Recruitment, Assessment, and Selection of Academic Staff, Faculty, Limited and University Staff Employees

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Policy Number:
UW-5008
Old Policy Number:
3.01
Responsible Office:
Office of Human Resources

University Policy

Rationale/​Purpose:

This policy establishes criteria for the efficient, effective, fair, and legal recruitment, assessment, and selection of UW-Madison’s highly talented, qualified, and diverse workforce.

Definitions:
Applicant
Job seeker who has applied for the vacancy.
Blue-Collar Multi-Shift
University Staff titles that work in multiple-shift environments (e.g., first shift, second shift and third shift).
Candidate
Applicant who has been deemed minimally qualified for the vacancy.
Centralized recruitment
Process in which OHR helps divisions manage the recruitment, assessment and selection of high-volume and continuously recruited vacancies.
Civil Service System
A hiring process that incorporates merit selection principles including objective criteria to evaluate job applicants and make hiring decisions.
Employee
Any individual who holds a faculty, academic staff, university staff, or limited appointment with any UW System institution.
Final candidate
Candidate who will be offered the position
Hiring administrator
Person who is responsible for ensuring the recruitment, assessment and selection process for a particular vacancy is completed in accordance with established policies. A supervisor, unit human resource (HR) representative, or designee may serve as the hiring administrator and delegate different aspects of the search process. The hiring administrator continues to be responsible for the process, regardless of delegation.
Hiring manager
Supervisor for a particular vacancy who has the authority to make the final hiring decision. The hiring manager works closely with the hiring administrator to complete all aspects of the search process in accordance with established policies.
Internal recruitment
Standard recruitment process that requires that applicants be currently employed at UW–Madison.
Merit
The qualifications, experience, standard of work performance, and capabilities of those persons that are relevant to the performance of those duties.
Nominee
For a number of university vacancies, people will be nominated for a position by another person. In these cases, the person nominated does not become an applicant or candidate until they inform the search committee or contact person that they would like to be considered for the position and subsequently applies for the vacancy.
Position
Specific duties and responsibilities of a job.
Recruitment, Assessment, and Selection Plan
A document created by division HR in collaboration with division leadership, and approved by OHR which provides overall guidelines for recruitment, assessment and selection. It outlines the division’s expectations of specific steps, processes and requirements for recruitment, assessment and selection.
Sexual harassment
Has the same meaning as in UW-Madison's Policy on Sexual Harassment and Sexual Violence
Sexual violence
Has the same meaning as in UW-Madison’s Policy on Sexual Harassment and Sexual Violence.
State agency
A Department or Independent Agency as defined under Wis. Stat. §15.01(5) and §15.01 (9).
Standard recruitment
Merit-based process used to fill most vacancies including most situations when there is a business need to change a position from the organizational contributor track to the manager track or from Academic Staff or University Staff to Limited. This process allows UW–Madison the flexibility to target specific skill sets as well as a robust pool of qualified applicants. The process is open to all qualified applicants and does not require that applicants be employed at UW–Madison.
UW System institution
Any of the following: UW-Eau Claire; UW-Green Bay; UW-La Crosse; UW–Madison; UW-Milwaukee; UW-Oshkosh; UW-Parkside; UW-Platteville; UW-River Falls; UW-Stevens Point; UW-Stout; UW-Superior; UW-Whitewater; UW System Administration.
Scope:

Unless otherwise noted, this policy applies in all situations in which UW–Madison recruits, assesses and/or selects talent to fill Academic Staff, Faculty, Limited, or University Staff vacancies.

This policy can also be used to recruit, assess and/or select temporary employees, student employees or Post-Degree Training, although it is not required for these employment categories.

Policy:

Policy Detail

Section A – Overview

  1. General Recruitment, Assessment and Selection Principles

    1. UW–Madison’s decentralized organization and operations have resulted in a large number and range of campus jobs. Our recruitment, assessment and selection procedures must meet the needs of individual employing units while still promoting efficient, effective, fair, and legal hiring practices.
    2. Before the recruitment, assessment and selection process begins position descriptions must be reviewed and approved for job title and salary range.
    3. To demonstrate the University’s commitment to equal employment opportunity and to attracting and hiring a qualified workforce, UW-Madison conducts a recruitment for all new or vacant Academic Staff, Faculty, Limited, and University Staff positions. A recruitment is also typically required in situations when there is a business need to change a position from the organizational contributor track to the manager track or to change an Academic Staff or University Staff position to a Limited position.
    4. In addition to the policy elements listed below, staff who recruit, assess or select Academic Staff, Faculty, Limited, or University Staff are responsible for following their department or division policies and procedures.

