The Recruitment Toolkit for Managers and Supervisors is designed to guide managers and supervisors through the recruitment and hiring of Faculty, Academic Staff, Limited Appointees, and University Staff employees.
Getting started
Partner with Human Resources (HR) to confirm best practices in your unit. Your HR team has additional resources to ensure an informed and intentional recruitment process.
Learn more
Questions?
If you have questions or need assistance, please contact the HR office in your unit.
For information related to Workday best practices and procedure, please refer to the HR Guides website.
Recruitment, Assessment and Selection (RAS)
Recruitment Planning
In the Recruitment Planning phase, you will partner with HR to organize the recruitment process, with the goal of understanding what and who is needed for a successful search.
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Recruitment Strategy Meeting
A recruitment strategy meeting is the initial meeting in which the Hiring Manager and HR discuss the goals that should be met during the recruitment process. Hiring Managers and HR professionals should partner throughout the process to make informed and intentional staffing decisions.
Recruitment Strategy Meetings for Successful Recruitments
Recruitment Strategy Meeting Form
The Recruitment Strategy Meeting Form includes additional details and guiding questions to partner with HR. The strategy meeting form is best reviewed beforehand by both the Hiring Manager and HR but completed together as a concerted effort.
Develop Job Criteria
“Criteria” is an all-encompassing term for qualifications, knowledge, and skills. The criteria will be used throughout the recruitment lifecycle to select Search and Screen (S&S) committee members, develop rubrics for screening, develop interview questions, and build talent pools.
Writing Job Postings
Collaborate with your HR to develop an effective job posting. When writing job postings, it is important to use clear and concise language that accurately reflects the role and its requirements, ensuring the tone is inviting to attract prospective candidates.
Timeline
To help plan, coordinate, and keep the process and individuals involved on track, schedule meetings in advance and proactively place holds on calendars for interview times. Review the example timeline and modify to meet the needs of each search:
| Activity | Date/Duration |
|---|---|
| Job posted; applications begin coming in | 9/27 |
| Screen applications as they come in | thru 10/12 |
| Meet with screeners to discuss outcomes | 10/13 |
| Schedule Phone Interviews | 10/14 |
| Meet with phone interviewers to review process, screening | 10/17 |
| Conduct Phone Interviews | week of 10/17 |
| Meet with Phone Interviewers to discuss outcomes | 10/20 |
| Schedule Final Interviews | 10/21 |
| Meet with Panel Interviewers to review process | 10/24 |
| Conduct Panel Interviews | week of 10/24 |
| Meet with Panel Interviewers to discuss outcomes | 10/27 |
| Perform reference and background checks | starting 10/31 |
| Verbal Offers | 11/3 |
| Finalize Offers | week of 11/7 |
Search and Screen Committee
Search and Screen Committees play a critical role in ensuring recruitment processes are fair, equitable, and inclusive. As stewards of the hiring process, committee members bring different perspectives to help identify qualified candidates who can contribute to a high‑performing campus community.
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Unconscious Bias Awareness
The purpose of unconscious bias awareness is to help search committee members and hiring managers understand and recognize individual unconscious bias, particularly as it pertains to the recruitment process, so that we may improve hiring practices and processes at UW-Madison. It is recommended to review the common biases and discuss as a search committee before scoring applications, interviews, and other assessments.
Roles
Search Committee: Individuals who have an understanding of the position and hiring unit and are actively involved in the recruitment of potential candidates. The search committee may help develop the position description, outreach plan, and assessment plan and serves as ambassadors for the role and department. Members may answer candidate questions and share the job posting through their networks.
Screening Panel: The Screening Panel evaluates applicant materials, applies criteria consistently, identifies candidates to advance, and may contribute to developing interview questions.
Interview Panel: The interview panel is a group of individuals who lead the interview stages for the selected applicant pool. They conduct interviews, identify top candidates, and bring relevant insight into the position.
Each role has a shared responsibility for providing feedback to the hiring manager and following institutional policies and procedures.
