Recruitment

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.

All SS committees will need to meet with the AAO prior to the start of the search. This meeting is designed to last one hour and all SS committee members will be expected to attend. Committees will not need to create anything prior to that meeting.  As your department or unit plans for new searches, please contact Affirmative Action at 785-8043 or 785-8541 to schedule a meeting.

Open Meeting Notices: Please note that search and screen open meeting notices must be posted electronically via email to hrinfo@uwlax.edu 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.

We encourage you to use these tools to help guide you through the recruitment process:

Approvals and flowcharts

• Position description templates
• Position approval process
• Recruitment approval process
• Recruitment process flow chart
• Committee Process Flow Chart

Recruitment documents

• Search and screen committee composition
• Selection criteria and applicant evaluation
• Advertising guidelines
• Electronic advertising template
• Pointer print ad template

Additional recruitment information

• Policy on Administrative appointments
• Policy on term-limited assistant and associate dean positions
• Hiring of a foreign national applicant (faculty only)

This process is to be used for the recruitment of university staff, and is an option for the recruitment of non-instructional academic staff and instructional academic staff.

The supervisor, subject matter expert (SME), and panel members are required to attend a meeting with AAO prior to the start of the screening interviews.  The supervisor should schedule this meeting by contacting Affirmative Action.

We encourage you to use these tools to help guide you through the recruitment process:

Approvals and flowcharts

• Position description templates
• Position approval process
• Recruitment approval process
• Panel recruitment process flow chart

Recruitment documents

• Search and screen panel composition
• Recruitment panel roles & responsibilities
• Selection criteria and application evaluation
• Advertising guidelines
• Electronic advertising template
• Pointer print ad template

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

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

• Graduate assistance approval process

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

• Position description
• Selection criteria
• Interview questions (please see "Toolkit" tab for interview question bank)
• Reference questions (please see "Toolkit" tab for sample reference questions).

Prior to starting your search, please contact Human Resources.

UW System UPS Operational Policy: TC1

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.

“All questions related to employee misconduct including sexual misconduct are addressed only by our human resources department, which can be contacted by email at hrinfo@uwlax.edu. This isn’t meant to imply that this candidate has committed any misconduct but is something we are required by policy to tell all potential employers.” 

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