  2. Direct-Hire Waiver Process

    Open recruitment for specific Academic Staff, Faculty, Limited, and University Staff vacancies is not required when certain criteria is met. All waivers of the recruitment process must be approved by OHR before the position is offered. Waivers are used in situations when it is helpful to do a direct hire of an otherwise qualified applicant, for example temporary, acting or interim appointments to fill a vacancy or when an employee goes on leave.

  3. Candidate Experience

    The recruitment, assessment and selection process supports the university’s need to identify the best-qualified candidate for each position. UW–Madison also recognizes that it is important to provide applicants with a timely, transparent and positive experience. Consequently, hiring administrators must:

    1. Write and post clear job announcements;
    2. Facilitate a user-friendly applicant process;
    3. Clearly identify a specific person whom applicants can contact for information about each vacancy; and
    4. Communicate with applicants about status and decisions in a timely manner

  4. Recruitment, Assessment and Selection Process

    UW–Madison will use a variety of recruitment, assessment and selection strategies to ensure processes are consistent across campus while also allowing units to tailor their approaches to their specific personnel needs.

Section B – Filling Vacancies

  1. Pre-Recruitment Requirements

    1. For University Staff vacancies only
      1. Blue-collar multi-shift vacancies: Transfer opportunities for designated employees
      2. Reemployment after layoff: Notification to, or mandatory placement of, laid-off employees. (See Layoff of University Staff ).

    2. For Academic Staff vacancies only

      Referral priority: Opportunity for a laid-off employee or for long-term Academic Staff non-renewed for reasons other than performance to be considered for a vacancy prior to proceeding with open or internal recruitment. (See ASPP 3.06 Referral Priority and ASPP 5.09 Reappointment Rights and Referral Priority)

  2. Recruiting Strategy

    UW–Madison uses different recruitment methods to support hiring the best-qualified candidate. The hiring administrator must evaluate each vacancy to determine which of the following recruitment approaches to use:

    1. Standard Recruitment. In the vast majority of recruitments, this process will be used to publicly post vacancies, and applications are accepted from all interested applicants.
    2. Centralized Recruitment (University Staff vacancies only). For specified vacancies with high volume applicant pools, applications can be accepted from all interested applicants. OHR manages the initial intake and screening.
    3. Internal Recruitment. For limited situations (unique skills or business need), this process can be used when it is necessary for the University to consider only current university employees (and eligible former employees)

  3. Assessment Criteria and Benchmark

    Hiring decisions will be based on qualifications and merit. The hiring administrator should develop predetermined, job-related, and nondiscriminatory criteria and benchmarks (including any minimum qualifications) to assess each candidate’s qualifications, decide whom to interview, and work with the hiring manager to ultimately select the best-qualified for each vacancy. Hiring administrators are encouraged to use a variety of assessment tools.

  4. Advertising and Recruiting

    The hiring administrator must proactively post and advertise for all vacancies. Passively posting a vacancy on the OHR website or advertising a vacancy in one publication is not enough to attract the best pool of applicants. Recruiting widely and aggressively will help attract a more robust pool of qualified applicants. Additionally, hiring administrators must ensure the following:

    1. Recruitment Efforts Plan (REP). A REP must be approved to outline the proposed recruiting efforts. A completed REP is required to follow federal reporting guidelines, and must be approved by the UW–Madison Office for Equal Opportunity and Compliance Programs (OEEOCP).
    2. Posting the Vacancy. Postings must include a detailed but plain-language description of the position, specific instructions about how to apply, contact information, and any minimum qualifications.
      1. All postings will meet required minimum posting periods as designated by OHR.
      2. All postings will identify an “ensured-consideration” date, and hiring administrators will ensure that applicants who apply by this date receive equal consideration.
    3. Third-Party Recruiters or Search Firms. Hiring units may use third-party recruiters or search firms as approved by OHR.

  5. Assessing the Applicant Pool and Selecting the Best-Qualified

    The hiring administrator must uniformly apply pre-developed criteria to all applicants. Regardless of hiring techniques, the hiring administrator is responsible for ensuring that only job-related information is considered and that the recruitment, assessment and selection process is fair and nondiscriminatory.

