UW-La Crosse is committed to recruiting a diverse and talented workforce to engage our students in the mission and values of the university.  

This page is dedicated to helping support hiring officials and search committees through the recruitment process.  To start, select the type of recruitment you are interested in beginning from the list below.

Select a Search Process to Learn More

Administrative Searches expanding section

This process is used for the recruitment of senior administrators at UW-La Crosse and is conducted in a manner that is consistent, fair, transparent, efficient, inclusive, and that allows for the input of relevant constituencies and governance groups. Please see the Administrative Search Policy for the composition of the committee. 

Last modified: 02/02/2021

Direct Appointments expanding section

A direct appointment is the process for hiring an employee through an administrative review and must be approved by the Dean/Director, Budget Office, Vice-Chancellor of the department or unit, Human Resources, and the Chancellor. Recruitment is waived and the appointee will not be required to go through a recruitment process.

Direct appointments are rare. They are used only after a careful review on a case-by-case basis. They may be considered in situations when:

  • There is a history of unsuccessful searches.
  • The required qualifications for the position are unique, necessary, making it extremely difficult to hire for the position.
  • A current employee or a potential employee is uniquely qualified for the position.

This is not an exhaustive list of situations that might be suitable for a direct appointment, but serve to illustrate the rationale.

If this type of search is needed for your area, please consult with your Human Resources Partner. And then make the request online here

Additional resources:

 

Last modified: 02/02/2021

Search Committee Process expanding section
Search and Screen Committee information expanding section
What is a Search and Screen Committee? expanding section

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. 

Last modified: 04/14/2021

What is the Recruitment Process? expanding section

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?

Last modified: 09/23/2021

What are your selection criteria? expanding section

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. 

Last modified: 09/23/2021

What is a Search and Screen Committee? expanding section

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. 

Last modified: 04/14/2021

Who are the committee members? expanding section

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.

Last modified: 09/23/2021

Consider External/Outside advertising options expanding section

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.

Last modified: 09/23/2021

Does the position description need updating in PeopleAdmin? expanding section

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 

Last modified: 04/14/2021

Last modified: 04/15/2021

Phase 1 - Approval process/Posting of Recruitment expanding section
Step 1 - Meet with HR Recruitment (in-take meeting) expanding section

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

Last modified: 09/17/2021

Step 2 - Draft a recruitment in PeopleAdmin expanding section
Step 2a - Draft a Recruitment in PeopleAdmin expanding section

PeopleAdmin is the software program that is used by the university to manage position descriptions, recruitments, and onboarding for our new employees.  As a Supervisor, it is expected that you undergo PeopleAdmin training to maintain and process the advancement of the recruitment to which you have been asked to manage.  Human Resources is available for support and consultation.

Creating your Recruitment

To begin, log into the PeopleAdmin program.  The information on how to create your recruitment and advance it through the approval process to be posted is contained in this knowledgebase article: https://kb.uwlax.edu/108617.  

Last modified: 04/14/2021

Step 2b - Upload your required documents to recruitment in PeopleAdmin expanding section

Every search requires certain documents to be created for storage and retention in each recruitment in the PeopleAdmin system. You may have completed these in a previous step, but if not, please ensure all of these documents have been completed.

The purpose of these documents is to ensure fairness, equity, and materials for approvers to understand the Search and Screen Committee's decision.   

Once these items are all completed, HR will upload them to the PeopleAdmin Recruitment for historical documentation.  

When completed with this step, you may proceed to the next item on this checklist. 

Last modified: 07/21/2021

Step 2c - Initiate approval process in PeopleAdmin expanding section

Approvals are required in order to post your Recruitment.  

Last modified: 04/14/2021

Last modified: 04/15/2021

Step 3 - The first Search and Screen Meeting expanding section
Step 3a - the first Search and Screen meeting expanding section

After you have given thought to the Search and Screen committee's composition, and it has been approved by the Affirmative Action Officer, you are ready to call the first meeting.

Wisconsin Open Meetings Law

Please be aware of the university's obligation to the Wisconsin Open Meetings Law, (WOML), and the need to post notice of your meeting.  Posting your meeting notice is required at least 24 hours prior to the meeting.  Save a copy of the posting as this will need to be added to the recruitment documents in PeopleAdmin at the end of the recruitment process.

