This toolkit is designed to guide Human Resources professionals through the hiring process for Faculty, Academic Staff, Limited Appointees, and University Staff employees.
For recruitment and hiring resources for supervisors and hiring managers, please visit the Supervisor Recruitment Toolkit.
Recruitment Planning
RAS Process Overview
-
Recruitment, Assessment and Selection Checklist
Comprehensive overview of the RAS process.
- Standard Recruitment Flowchart
- Internal Recruitment Flowchart
- Internal Recruitment Justification
- Centralized Recruitment Flowchart
Determine Type of Recruitment
-
General Information Regarding Recruitment
A document summarizing whether or not an open recruitment is required. Includes information on Graduate Assistant and Employee-in-Training recruitments.
Recruitment Preparation
Creating a Vacancy
- PVL Manual
- Recruitment Waiver Reasons
- Writing Inclusive Job Postings
- DEI Job Application Statement Guidance
- Business Title Guidelines
- Tips for Writing Unique Responsibilities
- JEMS Education Tab Best Practices
- Developing Inclusive Job Criteria
- Advertising Salaries and Total Compensation: Best Practices
- Recruiting with Multiple Job Titles on One PVL
- Job Posting Best Practices for Permanent Residency and H1-B Sponsorship
- Companion PVLs
- Creating a Notice PVL
- Creating a WI RISE PVL and Job Posting
- Creating an Excellence in Mentoring Initiatives (EMI) PVL
- Minimum Job Posting Periods
- Steps for Hiring After a Position has been Approved and Posted
- Recruitment File Checklist
Recruitment
-
Diversity Advertising and Job Board Integrations
This initiative supports the recruitment of top diverse talent and ensures affirmative action compliance in all open positions at UW–Madison
-
Mitigating Unconscious Bias in Hiring Practices Video
A resource for hiring committees.
- Supplemental Guidebook - Mitigating Unconscious Bias in Hiring Practices
-
Indeed User Guide
Description of the functionality of Indeed.com, and steps to sponsor jobs with this source
- Sponsoring a Job on Indeed
- Inviting Candidates to Apply
Recruiting Using Social Media
Recruiting on Your Website
Applicant Assessment
Reviewing Materials
-
Assessment and Evaluation Plan
A form to be used by hiring administrators to document the steps of the assessment and evaluation process used for recruitment.
-
Guide to Redacted Application Screening
Redacted application screening is the practice of removing personally identifiable information from application materials in order to reduce bias in the recruitment process.
-
Applicant Materials Screen (AMS) training documentation
AMS is a step-by-step process for assessing applicant materials based on pre-determined, job-related, and non-discriminatory criteria.
- AMS Process Flow Chart
-
AMS Worksheet #1
Download and save this worksheet to use in the AMS process. (.xls file)
-
AMS Worksheet #2
Download and save this worksheet to use in the AMS process. (.xls file)
-
AMS Worksheet #3
Download and save this worksheet to use in the AMS process. (.doc file)
-
AMS Tracking Tool
Download and save this file to track your AMS results. (.zip folder – open to access the .xlsm file – requires Excel 2007 or newer)
-
Application Screening Form
Used to screen and evaluate application materials.
Helpful Websites for Creating Screening Criteria
Interviewing Resources
-
Interview Guide
An overview of best practices for facilitating interviews.
-
Interview Evaluation Form
Used by interviewers during or after an interview to summarize their evaluation of the candidate.
-
Interview Questions and Notes Sheet
Used by interviewers to take personal notes in the interview.
-
Interview Summary Tracking Tool
Used by search committee or hiring administrator to document the outcomes or summary of interviews.
-
Diversity, Equity, and Inclusion Interview Questions
Interview questions to better understand applicants' experiences and thoughts on diversity, equity, and inclusion.
Reference Check
- SH/SV Reference Check Process in JEMS
- SH/SV Automated Process FAQs
- SH/SV Reference Check Policy FAQs
-
Guide to Reference Checks
Best practices and strategies for conducting reference checks, including sample questions.
- Institutional Reference Checks (IRCs): Program Guidelines
- IRCs: Overview for HR Professionals
- IRCs: FAQs for HR Professionals
- IRC Process for HR Professionals
- IRC Website for Candidates
- SkillSurvey
Selecting a Finalist
-
Hiring Reason Form
This is an optional form to be used by hiring administrators to document the reason a candidate was selected for a position.
Applicant Communications and Offer Letter Templates
- FLSA language for recruitments
-
Offer Letter Attachment
Updated 2/03/2023
Academic Staff
Faculty
Student Assistant
- Project/Program Assistant (Annual)
- Project/Program Assistant Reappointment Letter (Annual)
- Project/Program Assistant Reappointment Letter (Academic)
- PA Non-Exempt (Annual)
- PA Non-Exempt (Academic)
- PA Reader/Grader
- Research Assistant
- Teaching Assistant Appointment Letter (Academic)
- TA Non-Exempt (Academic)
- Fellow/Trainee Stipend Adjustment Language
Rehired Annuitant
Temporary Employee (TE)
University Staff
Entering the Hire
Questions?
Contact Talent Acquisition.