Recruitment

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

• Tiering reasons for staff
• Tiering reasons for faculty

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. In addition, if the search results in you hiring a candidate requiring immigration sponsorship, these reasons will be needed to inform the Department of Homeland Security and the United States Customs and Immigration Services Department as to why a US-based citizen was not selected.  

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.  

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.  

This 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. 

References are an important part of verifying information provided by candidates.  During the application phase, the candidate will be asked for a set of references so that at the finalist stage, listed references may be contacted.  

Reference questions must be pre-approved by the Affirmative Action Officer and uploaded to the "Posting Documents" section of the recruitment. 

PeopleAdmin allows for an automated process of collecting confidential letters of recommendation from references that may be viewed by the committee.  For more information regarding this feature, review this article.

HR recommends a minimum of three (3) documented reference checks and that they are completed prior to candidates being invited from outside the immediate area for an on-campus interview. Reference checks for local recruitment may be done either before or after candidates have been interviewed on campus.

The committee/panel may conduct telephone reference checks on each of the applicants still under consideration. Two or more committee/panel members shall be present for each reference call. For each call, a written record will be maintained until the close of the search at-which-time these reference notes must be shredded. Each committee/panel member shall maintain their own documentation of information provided during the reference checks. Personal notes are not part of the official record. In the event any personal written notes are shared with other committees/panel members, they do become part of the public record and must not be destroyed.

The committee/panel retains the right to make off-list phone calls. Off-list phone calls are reference calls to individuals not on the applicant’s list of references. Given that confidentiality requests by the applicants are still respected during this phase of the process, all applicants must be informed prior to any off-list phone calls being made, and a provision must be provided for the applicant to specifically identify any individuals they do not wish to have called.

As indicated in UW System Administrative Policy 1275: Recruitment Policies, UW System institutions must ask the most recent employer and any UW System institution that the finalist has worked for within the past 7 years prior to a job offer, 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. This is required for all faculty, academic staff, limited and university staff-permanent recruitments. The search committee chair will record or email the completed question form to the Recruiter.

For additional information or a template on reference questions, please view these resources:

• Approved reference question samples
• Conducting due diligence - internal candidates 

On-Campus Interviews

For Faculty and Administrative Searches, a full day of activities is usually planned, inclusive of meetings with stakeholders, an open forum for the campus community, and other activities.  For other searches, 1/2 day activities are usually planned.  

Please note that during the on-campus visits for finalists, confidentiality cannot be guaranteed and is subject to other open meeting requirements.  

For more information or for planning on-campus interviews, please consult with your Human Resource Partner. 

Travel reimbursement/relocation tools

• How to arrange and pay for interview candidate travel
• Hosted meals for interview candidates
• Travel information and news

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

There are two steps to the hiring process in PeopleAdmin.

1. Recommend for hire/approval to extend a verbal offer
2. Initiate the hiring details to create the appointment document

The initial Recommend to Hire follows this sequence for approvals:

• Initiate request to hire by the Search Chair or 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. 

Both processes must be processed in PeopleAdmin, even though conversations and decisions may occur outside of the system.  The two processes record the decision for historic purposes.  

The second process, completing the "Hiring Details" is covered later in this training website. 

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. 

This is also critical if you have hired an international scholar who will need sponsorship.  The correct tiering and reason for the tier, or non-selection, is used in the sponsorship process. 

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

After the verbal offer has been approved, Level 1 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:

• Professional Development: Up to $X,XXX for travel, supplies, and/or equipment related to research which must be spent within the first [NUMBER OF YEARS] fiscal years of employment.  Approval is required by the department chair prior to purchase. 
• 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.
• Teaching Load/Course Reduction:
  • For the academic year, xxxx-xxxx teaching load is reduced to x credits per semester (Fall and Spring) from 12 credits per semester, with a xx% reassignment to engage in additional scholarship activities.
  • xx credits per semester beginning Academic Year xxxx-xxxx.
• 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

Faculty: If a foreign national is hired, the Department Chair and the Dean will assist HR with the necessary collection of documents to pursue authorization to work. HR will submit petitions on behalf of UWL for foreign national hires in compliance with federal, state, UW System, and UWL rules, regulations, policies, and procedures.

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.

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:

• Tiering reasons for staff

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 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.  

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.  

This 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. 

References are an important part of verifying information provided by candidates.  During the application phase, the candidate will be asked for a set of references so that at the finalist stage, listed references may be contacted.  

