Recruitment

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. 

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?

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. 

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. 

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.

Promoting or advertising your position is critical in yielding the largest possible number of qualified candidates.  Human Resources can help advise on where/how you advertise the position as well as help post your recruitment.   

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.

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 

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. 

Tiering Methodology

As a requirement for managing the applicants within the recruitment, the Level 1 users, (i.e. Search Chairs or Supervisors) will need to tier candidates based on their qualifications.  The Level 1 users will also have to report the reason for disqualification.  Those reasons are listed here:

• Tiering reasons for staff
• Tiering reasons for faculty

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. 

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.

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. 

Interview Questions

Interview questions for each stage of the search must be approved by the Office of Affirmative Action and Equity. As chair, you will be assigned to a Canvas course through the Office of Affirmative Action and Equity. To have your questions approved, you must use the AAO Canvas site.

• You will need to upload your draft questions via this assignment (see this page for any questions regarding uploading assignments via Canvas). 
• The Affirmative Action Officer will either approve the questions via Canvas or assign an Incomplete grade with comments for review. 

Once received, Human Resources will let you know that they have been approved uploaded to the Recruitment and THEN you may proceed with the request to interview candidates.  

When inviting a candidate to campus or to an interview, please consider these best practices:

• When calling a candidate to confirm if they are still interested in the position and open to an interview, disclose the "Target Salary/Wage" identified in the Recruitment posting.  This information will also help the candidate decide if they wish to continue in the interview process. 
• Follow up your phone call invitation with an email confirmation. 
  • List the date, time, location, and parking information, (parking services do have temporary permits available for purchase), so that the candidate can easily arrive at the interview site. 
  • Identify by name and title the other members of your search panel/committee.
  • Include this link: https://www.uwlax.edu/human-resources/services/talent-acquisition-and-employment/finalist-welcome/ for the candidate to review important information about UW-La Crosse, benefits, and the La Crosse region.
• Remember to have your interview questions approved by the Affirmative Action Officer prior to actually interviewing your candidates.  

Advertising

Recruitments that may struggle with advertising should contact Human Resources.  It is recommended that recruitments place between 3-5 additional advertisements for postings.  Some considerations:

• Spotlight your posting with  an ad from the Chronicle of Higher Education (HR can assist)
• Post on Linked In, (HR can assist)
• Post on your department/unit social media accounts
• Advertise in your discipline's professional organization(s) or newsletters

Direct Recruitment

Human Resources can also help with Direct recruitment.  

• Have your panel/committee provide a list of their own professional colleagues who may be interested in your open position.  HR can target direct communication and invite them to apply for your recruitment. 
• HR can review the State of Wisconsin, Department of Workforce Development's Job Application System to see if there are any matches to your recruitment. 
• HR may also have CVs on hand from our partner/spousal hiring programs.  

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 

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.

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. 

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.

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?

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. 

Promoting or advertising your position is critical in yielding the largest possible number of qualified candidates.  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.

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 

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. 

Tiering Methodology

As a requirement for managing the applicants within the recruitment, the Level 1 users, (the supervisor) will need to tier candidates based on their qualifications.  Level 1 users will also have to report the reason for disqualification.  Those reasons are listed here:

• Tiering reasons for staff

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. 

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.

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. 

Interview Questions

Interview questions for each stage of the search must be approved by the Office of Affirmative Action and Equity. As chair, you will be assigned to a Canvas course through the Office of Affirmative Action and Equity. To have your questions approved, you must use the AAO Canvas site.

• You will need to upload your draft questions via this assignment (see this page for any questions regarding uploading assignments via Canvas). 
• The Affirmative Action Officer will either approve the questions via Canvas or assign an Incomplete grade with comments for review. 

Once received, Human Resources will let you know that they have been approved uploaded to the Recruitment and THEN you may proceed with the request to interview candidates.  

When inviting a candidate to campus or to an interview, please consider these best practices:

• When calling a candidate to confirm if they are still interested in the position and open to an interview, disclose the "Target Salary/Wage" identified in the Recruitment posting.  This information will also help the candidate decide if they wish to continue in the interview process. 
• Follow up your phone call invitation with an email confirmation. 
  • List the date, time, location, and parking information, (parking services do have temporary permits available for purchase), so that the candidate can easily arrive at the interview site. 
  • Identify by name and title the other members of your search panel/committee.
  • Include this link: https://www.uwlax.edu/human-resources/services/talent-acquisition-and-employment/finalist-welcome/ for the candidate to review important information about UW-La Crosse, benefits, and the La Crosse region.
• Remember to have your interview questions approved by the Affirmative Action Officer prior to actually interviewing your candidates.  

Advertising

Recruitments that may struggle with advertising should contact Human Resources.  It is recommended that recruitments place between 3-5 additional advertisements for postings.  Some considerations:

• Spotlight your posting with  an ad from the Chronicle of Higher Education (HR can assist)
• Post on Linked In, (HR can assist)
• Post on your department/unit social media accounts
• Advertise in your discipline's professional organization(s) or newsletters

Direct Recruitment

Human Resources can also help with Direct recruitment.  

• Have your panel/committee provide a list of their own professional colleagues who may be interested in your open position.  HR can target direct communication and invite them to apply for your recruitment. 
• HR can review the State of Wisconsin, Department of Workforce Development's Job Application System to see if there are any matches to your recruitment. 
• HR may also have CVs on hand from our partner/spousal hiring programs.  

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.

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.