Types of Committee Models
| Committee Type | Description | Advantages |
|---|---|---|
| Multiple Committee/Panel | Committees of two or more members vary by stage of the screening and interview process. One individual may serve on all committees across phases. | Ensures a wide range of employee perspectives are represented, reducing like-mindedness by incorporating various sources of feedback. |
| One Committee | A single committee participates in all stages of the hiring process. Hiring manager makes final hiring decision. At any stage, the committee may invite additional participation or feedback to inform its final recommendation. | This approach ensures the group sets shared criteria and holds one another accountable throughout the process. |
| Hiring Manager in All Stages | The hiring manager observes all committee and panel activities, chairs the process, and selects committee and panel members. They consult with the group and ultimately make the final hiring decision. | The Hiring Manager may pause the process at any time to realign everyone with the recruitment goals and strategy and can reinforce broader objectives throughout the search. |
| Hiring Manager in Some Stages | The hiring manager participates at select points throughout the process. During the recruitment, they stay in clear communication with the committee and make the final hiring decision. | This approach helps balance the hiring manager’s influence and keep the process aligned with long‑term goals and criteria. |
| Internal Committee | The committee is comprised of members from the unit/department. | Ensures consistent messaging and shared understanding of criteria, builds team buy‑in for the new hire, and models collective responsibility. |
Invite and Expectations Email Templates
This section provides email templates supervisors can use when inviting colleagues to serve on a Search and Screen Committee. These templates help ensure clear, consistent communication about the committee’s purpose, expectations, and time commitment. Supervisors can adapt the language to fit the needs of their unit and the specific position.
Example Invite Email 1:
Subject: [Unit Name Recruitment: Title you are recruiting for]
[Name],
I am writing to gauge your interest in participating with our recruitment for [Unit Name and Title of position]?
Below is information on what to anticipate as part of the committee. Specifically:
- Applicant screening – This may take additional time based on the size of the applicant pool. You would be able to screen candidates using the rubric on an ongoing basis over the open window (posting will close on [Date]) and on your own schedule as time allows.
- Phone Interviews – These would be 25 minutes each during the week of [Date]. We would anticipate doing [number] interviews to fill the [number] vacancies.
- Panel Interviews – These are scheduled for 60-minute blocks and are slated for the week of [Date]. I would expect [number or number range] finalists in this round.
Is there a specific step in the interview process you are most interested in joining?
Please let me know your thoughts and availability.
Much appreciated!
Example Invite Email 2:
Subject: [Unit Name Recruitment: Job Title]
[Name],
I am writing to ask about your availability and interest in participating in the “Round 2 Interview Panel” for our active recruitment for the [Unit Name] (link job posting here). We would benefit from your experience in [insert relevant perspective information].
This recruitment’s job posting will close on [Date]. We are looking at the Round 2 Interviews, about 45 mins each, during the week of [Date]. We anticipate [number of] interviews. Following the panels, another meeting will take place to gather and formalize feedback on each candidate.
If you are interested, would you be available during this timeframe to participate in the process?
Many thanks in advance!
Take care,
Follow Up Email after Acceptance – What to Anticipate
Subject: [Unit – Title]
Greetings!
Thank you all for your willingness to participate in a recruitment cycle for [TITLE – with link to position posting]. We appreciate your time and expertise to help us fulfill this important role. Below is information on what to expect over the next few weeks:
- The job posting is currently active and will close [Date]
- First round interviews are scheduled from [Date Range]
- Final round interviews will likely occur the week of [Date] and will include:
- 2×1 Conversation for 30 minutes (scheduled in 45-minutes time slots)
- Panel Interview for 45 minutes (scheduled in 60-minute time slots)
Soon, you can expect to receive a calendar invite for the kickoff meeting, followed by a series of calendar holds to block off times for the interviews. Please let me know if you have any upcoming days off or meetings that are not yet reflected in your Outlook calendar during the anticipated interview dates.
Please review the Unconscious Bias Awareness resource prior to the kickoff meeting.
Please do not hesitate to reach out with any questions or concerns!
Many thanks again for your time and collaboration!
-Name
Kickoff Meeting
Search and Screen Committee kickoff meetings help supervisors and committee members begin the hiring process with shared expectations and a clear understanding of each member’s role. These meetings align the group on evaluation criteria, timelines, responsibilities, and hiring practices that guide UW–Madison recruitments.
Because different participants play different roles, supervisors may meet separately with the screening panel, interview panel(s), and final decision makers. This ensures each group receives the guidance they need at the appropriate stage.
A strong kickoff meeting sets the foundation for a consistent, transparent, and well‑supported search. While search committees are not required to retain minutes of their meetings, meeting summaries may be valuable if information about the recruitment is requested.
Required records that must be collected from the search and screen committee include:
- Names of all members and who served as the chair
- Assessment and screening criteria
- List of interviewees and interview questions
- Evaluations of candidates and a reason for selecting the finalist
- Note: Individual interview notes are not to be shared or kept in the recruitment file. The file should contain a summary of the interviews.
