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. 

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
• Handshake
• The Department of Workforce Development for Wisconsin's Job Board
• The Chronicle of Higher Education*
• HigherEdJobs.com

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

For more information on advertising, visit this link.

The PeopleAdmin program maintains and is used to manage all our active positions on-campus - faculty included. (Some faculty positions maintain specific requirements for the type of or purpose of the position). 

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

To stage your recruitment, you will want to make sure you connect with Human Resources first. The goal of this first phase is to get your recruitment posted quickly. 

Human Resources will replicate what is included in the Position Description in the Recruitment; however, there are several items that the supervisor or department chair should consider prior to launching the recruitment.

• Develop an inviting introduction (placed in the Position Summary field) to candidates so they are encouraged to apply for your position. Consider including the target salary offer to entice candidates to apply as well.  HR can assist with the development of this.
• Understand the approval process to have your recruitment posted.  It will take between 2-3 days to receive institutional approval from the Budget Office and Affirmative Action/Equity.  Learn more about the approval process here: https://kb.uwlax.edu/108555 
  
  

The primary goal of this phase of the recruitment process is to get your position posted as soon as possible to start accepting applications.  In that effort, the following information can be added to your recruitment as you go through the approval process:

• Addition* of Search Panel/Committee members to your recruitment.
• Addition* of the Evaluation/Selection Criteria to your recruitment. 

*Work with Human Resources to add these to the staged recruitment as they are now housed in PeopleAdmin.  

Training on PeopleAdmin. Your committee will get an automatic email once the recruitment is posted, providing them information on how to access the applications and to set up time to meet with HR (on their own time) if they require additional training on how to navigate the PeopleAdmin system. No in person meeting is required.

Affirmative Action and Equity Training. In the same email inviting committee members to access applications will be provide a link to the required Affirmative Action and Equity training.  No in person meeting is required. 

Many searches prefer to develop the search criteria along with the input of their panel/committee.  The PeopleAdmin tool has a module called “Evaluation Criteria” To collaborate and create your Evaluation Criteria, please view these resources.

All questions that the committee asks during interviews, including reference questions must be approved by the Affirmative Action Officer. Please submit all questions via email to equity@uwlax.edu for review.  This office will forward the approved questions to Human Resources.

Need help creating questions?  HR has placed the approved questions from previous searches, (accessible only to UWL employees) as well as other interview resources online.  Access them here.  Additional resources can be found at the Affirmative Action/Equity Office.

Use this link to post your meetings.  Simply add into the agenda section your agenda “Meeting of Search Committee to consider Applicants”. 

Your notes of the meeting can simply state members of the committee present, the times of meeting begin and meeting end, and the general nature of your meeting, e.g., Meeting to discuss the consideration of applicants for [Recruitment Name].  (You will need to note if you had entered a closed session). 

For a compliance guide and information on the Open Meetings law, visit the Office of General Counsel’s resource page.

As a requirement for managing the applicants within the recruitment Search chairs will be required to Tier applicants; either as they go or at the conclusion of their search.

To help panels/committees with the assessment of which tier should be applied, HR has produced these helpful tools:

• 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. 

HR can assist, by simply emailing hrinfo@uwlax.edu with the names and ranking of each candidate. 

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.

Only finalists need to be approved by Affirmative Action/Equity prior to bringing them to campus. All other interviews can be conducted without approval. To view a step-by-step guide on how to request approval for the finalist interviews, visit: http://kb.uwlax.edu/108668.

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 interviewing your candidates.
• Many searches enjoy publishing the CV/Resume of the finalist that is being invited to campus to present at a campus forum or with a larger group. When publishing the CV/Resume, let the candidate know ahead of time that this is happening; redact personal information – such as phone, address, email, and names/contact of references; publish the redacted PDF document of the CV/Resume on a secure site that requires login for employees to view.

For additional resources on interviewing visit the HR Recruitment Toolkit.

While much of this occurs outside of PeopleAdmin, once a decision has been made by the hiring authority, (usually the Dean or Vice Chancellor), the supervisor or department chair should advance the selected candidate in PeopleAdmin to formally record the approval.

