Recruitment Toolkit

RAS Process Overview

• Recruitment, Assessment and Selection Checklist

  Comprehensive overview of the RAS process.

• Standard Recruitment Flowchart
• Internal Recruitment Flowchart
• Centralized Recruitment Flowchart

Determine Type of Recruitment

• General Information Regarding Recruitment

  A document summarizing whether or not and open recruitment is required. Includes information on Graduate Assistant and Employee-in-Training recruitments.

Recruitment Preparation

• Intake Meeting Overview
• Intake Meeting Sample Form

Creating a Vacancy

• CHRIS Manual
• PVL Manual
• JEMS PVL and CHRIS Direct Hire Waiver Reason Codes

  A list of waiver reason codes used in JEMS PVL and CHRIS.

• Direct Hire Waiver Reasons
• Steps for Hiring After a Position has been Approved and Posted
• Recruitment File Checklist
• Minimum Posting Periods and Required Recruitment Forms and Scope
• Working Title Best Practices

• Advertising agreements

  List of advertisement contracts with multiple publications and advertisement sources

• Badger Connections

  Searchable database equipped with 750 advertisement resources across disciplines and job groups

• Diversity Connect

  This initiative supports the recruitment of top diverse talent and ensures affirmative action compliance in all open positions at UW–Madison

• Unconscious Bias Video - Hiring the Best and Brightest

  A resource for hiring committees.

• Supplemental Guidebook - Hiring the Best and Brightest
• International Hires Recruitment Guidelines

  Description of guidelines to comply with requirements of the Department of Labor for recruitment of international hires.

• Best Practices for Job Postings to Qualify for Permanent Residency and H-1B Sponsorship in Teaching Occupations
• Integration of jobs.wisc.edu with external job boards

  Information related job boards that integrate with jobs.wisc.edu and are scraping our jobs automatically

• Indeed User Guide

  Description of the functionality of Indeed.com, and steps to sponsor jobs with this source

• Sponsoring a Job on Indeed Central

Recruiting Using Social Media

• How to Recruit on Social Media
• How to Create a Facebook Account
• Facebook Best Practices
• How to Create a Twitter Account

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.

• 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

• O*net
• OPM’s Delegated Examining Operations Handbook

Interviewing Resources

• Interview Dos and Don’ts

  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.

• Quick Guide to Interviewing

Reference Check

• Reference Check Dos and Don’ts

  Helpful ideas and best practices for those involved in conducting reference checks.

• Reference Check Questions

  A form to be used by those conducting reference checks which includes sample questions.

• Reference Check Guidelines

  A more comprehensive resource of reference check best practices and strategies, including sample reference check questions.

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.

Offer Letter Templates: Template letters to be used to confirm terms of an appointment with the selected candidate. Templates were updated on 11/1/2019. These include:

• Offer Letter Attachment

  Updated 10/4/2019

FLSA Templates

• AS Exempt hire before 1/1/2020 and will be Non-Exempt after 1/1/2020
• Non-Exempt AS hire effective 1/1/2020 or after
• PA Non-Exempt (Annual)
• PA Non-Exempt (Academic)
• TA Non-Exempt (Academic)
• FLSA language for recruitments

Academic Staff

• Renewable
• Fixed-term Terminal

Faculty

• Tenured Faculty
• Probationary Faculty

Student Assistant

• Project/Program Assistant (Annual)
• Project/Program Assistant Reappointment Letter (Annual)
• Project/Program Assistant Reappointment Letter (Academic)
• Research Assistant
• Teaching Assistant Appointment Letter (Academic)

Limited Appointee

• New to UW (without Concurrent Faculty Appointment)
• New to UW (with Faculty Backup Appointment)
• Current UW Faculty and will also hold Concurrent Faculty Appointment
• Current Academic Staff Employee
• Current Exempt University Staff Employee
• Current Non-Exempt University Staff Employee

Rehired Annuitant

• Rehired Annuitant

Temporary Employee (TE)

• Temporary Employee

University Staff

• Ongoing
• Fixed-term Finite

• JEMS Hire Training
• JEMS Summer Hire
• How to Determine the Effective Date for a Hire

Via TREMS

• Completing Hires in JEMS Hire via TREMS - Updated 10.07.16

  Faculty, Academic Staff, and Limited Appointees

• Completing Hires in JEMS CHRIS-HR via TREMS

  University Staff and Temporary Employees

Via Waiver/No Open Recruitment

• Completing Hires in JEMS Hire - PVL Not Required or PVL Waiver

  Faculty, Academic Staff, and Limited Appointees

• JEMS – University Staff and US – Fixed Term Finite Hire

  University Staff

• JEMS Temporary Employee Hire

  Temporary Employees