’. The project appointment may be terminated without notice, for any reason.
*As a project employee, you are subject to the Wisconsin Retirement System (WRS) eligibility requirements in Wis. Stat. 40.02(26) and 40.22 and in Chap. 3 of the WRS administrative manual.
*Project employees with an appointment of 50% or greater are eligible for full employer contribution towards health insurance, in addition to other benefits as outlined in UW System Administrative Policy 1256.

Rehired annuitant: You are required to complete the attached Rehired Annuitant form (ET-3219). You are responsible for maintaining and monitoring your hours as required by ETF as an affected annuitant.

Relocation Assistance: You have been awarded up to $X in direct assistance and/or $X in indirect assistance. Mileage reimbursement is at the current IRS rate and is provided as part of the direct reimbursement assistance and is for one vehicle for one way to La Crosse, Wisconsin from your current place of residence. All applicable relocation awards must comply with university policy. For more information on how the relocation assistance is awarded and paid to the employee, please reference this policy: https://www.uwlax.edu/globalassets/offices-services/business-services/policies/2020.06.16-updates---uwl-relocation-policy.pdf

Research Interns: The University of Wisconsin System Unclassified Personnel Guidelines state that Interns can only be appointed for up to a three-year term.

Start-Up Costs: As stated in this appointment document, you have been awarded startup funds for one or more of the following, research, professional development, specialized equipment purchase. The costs for the startup conditions must be approved prior to the procurement of any services, materials, or equipment.

Teaching Load/Course Reduction: You have been granted a course reassignment for research or other projects. The terms of this will be discussed and agreed to by your department chair.

Temporary appointment:
*The need for this position/duties is temporary in nature.
*The UW System University Personnel System Administrative Policy 1256 states temporary employees are limited to working 1040 hours within 12 months from the start date of the position.
*Temporary employees are ‘at will’. The appointment may be terminated without notice, for any reason.
*As a temporary employee, you are subject to the Wisconsin Retirement System (WRS) eligibility requirements in Wis. Stat. 40.02(26) and 40.22 and in Chap. 3 of the WRS administrative manual.
*Temporary employees are typically not eligible for benefits upon hire. Human Resources will review this appointment and notify you if you are benefits eligible. Additional information can be found in UW System Administrative Policy 1256.
*This position is not eligible for any pay increases or career progression/promotion.

University Staff Probationary Period:
*This position requires you to serve a probationary period.
*During your probationary period your performance will be evaluated. Your supervisor will share the results of the evaluation with you.
*Your probation end date is: [INSERT DATE].

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A thumbnail overview of hiring related issues for tenure-track (ranked faculty).

RANK - unless specifically indicated otherwise in the advertisement for the position, UWL hires at the rank of assistant professor. When a faculty member is hired into a tenure-track position but is not yet tenured, they are referred to as "probationary" and/or "junior" faculty.
OFFER - in most cases the offer is made by the Dean (occasionally by the department chair after the Dean has confirmed the details of the offer). The offer will include the salary, the length of the tenure clock, and the number of years of service granted towards promotion.
SALARY - starting salaries for all positions at UWL are based on CUPA data and reflect rank and discipline as benchmarked by peer institutions.
- Faculty contracts are traditionally 9-month contracts starting one week prior to the start of classes and ending when grades are due after the Spring semester. J-term (wintersession) and summer teaching is optional and reflected in overload pay.
- Faculty members who are ABD traditionally are hired at a salary 90% of the target salary. The salary is adjusted upon completion of the degree (contact HR).
TENURE & PROMOTION - it is crucial for hires to understand that tenure and promotion are separate processes at UWL.
- Tenure is a decision of the department and the Chancellor with a recommendation from the Dean and the Provost serving as the Chancellor's designee. The UW System Board of Regents approves the final list. There is no salary adjustment associated with tenure.
- Promotion is a decision of the department, a campus-wide committee, and the Chancellor. A base-salary increase is associated with successful promotion.
TENURE - the vast majority of faculty at UWL are hired with a "7-year tenure clock." A 7-year clock actually indicates that if awarded, tenure will go into effect in the faculty member's seventh year at the university.
- A seven-year clock means that faculty will be reviewed by their department in their sixth year of service (usually in the Fall and no later than early Spring semester) on the 5 years of service completed at UWL.
- Generally speaking, it is best for the candidate and the department for the tenure-clock to be 7-years as it allows for an appropriate amount of time to review faculty progress in the position in terms of teaching, scholarship, and service. If a faculty member comes to UWL with a substantial level of previous higher education experience, the Dean (with approval from the Provost) may offer a shorter tenure clock.
- Faculty are traditionally hired with a 2 year contract, receive a review at the end of the first year, a formal contract-review in their second year and 1 or 2 year contracts until the time of the tenure review. The formal contract reviews are referred to as retention reviews and are based on departmental, school/college, and university criteria.
- Although a department can request an early tenure decision for a candidate, it is very unusual and will only be considered by the provost under extraordinary circumstances.
PROMOTION - at the time of offer, the Dean will indicate the number of years the candidate has been granted towards promotion. The number of years of service is determined by these guidelines. All promotion candidates for associate professor must have completed 3 years at UWL and 5 years of service overall (including the time at UWL). Unlike tenure, promotion eligibility merely indicates the "earliest" that a faculty member may be considered for promotion. In addition, if a faculty member is unsuccessful at promotion, there is no limit on the number of attempts. Complete information about promotion is available here; however, generally speaking, the Provost recommends that most junior faculty do not need to familiarize themselves with the criteria or process until after their first formal retention review within their departments.
Additional contract information for most new faculty hires will include start-up costs (if applicable) and any arrangements associated with completion of the doctorate (if not yet completed).

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Onboarding is a critical part of welcoming a new employee. Learn more at our onboarding center: https://www.uwlax.edu/human-resources/services/onboarding-center/onboarding/. Here you will learn about what the employee receives, and what your responsibilities will be to help transition the new employee to UWL.