Hiring Toolkit

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

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.  

Information regarding the ad placement in the local press, along with the additional placement in online media formats can be found here.

Last modified: 09/15/2021

Recommended Postings expanding section updated

Faculty

  • Chronicle of Higher Education - Spotlight Advertisements
  • Inside Higher Education - Spotlight Advertisements (and diversity job board and email push)
  • Discipline Specific Journal or Newsletter

Professional and Support Staff

  • Chronicle of Higher Education
  • Inside Higher Education 
  • NACUBO
  • Profession specific organization
  • Local media/La Crosse Tribune
  • Indeed
  • LinkedIn

 

Last modified: 09/16/2021

Last modified: 09/16/2021

Appointment Details standard language expanding section
Annual review: You are required to participate in an annual review of performance.
Appointment Details Regarding Employment Policies: All employees are subject to certain sets of policies.  For information on all employment policies or practices, visit the HR Police and Compliance Center and the UW System Policy Page.  Employees should also review the Employee Handbook.
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].  

Last modified: 07/15/2021

Approval for and steps to make an offer and hire expanding section

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.

Last modified: 05/28/2021

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

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

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

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

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

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: 09/16/2021

Faculty Hiring Info expanding section

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).

Last modified: 01/31/2019

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

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

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

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
  • 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
  • Level 1 – Supervisors / Hiring Managers
  • Level 2 – Dean / Directors
  • Level 3 – Vice Chancellor

Last modified: 04/14/2021

Last modified: 09/16/2021

Onboarding expanding section

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.

Last modified: 05/28/2021

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

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: 09/16/2021

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

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

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

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

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

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: 09/16/2021

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

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

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: 09/16/2021