At your first meeting

  • Elect a chair and recorder (required)
  • Discuss the timeline for the recruitment
  • If time permits, the development of interview questions can be completed.  This can be done after the first meeting, but the questions must be approved by the Affirmative Action and Equity Office prior to the actual interviews.  

For additional information and resources, visit: 

IMPORTANT NOTICE:

The Human Resources Training and Affirmative Action Training are now online and search committee members receive this information in the automatic email provided to them when they gain access to the applications in PeopleAdmin.

Last modified: 09/23/2021

Step 3b - Review conflicts, confidentiality, and document retention expanding section

Conflicts

Pursuant to the UWL Nepotism Policy, any search and screen committee/panel member should remove themselves from the committee/panel should a related person become an applicant in the recruitment so as to avoid a conflict of interest.

Additionally, Search and Screen Committee members should disclose to the entire committee any relationship that might exist with a candidate for employment, such as sharing in a research project, close colleagues, etc. 

Confidentiality

During the search process, committee 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. These conversations should take place in areas where others cannot overhear.

Committee/panel members may discuss this information only with other members of the committee/panel, as well as with the Supervisor, the Dean/Director, the Human Resources Director/designee, and the Affirmative Action Office. Members must not permit any unauthorized person to access documents in their possession that contains applicant or search and screen information.

Document Retention

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 of actual advertisements placed
  • photocopies of any solicited application documents, interview exams/exercises, and the results, received outside of PeopleAdmin

Last modified: 04/14/2021

Step 3c - PeopleAdmin training for the search committee expanding section

The Search and Screen Committee will be given an overview of the PeopleAdmin system at the first meeting, with more in-depth training available online or at the request of the Search Chair.

Search Committee members are known as "Guest Users" in PeopleAdmin.  When you set up your Recruitment in PeopleAdmin, you will be able to identify these individuals.  For a preview of what to Expect as a Guest User, visit this article: https://kb.uwlax.edu/108545.   

Last modified: 04/14/2021

Last modified: 04/15/2021

Last modified: 04/15/2021

Phase 2 - Active Search/Interviews expanding section
Step 1 - Tier Applicants in PeopleAdmin expanding section

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:

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. 

Last modified: 09/23/2021

Step 2 - Post all meeting agendas on UWL Open Meetings Calendar expanding section

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.

Last modified: 04/14/2021

Step 3 - Tier selected finalists for the Affirmative Action Officer's approval in PeopleAdmin expanding section

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

Last modified: 04/14/2021

Step 4 - After Affirmative Action's approval of finalists, seek approval on interview questions expanding section

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.  

 

Last modified: 09/30/2021

Tips for inviting a candidate to interview expanding section

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.  

 

Last modified: 08/26/2021

Advertising & Direct Recruitment Tips expanding section

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.  

Last modified: 08/27/2021

Last modified: 04/15/2021

Phase 3 - Recommend a candidate for hire expanding section
Step 1 - Recommend a candidate for hire in PeopleAdmin expanding section
Step 1a - Recommend a candidate for hire in PeopleAdmin expanding section

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.  

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. 

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

Last modified: 04/14/2021

Step 1b - Continue to tier applicants/candidates in PeopleAdmin expanding section

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

Last modified: 04/14/2021

Last modified: 04/15/2021

Step 2 - After verbal acceptance of an offer, complete Hiring Details in PeopleAdmin expanding section

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 

Last modified: 04/14/2021

Last modified: 04/15/2021

Phase 4 - Closing the Recruitment expanding section
Step 1 - Close the recruitment and upload records for retention expanding section

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.

Last modified: 04/14/2021

Step 2 - Onboarding the new employee expanding section

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. 

Last modified: 04/14/2021

Last modified: 07/13/2021

Last modified: 04/15/2021

Search Panel Process expanding section
Search and Screen Panel information expanding section
What is a Search and Screen Panel? expanding section

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.

Last modified: 04/14/2021

What is the Recruitment Process? expanding section

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?

Last modified: 04/14/2021

What are your selection criteria? expanding section

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. 

Last modified: 09/23/2021

Consider external/outside advertising options expanding section

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.

Last modified: 09/23/2021

Update your position description in PeopleAdmin expanding section

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 

Last modified: 04/14/2021

Last modified: 04/15/2021

Phase 1 - Approval Process/Posting a Recruitment expanding section
Step 1 - Meet with HR Recruitment (the in-take meeting) expanding section

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

Last modified: 09/17/2021

Step 2 - Draft a recruitment in PeopleAdmin expanding section
Step 2a - Create your Recruitment in PeopleAdmin expanding section

PeopleAdmin is the software program that is used by the university to manage position descriptions, recruitments, and onboarding for our new employees.  As a Supervisor, it is expected that you undergo PeopleAdmin training to maintain and process the advancement of the recruitment to which you have been asked to manage.  Human Resources is available for support and consultation.