• Step-by-step guide to “Recommend for Hire/Approval to Extend a Verbal Offer” in PeopleAdmin.

The initial “Recommend to Hire” follows this sequence for approvals:

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

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

Hiring Details
Once the recommendation to hire has been approved, either the Level 2 user (Dean/Director) or Business Manager for the division can enter the hiring details.  This is the last step in the hiring process for the department and/or panel/search.

After the verbal offer has been approved, the supervisor/department chair or the Business Manager will have access to create the hiring details. To create the hiring details, please review this article: https://kb.uwlax.edu/108711.

Please note, that once you have entered and completed the hiring details, you must advance the hiring details to the next step in the workflow process. Typically, the next stage will be to HR for Contract Generation; or in the case of Pool Searches, it may be to the Budget Office for review/approval.

Documents needed from the Search Committee

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 
• photocopies/scans of actual advertisements placed (ads placed by HR are not needed, only those placed by the committee/panel)
• photocopies/scans of any solicited application documents, interview exams/exercises, and the results received outside of PeopleAdmin
• audio or video recording of any interviews

All documents must be combined into one PDF file and submitted via this form.

Hiring an International Scholar 

For faculty searches, if your search results in the hiring of an international faculty member, (i.e. someone who will require H1B or PERM sponsorship), please contact the Recruitment Specialist as soon as possible. Additional documentation and materials will be needed.  

Information for Search Chairs and Supervisors

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. 

The PeopleAdmin program maintains and is used to manage all our active positions on-campus - faculty included. (Some faculty positions maintain specific requirements for the type of or purpose of the position). 

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

To stage your recruitment, you will want to make sure you connect with Human Resources first. The goal of this first phase is to get your recruitment posted quickly. 

Human Resources will replicate what is included in the Position Description in the Recruitment; however, there are several items that the supervisor or department chair should consider prior to launching the recruitment.

• Develop an inviting introduction (placed in the Position Summary field) to candidates so they are encouraged to apply for your position. Consider including the target salary offer to entice candidates to apply as well.  HR can assist with the development of this.
• Understand the approval process to have your recruitment posted.  It will take between 2-3 days to receive institutional approval from the Budget Office and Affirmative Action/Equity.  Learn more about the approval process here: https://kb.uwlax.edu/108555 
  
  

The primary goal of this phase of the recruitment process is to get your position posted as soon as possible to start accepting applications.  In that effort, the following information can be added to your recruitment as you go through the approval process:

• Addition* of Search Panel/Committee members to your recruitment.
• Addition* of the Evaluation/Selection Criteria to your recruitment. 

*Work with Human Resources to add these to the staged recruitment as they are now housed in PeopleAdmin.  

Training on PeopleAdmin. Your committee will get an automatic email once the recruitment is posted, providing them information on how to access the applications and to set up time to meet with HR (on their own time) if they require additional training on how to navigate the PeopleAdmin system. No in person meeting is required.

Affirmative Action and Equity Training. In the same email inviting committee members to access applications will be provide a link to the required Affirmative Action and Equity training.  No in person meeting is required. 

Many searches prefer to develop the search criteria along with the input of their panel/committee.  The PeopleAdmin tool has a module called “Evaluation Criteria” To collaborate and create your Evaluation Criteria, please view these resources.

Use this link to post your meetings.  Simply add into the agenda section your agenda “Meeting of Search Committee to consider Applicants”. 

Your notes of the meeting can simply state members of the committee present, the times of meeting begin and meeting end, and the general nature of your meeting, e.g., Meeting to discuss the consideration of applicants for [Recruitment Name].  (You will need to note if you had entered a closed session). 

For a compliance guide and information on the Open Meetings law, visit the Office of General Counsel’s resource page.

All questions that the committee asks during interviews, including reference questions must be approved by the Affirmative Action Officer. Please submit all questions via email to equity@uwlax.edu for review.  This office will forward the approved questions to Human Resources.