Sample Search and Screen Committee Kickoff Meeting Agenda
This template provides options for you to engage the search and screen committee at the start of the process. You can adapt the agenda to meet the immediate needs of your committee members and process.
| Topic | Purpose |
|---|---|
| Welcome | Thank members and recognize the role they are playing in selecting a future colleague. Share your enthusiasm for the collaborative work ahead and the meaningful contributions each person will bring to the process. |
| Introductions |
Facilitate introductions to help members become familiar with each other. Ask each member to share:
|
| Roles in the Committee |
Committee members stay engaged when expectations are clear. Outline the responsibilities of each member’s role. This may include:
|
| Unconscious Bias |
|
| Anticipated timeline | Share the anticipated timeline for the recruitment. |
Stay in touch with the search committee during the recruitment process.
Debrief Meetings
After each stage of the recruitment process, participating members meet to share observations, review evaluations, and determine how each candidate met the established criteria. This structured debrief supports clear recommendations to the hiring manager and shared accountability. The required records must be collected from each committee member.
There are other recruitment practices and policies that your HR team can assist with:
Recruitment Strategy Development and Outreach
The Recruitment Strategy Development and Outreach phase is an opportunity for you to partner with HR to determine where and how to find qualified talent. Outreach efforts may include social media, networking sites, job boards, and other channels. Together, you can move beyond the Jobs at UW site to create a thoughtful, coordinated outreach strategy that maximizes reach and effectiveness through additional sourcing and attraction methods.
Campus and Community Collaborators
We cultivate and maintain relationships with strategic collaborators across campus and the broader community to support recruitment efforts that reflect the university’s values and meet the evolving needs of campus units. These collaborations are designed to expand access to employment opportunities at UW-Madison.
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Connect with Collaborators
To support these efforts, Outreach & Sourcing Specialists serve as key connectors between campus units and community collaborators. Units can contact them directly to:
- Learn more about available collaboration and outreach opportunities
- Explore tailored recruitment strategies aligned with their hiring needs
- Request support in promoting job openings through community channels
Additionally, Outreach & Sourcing Specialists may proactively reach out to campus units when relevant opportunities arise.
To begin a conversation or request support:
- Fill out the Community Collaborator Interest Form
- Contact Talent Pathways at uwjobs@wisc.edu
- Connect with your TA Specialist
- Subscribe to Bridges, a quarterly newsletter that facilitates regular exchanges with community members to understand and explore opportunities on campus: explore.wisc.edu/bridges
Together, we can create opportunities to honor the richness of our community and strengthen the UW-Madison workforce.
Active Collaborations
| Collaborator Name | Description of Collaborator | How we work together |
|---|---|---|
| Catholic Multicultural Center (CMC) | CMC is a social services agency offering programs to the Madison community in areas such as basic needs, education, and employment. | The Food Service Job Training program is a pathway for those with ServSafe certifications to relevant positions at UW-Madison. O&S also collaborates with CMC to provide general employment search assistance. |
| Madison College | Madison College delivers workforce‑ready training programs that complement UW–Madison’s commitment to serving Wisconsin through education, research, and public service. Its programs prepare students for careers in fields that are essential to UW–Madison’s operations. | O&S collaborates with Madison College program leads and UW–Madison campus units to create clear, mutually beneficial pathways to employment. We connect Madison College students and graduates with UW–Madison hiring needs by aligning program competencies with campus roles. Together, we share information, explore tailored recruitment strategies, and support students in navigating the application and hiring process. |
| Madison Metropolitan School District (MMSD) and Project SEARCH | MMSD and Project Search offer Transition and Employment Skills programming for Madison High School students with disabilities, ages 18-21. | MMSD and O&S work together to meet the labor needs of UW-Madison and explore meaningful internships and employment opportunities for MMSD and Project SEARCH students and alumni. |
| Nehemiah | Nehemiah is focused on empowering children, youth, and families through education and social service support programs. | O&S works with Nehemiah and their program leads to share resources and tips on applying for jobs with UW-Madison. |
| UW Community Relations | Acts as a connector between UW–Madison and community organizations. Focuses on building relationships rooted in trust and mutual respect, ensuring the university not only responds to community needs but also shares resources and opportunities in ways that create lasting benefit for all. | Serves as the key connector to community organizations, helping units navigate hiring processes and build pathways to employment opportunities on campus. |
| UW Odyssey Project | A nationally recognized program of UW–Madison that empowers adult learners facing economic and personal barriers through access to higher education. Odyssey includes six programs, ranging from the flagship humanities course to programs for alumni, high school students, and families. | Odyssey works with O&S to provide guidance for Odyssey students and alumni interested in jobs at UW-Madison. This talent community is highly motivated and often first-generation students and parents balancing work and education. The alumni network is a growing pool of community-rooted talent. |
| UW South Madison Partnership (UWSMP) | UWSMP supports South Madison by fostering meaningful connections between the community and UW–Madison in an accessible, collaborative space. | UWSMP connects the community with the O&S team, introducing new collaborators and securing space for community initiatives. |
Outreach and Development Tools
Outreach and development tools are optional resources to enhance your recruitment strategy.