Creating your Recruitment

To begin, log into the PeopleAdmin program.  The information on how to create your recruitment and advance it through the approval process to be posted is contained in this knowledgebase article: https://kb.uwlax.edu/108617.  

Support for Creating your Recruitment

Please contact the Human Resources Employment Specialist for support, or for addressing any questions or concerns you have on creating your recruitment.  

Last modified: 04/14/2021

Step 2b - Upload your required documents to the Recruitment in PeopleAdmin expanding section

Every search requires certain documents to be created for storage and retention in each recruitment in the PeopleAdmin system. You may have completed these in a previous step, but if not, please ensure all of these documents have been completed. 

The purpose of these documents is to ensure fairness, equity, and materials for approvers to understand the Search and Screen Panel's decision.   

Once these items are all completed, HR will upload them to the PeopleAdmin Recruitment for historical documentation.  

When completed with this step, you may proceed to the next item on this checklist. 

Last modified: 07/21/2021

Step 2c - Initiate approval in PeopleAdmin expanding section

Approvals are required in order to post your Recruitment.  

Last modified: 04/14/2021

Step 2d - Meet with Equity and Affirmative Action expanding section

Before you begin reviewing candidates, committees and panels are required to undergo the "Equity and Affirmative Action Training" provided through the Office of Equity and Affirmative Action.  This training is delivered online and the committee/panel will receive information on how to access the training in an automatic email sent from PeopleAdmin once they are added to the recruitment.

Last modified: 09/23/2021

Last modified: 04/15/2021

Last modified: 04/15/2021

Phase 2 - Active Search/Interviews expanding section
Step 1 - Tier applicants/candidates in PeopleAdmin expanding section

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:

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. 

Last modified: 09/23/2021

Step 2 - Post all meeting agendas on the UWL Open Meetings Calendar expanding section

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.

Last modified: 04/14/2021

Step 3 - Tier selected finalists for the Affirmative Action Officer's approval expanding section

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

Last modified: 04/14/2021

Step 4 - After the Affirmative Action Officer's approval, upload interview questions expanding section

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.  

Last modified: 09/30/2021

Tips for inviting a candidate to interview expanding section

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.  

 

Last modified: 08/26/2021

Advertising & Direct Recruitment Tips expanding section

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.  

Last modified: 08/27/2021

Last modified: 04/15/2021

Phase 3 - Recommend a candidate for hire expanding section
Step 1 - Recommend a candidate for hire in PeopleAdmin expanding section
Step 1a - Recommend a candidate for hire in PeopleAdmin expanding section

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.  

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. 

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

Last modified: 04/14/2021

Step 1b - Continue to tier applicants/candidates in PeopleAdmin expanding section

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

Last modified: 04/14/2021

Last modified: 04/15/2021

Last modified: 04/15/2021

Phase 4 - Closing the Recruitment expanding section
Step 1 - Close the recruitment and upload records for retention expanding section

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.

Last modified: 04/14/2021

Step 2 - Onboarding the new employee expanding section

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. 

Last modified: 04/14/2021

Last modified: 04/15/2021

Last modified: 04/15/2021

Pool Search Process expanding section
Pool search process expanding section

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:

Last modified: 02/02/2021

View Pool Applicants Materials expanding section

Unlike other searches, there is no workflow process associated with Pool applicants.  This means that when you are accessing your Search, you will not be able to select and click on the "Documents" tab for viewing the applicant's materials.  

documents_tab

To view the applicant's documents, you can scroll down to the bottom of the Applicant Summary page and click on the relevant and associated documents:

Applicants_Documents

Last modified: 03/08/2021

Hiring from a pool search expanding section

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. 

Last modified: 02/02/2021

Last modified: 02/02/2021

Graduate Assistants Searches and Hiring expanding section

This process is to be used for the recruitment of Graduate, Teaching, and Program Assistant positions.

The following documentation will be required prior to posting your recruitment in PeopleAdmin:

Prior to starting your search, please contact your Human Resource Partner.

Last modified: 02/02/2021