Reference questions must be pre-approved by the Affirmative Action Officer and uploaded to the "Posting Documents" section of the recruitment. 

PeopleAdmin allows for an automated process of collecting confidential letters of recommendation from references that may be viewed by the committee.  For more information regarding this feature, review this article.

HR recommends a minimum of three (3) documented reference checks and that they are completed prior to candidates being invited from outside the immediate area for an on-campus interview. Reference checks for local recruitment may be done either before or after candidates have been interviewed on campus.

The committee/panel may conduct telephone reference checks on each of the applicants still under consideration. Two or more committee/panel members shall be present for each reference call. For each call, a written record will be maintained until the close of the search at-which-time these reference notes must be shredded. Each committee/panel member shall maintain their own documentation of information provided during the reference checks. Personal notes are not part of the official record. In the event any personal written notes are shared with other committees/panel members, they do become part of the public record and must not be destroyed.

The committee/panel retains the right to make off-list phone calls. Off-list phone calls are reference calls to individuals not on the applicant’s list of references. Given that confidentiality requests by the applicants are still respected during this phase of the process, all applicants must be informed prior to any off-list phone calls being made, and a provision must be provided for the applicant to specifically identify any individuals they do not wish to have called.

As indicated in UW System Administrative Policy 1275: Recruitment Policies, UW System institutions must ask the most recent employer and any UW System institution that the finalist has worked for within the past 7 years prior to a job offer, 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. This is required for all faculty, academic staff, limited and university staff-permanent recruitments. The search committee chair will record or email the completed question form to the Recruiter.

For additional information or a template on reference questions, please view these resources:

• Approved reference question samples
• Conducting due diligence - internal candidates 

On-Campus Interviews

For staff searches, usually, the interview will last 1 or 2 hours with an interview by the search panel and/or members of the hiring department.  For some searches, 1/2 day activities may be planned with additional internal or external stakeholders.  

Please note that during the on-campus visits for finalists, confidentiality cannot be guaranteed and is subject to other open meeting requirements.  

For more information or for planning on-campus interviews, please consult with your Human Resource Partner. 

Travel reimbursement/relocation tools

• How to arrange and pay for interview candidate travel
• Hosted meals for interview candidates
• Travel information and news

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.  

There are two steps to the hiring process in PeopleAdmin.

1. Recommend for hire/approval to extend a verbal offer
2. Initiate the hiring details to create the appointment document

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. 

Both processes must be processed in PeopleAdmin, even though conversations and decisions may occur outside of the system.  The two processes record the decision for historic purposes.  

The second process, completing the "Hiring Details" is covered later in this training website. 

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. 

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.

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:

• Process flow chart
• Search and screen procedures for pools
• Position descriptions
• Pool ad template

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. 

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. 

Affirmative Action: Restricted access to recruitment materials and selected applicants for interviews within an active recruitment.  This user is required to approve the search before the recruitment can begin and required to approve the individual candidates

Budget & Finance: Varying access – the ability to navigate and see hiring details, approve requisitions, and assist with the coordination of budget and finances within a respective unit. 

Business Manager: Varying access – the ability to navigate and see hiring details, requisition details, and assist with the coordination of hiring activities. 

Human Resources: Complete access – the ability to manage all aspects of the PeopleAdmin program. 

Level 1: Recruitment only level access - ability to see only the recruitment that is assigned to a user. Level 1 access is only granted to the hiring supervisor and to the search and screen chair.  This access is limited for the duration of the recruitment.

Level 2: Department level access - ability to see all recruitments within a selected department(s). Hiring officials will retain department-level access to this level for the duration of their appointment as the head of the department/unit.

Level 3: Division level access – ability to see all recruitments within a division. The Provost and Vice-Chancellors will retain access to this level. Only certain position requires Level 3 approval; however, the division head will retain access to all departments/units in their division. 

Pool Hire: A candidate that has applied through a pool position on our recruitment website. These postings are posted longer than the general thirty (30) days in anticipation of future vacancies (e.g. retirements). 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.

Search Committee Member: Restricted access to only specific applicants in a recruitment.   

Committees and panels are the most common types of search & screen groups. To see a full list of options, visit the human resources recruitment webpage. 

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, Budget, Business 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) 

• How to use the Position Management program
• How to use the Onboarding program
• How to use the Guest User accounts

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.

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).

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.

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.

Recruitment Policy Procedures (printable .pdf of above)
Reference Check Form - Current Employer
Reference Check Form - Previous UW System or State of WI Employer
Training Slides 1.8.19