Background
Hiring units may use a third-party recruiter, such as a search firm or external job board, to recruit for select faculty, senior level, and difficult to fill positions, as long as it is an approved vendor. This process is to be used in limited situations after consultation and approval from Talent Acquisition (TA).
Divisions are encouraged to use the vendors contracted through the Universities of Wisconsin and follow contract terms and conditions. The list of approved vendors is maintained by UW Purchasing. The hiring unit, at its sole discretion, is responsible for the selection and retention of the search firm services, as well as all expenses incurred as a result of the contract. If the hiring unit seeks to use a search firm that is not part of these contracts, they must work with UW Purchasing to ensure the proper processing of the contract. The hiring unit must notify Talent Acquisition in order to ensure the proper collection of application materials and follow recruitment protocol via the applicant tracking system (ATS).
All recruitments must be posted on the UW-Madison employment website (jobs.wisc.edu) for the required minimum amount of time in accordance with the Minimum Job Posting Periods required under Recruitment, Assessment, and Selection Policy.
Process
Departments and divisions must follow the outlined process:
- Consult with your Talent Acquisition Specialist to ensure proper process implementation and compliance
- Create PVL
- Receive applicable approvals (Compensation Administration, Office of Equal Employment Opportunities and Compliance Programs (OEEOCP), and International Faculty and Staff Services (if applicable))
- Create a job card in the ATS for TA to release to jobs.wisc.edu
- Select the application category: Application Not Required and the application type: Using a 3rd Party Search Firm or External Job Board
- Application instructions direct applicants to the third-party recruiter, search firm or external job board to apply. Example: A resume and cover letter must be submitted to ABC@searchfirm.com or applicant must apply at searchfirm.com
- TA removes the Apply Now button from job posting
- Ensure process compliance
- Consult with OEEOCP to setup an alternate process to collect applicant information as required. Provide the third-party recruiter the following link to invite all applicants to self-report via: https://apps.diversity.wisc.edu/questionnaire.aspx
- Work with the third-party recruiter to ensure strategies for outreach to candidates
- Consult with the third-party recruiter on confidentiality requirements, background check process and their method of communication with their applicant pool(s)
- Consult with the third-party recruiter on the process for collecting HR metrics, such as time to hire, applicant pool size, quality of applicant pool
- Ensure all applicants are considered. For record keeping purposes, the third-party recruiter must provide copies of all application materials collected through the process. Refer to Recruitment Records Retention for more information
- Conduct applicable assessment and selection process to select candidates, ensuring fair processes. Work with the third-party recruiter to create the prescreening, assessment and selection criteria and obtain all final assessments for each candidate if applicable. Refer to Recruitment Records Retention for more information
- Complete background checks including criminal background check (CBC); sexual harassment/sexual violence (SH/SV) reference check on selected candidate (if applicable)
- Offer letter and other relevant forms are given to selected candidate via the offer process outside of the ATS
- Enter hire data into JEMS Hire (instead of the ATS) to create appointment to push into HRS
- Notify Talent Acquisition Specialist once offer has been accepted to remove from your ATS dashboard
- Notify OEEOCP of the number of applicants once the vacancy closes, regardless of a hire being made
- In collaboration with the third-party recruiter, search firm or external job board, retain the recruitment files as required by UW-Madison records retention schedules. Refer to Recruitment Records Retention for more information.
Questions?
Contact your Talent Acquisition Specialist.