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Featured Career Pages (FCP)
A Featured Career Page is an opportunity for units to showcase a job group, job category, high-volume hiring need, or niche recruitment for a defined period. These pages receive extra clicks due to their placement on the employment website.
Advertising and Job Board Integrations
The Jobs at UW–Madison website is automatically integrated with and/or scraped by several vendors. This page provides information on additional community organizations and other paid advertising opportunities to supplement your outreach efforts.
Launch Your Career CTA
The Launch Your Career Call-to-Action enables the Talent Acquisition team to collect a list of visitors who express an interest in working at UW-Madison without applying for a specific position. Connect with your HR to request a list of visitors who have expressed interest in working in an area relevant to your position.
Networking
Networking is a proactive approach to sourcing and engaging candidates who are qualified and interested in working at UW-Madison. The goal is to create a pool of candidates who are aware of your employer brand and match your current or future hiring needs.
You can use various methods such as:
- Outreach to student associations
- Participating in job or career fairs
- Attending conferences to share your job opportunities
- Identifying opportunities for potential candidates to learn about the organization and to bridge learning gaps
Social Outreach Templates
The Office of Human Resources has prepared templates to streamline content creation on various social platforms. These can be customized, and units are encouraged to add approved branding elements such as imagery. The Photo Library has many options to choose from. These templates follow UW-Madison’s overall brand and visual identity.
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Social post templates
General posts:
-
Seeking a new challenge in [Position Department/Field]? Look no further!
The University of Wisconsin is on the lookout for talented professionals like you. Take the next step in your career and #WorkWithBucky
Apply now at [Job Link]
-
Passionate about [Field/Keyword]?
The University of Wisconsin is seeking a talented [Position Title] to make an impact. If you’re ready to inspire and innovate, this is the perfect opportunity for you!
Apply today at jobs.wisc.edu and #WorkWithBucky towards greatness!
-
Dreaming of a career that makes a difference?
The University of Wisconsin is hiring a talented [Position Title] to contribute to our mission of excellence. Join us and #WorkWithBucky to inspire, innovate and create positive change! Apply now at [Job Link]
#CareerOpportunity #MakeADifference
Career Growth:
-
Ready to take your career to the next level?
The University of Wisconsin is hiring talented individuals who are passionate about personal and professional growth!
Explore exciting opportunities at jobs.wisc.edu and #WorkWithBucky to unlock your full potential! -
Looking for a place where your skills can shine? Look no further!
The University of Wisconsin is hiring dedicated individuals who are ready to unleash their full potential. Explore exciting job openings at jobs.wisc.edu and apply today.
#WorkWithBucky and build a successful career!
Career Change:
-
Seeking a fresh start? Ready for a rewarding career change?
Look no further than the University of Wisconsin! Join our community and make a difference in the lives of students and beyond. Explore available positions at jobs.wisc.edu and embrace a brighter future.
-
Ready to rewrite your professional story?
The University of Wisconsin is actively recruiting individuals who are eager to embark on a new professional chapter. Don’t miss this opportunity to #WorkWithBucky. Discover your potential at jobs.wisc.edu and take the first step toward your dream career!
LinkedIn post templates
Sharing jobs on your individual LinkedIn profile helps in expanding the job’s reach and aligns with outreach best practices.
General Posts:
-
We are hiring!
[Department Name] does important work that has an impact across campus. At the same time, employees receive support for their career goals and grow as professionals.
We believe that collaboration among people who bring different experiences and backgrounds drives innovation and provides employees with opportunities to thrive.
Here is the link to the job posting: [Job Link]
The deadline to apply is [Date]
Come join our community! #WorkWithBucky
-
We are #hiring! The [Department] within the [Division] at the University of Wisconsin – Madison is seeking to hire a [Title]. Please share this job posting if you know anyone who might be interested! Check out the job posting here: [Job Link]
For a New/Current Employee:
-
I cannot believe it has already been two months with UW-Madison’s [Title] at [Department/Division]! Even in a short amount of time, I have made life-long friendships and been able to grow my skills exponentially. I would recommend this program to anyone looking to grow their professional skills, meet some amazing people, and become a Badger!