    In addition to applying pre-developed criteria to all applicants, the hiring administrator should deploy specific strategies during the assessment and selection process:

    1. Evaluate applicants and ensure applicants meet minimum qualifications, where applicable.
    2. Conduct additional screenings or assessments as needed.
    3. Conduct appropriate and job-related interviews. The interview is a mutual exchange of information between the candidate and the employer. Interviews are critical to assessing a candidate’s potential for success. Additionally, the interview provides information to help the candidate decide if UW–Madison and the job match their educational/work background and career goals. Interviewers should use the interview as an opportunity to promote UW–Madison as an employer of choice.
    4. Reuse established applicant pool if approved by OHR. Although hiring administrators are encouraged to conduct open recruitments for each vacancy, some reuse of established applicant pools is allowed as approved by OHR.
    5. Vetting of Final Candidate. Before a hire is made, the following vetting processes must occur:
      1. Reference Check. Divisions must always check references for final candidate(s) and this information should be considered along with other candidate assessment data. Divisions must ensure a reference check is conducted with the final candidate's current or most recent employer and with all previous UW System institution and Wisconsin state agency employers from the past seven years, including inquiring whether the final candidate has been found to have engaged in any sexual violence or sexual harassment, are currently under investigation or left employment during an active investigation into allegations of sexual violence or sexual harassment against them. 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, the Office of Human Resources and the Office of Legal Affairs should be consulted. Note, depending on the specific facts, past misconduct is not an automatic disqualifier. Consult with the above offices.
      2. Background Check. Divisions must complete all other required background checks including but not limited to criminal background checks (See Criminal Background Check Policy).
      3. Sexual Violence or Harassment Inquiry. The University will ensure the final candidate(s) is (are) asked whether they have been found to have engaged in any sexual violence or sexual harassment, or are currently under investigation or left employment during an active investigation into allegations of sexual violence or sexual harassment that were made against them.

  6. Job Offer

    1. All employment offers are contingent upon verification of the information that the candidate provided during the assessment and selection process, and passing appropriate criminal and other background checks as needed, as well as employment verifications [Employment Eligibility Verification (I-9)].
    2. The hiring unit can negotiate within the terms of the vacancy announcement (e.g., salary, FTE and title range). Hiring managers must make employment offers in accordance with the policies and procedures established by their department or division.
    3. Before reaching the point of extending a formal offer of employment to a faculty or high-level limited appointee in another UW System institution, the official responsible for initiating such action must first notify the appropriate vice chancellor (or UW College dean) of the other UW institution.

  7. Closing the Vacancy and Notifying Unsuccessful Candidates

    After a candidate is hired, the hiring administrator should notify each candidate who was not selected, in a timely manner. The hiring administrator must also satisfy records retention requirements in a formal Search File as needed.

  8. Best Practice Review Process

    To support departments in conducting an efficient, effective and compliant recruitment, assessment and selection process, OHR will review and approve the overall division recruitment, assessment and selection plan which includes processes and procedures used by divisions and departments. This will include reviewing recruitment records and assessment processes annually.

  9. Access to Recruitment Records

    If contacted for candidates’ names, hiring administrators should direct the requestor to the UW–Madison Public Records Portal. The UW–Madison Office of Compliance will review the request and work with OHR and the appropriate division to complete the request.

  10. Providing Reference Checks

    UW–Madison must provide a reference check regarding current or former employees when a potential employer makes a reference check request. 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 they held at UW–Madison. As part of the information conveyed to the employer requesting the reference check, divisions must indicate that the employer can receive information regarding whether the employee has ever been found to have engaged in, or left during an active investigation into allegations of, sexual violence or sexual harassment against them.

    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 UW–Madison’s Employee Personnel Files policy.

  11. Legal Considerations

    Claims of wrongdoing and unlawful discrimination

    1. Hiring decisions are at the sole discretion of the hiring manager and cannot be appealed. It is important, however, to ensure that a candidate’s experience is positive. Candidates can contact OHR if they are dissatisfied with their experiences. The decision whether to take action is at the sole discretion of UW–Madison
    2. Any candidate who believes that they have been discriminated against for a reason prohibited by state or federal law should contact the UW–Madison Office of Equal Employment Opportunity and Compliance Programs, the State of Wisconsin Equal Rights Division, or the U.S. Equal Employment Opportunity Commission.
Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:
External References:

Policy Administration

Approval Authority:
Vice Chancellor for Finance and Administration
Policy Manager:
Associate Vice Chancellor/Chief Human Resources Officer
Contact:
Talent Acquisition Director -- Lauren Bowers, lauren.bowers@wisc.edu, (608) 262-3487
Effective Date:
06-24-2015
Revised Dates:

03-26-2020, 10-04-2021, 12-04-2023; 04-18-2025; 04-24-2025

Retrieved:
04-25-2025 18:46:40