Policy Background
Open recruitment for specific Academic Staff, Faculty, Limited, and University Staff vacancies is not required when certain criteria is met. 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.
Procedure
Use the table to determine if a direct-hire waiver reason can be used. The "Requirements for use" column shows what you must include when creating a direct-hire waiver in the system.
| Waiver reason and employment category | Requirements for use |
|---|---|
|
Appt for 25% or less (AS, LI, US) |
|
| LOA replacement (AS, LI, US) Used to fill a position when incumbent goes on paid/unpaid leave, typically medical, and a replacement is necessary until their return. If the incumbent does not return, an open recruitment is required to fill the position |
Must be terminal |
| Training completed (AS) Used for Post Degree Training appointments, formerly Employees-in-Training (EIT), who have completed their training and are being appointed to an Academic Staff position in the same UDDS in which they have held the Post Degree Training position for at least 1.5 years. This waiver reason only applies to Research Associate and Postdoctoral Fellow/Trainee within the Post Degree Training titles |
|
| Temporary acting appointments (AS, LI, US) Used for Academic Staff, Limited, and University Staff terminal appointments, typically up to two years, while a recruitment is conducted to fill the role permanently. Typically reserved for interim high-level administrative positions other than faculty. Can also be used to appoint current employees into a terminal position to perform temporary responsibilities. |
|
| Rehired retiree (AS, LI, US) Used to employ Academic, Limited, and University Staff who are retired UW-Madison employees. This waiver reason must be used in accordance with the UW-Madison rehired annuitant policy |
|
|
Sole source (FA, AS)
|
|
| Spousal/partner (FAASLI, US) Used for Academic, Faculty, Limited, and University Staff to employ or retain an employee by hiring the spouse/partner. Approval for spousal or partner hire waivers is contingent on the primary spouse/partner accepting employment with UW-Madison or continuing in the current position |
|
| FA to AS/AS to FA (FA, AS) Used when moving from a Faculty appointment to Academic Staff and vice versa. This is primarily used by divisions for their track transfers. Divisions have guidelines that allow the movement between clinical professor, CHS professor, and tenure track. Movement between CHS/clinical and tenure track Faculty appointments involves changing from Empl Class AS to FA or vice versa. OHR allows these appointment changes through the waiver process after the appropriate division and campus committees approve the change |
Justification |
| Other (FAASLI, US) Used in other situations when a direct hire waiver is approved by OHR (e.g., University Staff 30-day right to return, reassignment due to reorganization, employee who qualifies for transfer as disability accommodation, or movement to a lower position due to performance) |
|
|
Referral priority/re-employment (AS, US)
|
|
| Summer session (FA, AS) Used for work done during the summer |
Confirm:
|
| Summer service (FA, AS) Used for work done during the summer |
Confirm:
|
| Reactive backup appt (AS, US) Used when reactivating a Limited employees Academic and University Staff back-up appointment |
|
| International employment rehire (FAASLI, US) Used in cases where an existing employees credentials (work visa, H1B, etc.) expire and the employee must end employment. After appropriate credentials are reestablished, the employee may be rehired using this waiver reason |
Confirm terminated appointment in HRS |
| Dual role-teaching/research (AS) Used to hire a current employee in a science/research position, into a second appointment in teaching/instructional work, or vice versa. Approval of this waiver is contingent upon prior approval of the University Committee, to ensure that the distinction between faculty whose responsibilities include instruction, research, outreach, and administration and academic staff (whose responsibilities typically are limited to one of those areas) remains clear. For more information see Secretary of the Faculty |
|
| Two years or less (AS, US) Used for Academic and University Staff Fixed-term Terminal/Finite appointments to perform work that will not exceed two years in length |
|
| Veteran (FAASLI, US) Used when hiring any veteran with a documented 30 percent or more service-connected disability. This waiver requires consultation with OHR to ensure documentation has been received and validated by The Office of Veterans Services |
|
| Official internship/fellowship/professional development program (AS, FA, US) Interns, fellows, trainees, or employees may be hired into Academic Staff, Faculty and University Staff appointments after successfully completing official internships, fellowships, or certified professional development programs |
|
| Position conversion (US to AS, AS to US) (AS, LI, US) Used when position duties change from nonexempt to exempt resulting in a move from University Staff (nonexempt) to Academic Staff or Limited (exempt); or when position duties change from exempt to nonexempt resulting in a move from Academic Staff or Limited (exempt) to University Staff (nonexempt) |
|
| Employee choice (AS, LI) Used when employee moves from exempt University Staff to Academic or Limited Staff |
|
| US fixed term finite to US ongoing (US) Used to place an existing University Staff Fixed-term Finite employee into an ongoing University Staff position. The employee needs to have been initially hired via standard or internal recruitment, with a vacancy posting which included language stating that the position may convert to an ongoing appointment in the future |
Confirm, document that the employee was initially hired via standard or internal recruitment, with a vacancy posting which included language stating the position may convert to an ongoing appointment in the future |
| Provost hiring initiative (FA) Used for Faculty appointments to employ a candidate who qualifies for an established Office of the Provost hiring initiative program. This waiver requires prior approval from the Office of the Provost |
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Questions?
Contact your Talent Acquisition Specialist.