Need help creating questions?  HR has placed the approved questions from previous searches, (accessible only to UWL employees) as well as other interview resources online.  Access them here.  Additional resources can be found at the Affirmative Action/Equity Office.

As a requirement for managing the applicants within the recruitment Search chairs will be required to Tier applicants; either as they go or at the conclusion of their search.

To help panels/committees with the assessment of which tier should be applied, HR has produced these helpful tools:

• 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. 

HR can assist, by simply emailing hrinfo@uwlax.edu with the names and ranking of each candidate. 

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.

Only finalists need to be approved by Affirmative Action/Equity prior to bringing them to campus. All other interviews can be conducted without approval. To view a step-by-step guide on how to request approval for the finalist interviews, visit: http://kb.uwlax.edu/108668.

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 interviewing your candidates.
• Many searches enjoy publishing the CV/Resume of the finalist that is being invited to campus to present at a campus forum or with a larger group. When publishing the CV/Resume, let the candidate know ahead of time that this is happening; redact personal information – such as phone, address, email, and names/contact of references; publish the redacted PDF document of the CV/Resume on a secure site that requires login for employees to view.

For additional resources on interviewing visit the HR Recruitment Toolkit.

While much of this occurs outside of PeopleAdmin, once a decision has been made by the hiring authority, (usually the Dean or Vice Chancellor), the supervisor or department chair should advance the selected candidate in PeopleAdmin to formally record the approval.

• Step-by-step guide to “Recommend for Hire/Approval to Extend a Verbal Offer” in PeopleAdmin.

The initial “Recommend to Hire” follows this sequence for approvals:

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

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

Hiring Details
Once the recommendation to hire has been approved, either the Level 2 user (Dean/Director) or Business Manager for the division can enter the hiring details.  This is the last step in the hiring process for the department and/or panel/search.

After the verbal offer has been approved, the supervisor/department chair or the Business Manager will have access to create the hiring details. To create the hiring details, please review this article: https://kb.uwlax.edu/108711.

Please note, that once you have entered and completed the hiring details, you must advance the hiring details to the next step in the workflow process. Typically, the next stage will be to HR for Contract Generation; or in the case of Pool Searches, it may be to the Budget Office for review/approval.

Documents needed from the Search Committee

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 
• photocopies/scans of actual advertisements placed (ads placed by HR are not needed, only those placed by the committee/panel)
• photocopies/scans of any solicited application documents, interview exams/exercises, and the results received outside of PeopleAdmin
• audio or video recording of any interviews

All documents must be combined into one PDF file and submitted via this form.

Hiring an International Scholar 

For faculty searches, if your search results in the hiring of an international faculty member, (i.e. someone who will require H1B or PERM sponsorship), please contact the Recruitment Specialist as soon as possible. Additional documentation and materials will be needed.  

Information for Search Chairs and Supervisors

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. 

The PeopleAdmin program maintains and is used to manage all our active positions on-campus - faculty included. (Some faculty positions maintain specific requirements for the type of or purpose of the position). 

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

To stage your recruitment, you will want to make sure you connect with Human Resources first. The goal of this first phase is to get your recruitment posted quickly. 

Human Resources will replicate what is included in the Position Description in the Recruitment; however, there are several items that the supervisor or department chair should consider prior to launching the recruitment.

• Develop an inviting introduction (placed in the Position Summary field) to candidates so they are encouraged to apply for your position. Consider including the target salary offer to entice candidates to apply as well.  HR can assist with the development of this.
• Understand the approval process to have your recruitment posted.  It will take between 2-3 days to receive institutional approval from the Budget Office and Affirmative Action/Equity.  Learn more about the approval process here: https://kb.uwlax.edu/108555 
  
  

The primary goal of this phase of the recruitment process is to get your position posted as soon as possible to start accepting applications.  In that effort, the following information can be added to your recruitment as you go through the approval process:

• Addition* of Search Panel/Committee members to your recruitment.
• Addition* of the Evaluation/Selection Criteria to your recruitment. 

*Work with Human Resources to add these to the staged recruitment as they are now housed in PeopleAdmin.  