Good news – we are hiring! The deadline to apply is [Date].
Check out our Featured Careers Page to learn more: [Page Link]
Campus and Keyword Hashtags
Include hashtag keywords within the post content for additional reach:
- Calling all #marketing professionals!
- …currently hiring for #FoodServiceJobs
A best practice when sharing a social post is to @ or mention the Jobs at UW account, @jobsatuw, and use the Work With Bucky hashtag, #WorkWithBucky.
Examples:
- #WorkWithBucky
- #UniversityOfWisconsin
- #UWMadison
- #WeAreHiring
- #JobOpening
- #CareerGrowth
- #JoinOurTeam
- #JoinTheUWteam
- #UWisHiring
- #JobsAtUW
- #CareerDevelopment
- #OpportunityKnocks
- #[Department/Skill/Area]Jobs
- #LaunchYourCareer
Connect with your HR team to develop an outreach plan using platforms such as:
- Handshake
- Sponsor a job on Indeed
- LinkedIn Recruiter
Screening and Interviewing
The Screening and Interviewing phase plays a pivotal role in our commitment to recruiting exceptional talent who will contribute to our mission of teaching, research, and public service.
A key objective of this phase is to ensure a consistent and transparent assessment process across all units.
The candidate experience during this phase reflects the UW–Madison brand. Every candidate should receive timely, personalized updates through Workday, including clear communication when they are no longer being considered for the role.
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Screening
The purpose of the screening phase is to set clear guidelines on how to assess and select a candidate. The goal is to create a fair and equitable screening process to ensure candidates receive the best experience possible with UW-Madison.
Additional resources for screening:
Your HR team can provide more information on screening practices, such as redaction.
Interviewing
Interviews present an opportunity to learn about candidates and for candidates to learn about your unit and UW-Madison. Successful interviews assess a candidate’s qualifications while providing an authentic and positive experience with the hiring unit.
Rubrics
A rubric is a structure used to evaluate candidates consistently and objectively. It outlines specific criteria and levels for assessing interviews. Partner with HR to determine how your unit utilizes rubrics in the interview process.
Rubrics typically include evaluation criteria with rating scales. Rubrics standardize evaluations to reduce bias, improve fairness, and enhance transparency in decision-making.
Interviewing Resources
Selection and Offer
The final phase involves making the selection, extending an offer, and negotiating within the terms of the job posting (e.g., salary, FTE, and title range). A well-managed selection and offer phase enhances the experience and sets the stage for successful onboarding.
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How your HR will support you through this process
Reference Checks
Must be performed on the chosen finalist(s). Information from references is used to evaluate a candidate’s skills, training, experience, and ability to perform position duties.
Compensation
Review UW–Madison’s salary structure and compensation guidelines (Compensation Toolkit) and determine a total rewards-aligned salary recommendation. Obtain HR approval.
Extending a Verbal Offer
Initial communication to a finalist indicating the hiring unit intends to offer the job, before sending a formal employment agreement. Includes position details, salary, start date, contingencies, and work details.
Background Checks
Conducted according to UW–Madison Criminal Background Check policy. Employment is contingent on a satisfactory background check and proof of eligibility to work in the United States.
Recruitment Records
Documentation of the recruitment, assessment, and selection process must be retained for all hires.
Employment Agreements
A formal document sent to the selected candidate outlining key terms such as hire date, job details, and compensation; forms the foundation of the employment relationship.
Extending a Verbal Offer
The verbal offer process is an important step in the overall candidate experience. It sets the tone for the working relationship and allows for additional engagement. This is an opportunity to build excitement for the role while reinforcing transparency and making the candidate feel like a valued member of the team.
A verbal or conditional offer of employment is contingent on the satisfactory completion of reference and criminal background checks. Work with HR for approval and details before extending the offer.
- Engage with the candidate in a personal and timely way, via phone or video call. Schedule the call in advance to ensure your time with the candidate is uninterrupted.
- Start the conversation by highlighting what the candidate brings to the role.
- Leave space for candidate questions and be prepared for the candidate to discuss negotiation options.
- Once an offer is accepted and the required checks are complete, your HR team will send the employment agreement via Workday.
Post-Offer Resources: Transition to Onboarding
The onboarding process is a culmination of the recruiting cycle. It marks the transition from candidate to employee. This process includes welcoming new employees to your unit, providing orientation, training, and support to help them succeed in their roles. For tools and resources to support effective onboarding, visit the Onboarding Toolkit.