Training on PeopleAdmin. Your committee will get an automatic email once the recruitment is posted, providing them information on how to access the applications and to set up time to meet with HR (on their own time) if they require additional training on how to navigate the PeopleAdmin system. No in person meeting is required.

Affirmative Action and Equity Training. In the same email inviting committee members to access applications will be provide a link to the required Affirmative Action and Equity training.  No in person meeting is required. 

Many searches prefer to develop the search criteria along with the input of their panel/committee.  The PeopleAdmin tool has a module called “Evaluation Criteria” To collaborate and create your Evaluation Criteria, please view these resources.

All questions that the committee asks during interviews, including reference questions must be approved by the Affirmative Action Officer. Please submit all questions via email to equity@uwlax.edu for review.  This office will forward the approved questions to Human Resources.

Need help creating questions?  HR has placed the approved questions from previous searches, (accessible only to UWL employees) as well as other interview resources online.  Access them here.  Additional resources can be found at the Affirmative Action/Equity Office.

Use this link to post your meetings.  Simply add into the agenda section your agenda “Meeting of Search Committee to consider Applicants”. 

Your notes of the meeting can simply state members of the committee present, the times of meeting begin and meeting end, and the general nature of your meeting, e.g., Meeting to discuss the consideration of applicants for [Recruitment Name].  (You will need to note if you had entered a closed session). 

For a compliance guide and information on the Open Meetings law, visit the Office of General Counsel’s resource page.

As a requirement for managing the applicants within the recruitment Search chairs will be required to Tier applicants; either as they go or at the conclusion of their search.

To help panels/committees with the assessment of which tier should be applied, HR has produced these helpful tools:

• 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. 

HR can assist, by simply emailing hrinfo@uwlax.edu with the names and ranking of each candidate. 

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.

Only finalists need to be approved by Affirmative Action/Equity prior to bringing them to campus. All other interviews can be conducted without approval. To view a step-by-step guide on how to request approval for the finalist interviews, visit: http://kb.uwlax.edu/108668.

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 interviewing your candidates.
• Many searches enjoy publishing the CV/Resume of the finalist that is being invited to campus to present at a campus forum or with a larger group. When publishing the CV/Resume, let the candidate know ahead of time that this is happening; redact personal information – such as phone, address, email, and names/contact of references; publish the redacted PDF document of the CV/Resume on a secure site that requires login for employees to view.

For additional resources on interviewing visit the HR Recruitment Toolkit.

While much of this occurs outside of PeopleAdmin, once a decision has been made by the hiring authority, (usually the Dean or Vice Chancellor), the supervisor or department chair should advance the selected candidate in PeopleAdmin to formally record the approval.

• Step-by-step guide to “Recommend for Hire/Approval to Extend a Verbal Offer” in PeopleAdmin.

The initial “Recommend to Hire” follows this sequence for approvals:

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

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

Hiring Details
Once the recommendation to hire has been approved, either the Level 2 user (Dean/Director) or Business Manager for the division can enter the hiring details.  This is the last step in the hiring process for the department and/or panel/search.

After the verbal offer has been approved, the supervisor/department chair or the Business Manager will have access to create the hiring details. To create the hiring details, please review this article: https://kb.uwlax.edu/108711.

Please note, that once you have entered and completed the hiring details, you must advance the hiring details to the next step in the workflow process. Typically, the next stage will be to HR for Contract Generation; or in the case of Pool Searches, it may be to the Budget Office for review/approval.

Documents needed from the Search Committee

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 
• photocopies/scans of actual advertisements placed (ads placed by HR are not needed, only those placed by the committee/panel)
• photocopies/scans of any solicited application documents, interview exams/exercises, and the results received outside of PeopleAdmin
• audio or video recording of any interviews

All documents must be combined into one PDF file and submitted via this form.

Hiring an International Scholar 

For faculty searches, if your search results in the hiring of an international faculty member, (i.e. someone who will require H1B or PERM sponsorship), please contact the Recruitment Specialist as soon as possible. Additional documentation and materials will be needed.  

Information for Search Chairs and Supervisors

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.