Revised 10/12/2015
*This document will need to be completed and uploaded in the TAM Job Opening for Permanent
Record
I.
AUTHORIZATION to LAUNCH a RECRUITMENT
(Date / Completed by)
☐ Dept. receives approval from the Division Administrator to conduct a full recruitment.
__________
II.
LAUNCH the RECRUITMENT
TA Coordinator (TAC) and Search Committee Chairperson, under the direction of the Deans/Division Heads,
will follow the process & procedures below:
A. ☐ Prepare for a new recruitment by completing and emailing the following documents to your assigned HR
Assistant:
i. ☐ Unclassified Job Opening Form (based on position description)
Use HR template: Unclassified Job Opening Form
☐ Department Organizational Chart
ii. If the recruitment is for a ‘New’ Academic Staff position in the Dept. – the following documents need to be
emailed to HR.
☐ Position Description ☐ Title Memo from Provost Office
__________
☐ In the meantime, begin developing Screening tools that would apply to the search:
For Example:
Tool 1: Screen for minimum qualifications (as stated in the vacancy announcement).
Tool 2: Screen for preferred qualifications
Tool 3: Telephone interview questions
Tool 4: Reference check questions
Tool 5: Campus interview questions
NOTE:
* ALL screening tools must be attached to Job Opening before screening of applicants begin.
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(Date / Completed by)
B. ☐ After the position has been entered as a DRAFT into TAM, HR will contact you to schedule EEO/AA
Training. *All members serving on a search are required to complete EEO/AA training.
__________
Unclassified Approval Sequences
C. ☐ For Faculty-Tenure positions a minimum of 24 hours prior to the first committee meeting, a meeting
notice must be posted in two (2) places available to the public per Wisconsin Open Meetings Law. Such as:
daily email, public Dept. bulletin boards, and other visible areas likely to be seen by students, faculty, staff, etc.
*Recommend Committee establish a timeline with goals & dates for the recruitment process.
*Resources available online via: http://www.uww.edu/adminaffairs/hr/tam-recruitment-instructions-and-materials > Hiring Best
Practices
☐ Upload the following in TAM Job Opening for permanent record:
☐ Open Meetings Notice, identifying where & when it was posted
☐ Meeting Minutes
☐ HR reviewed screening tools 1-5.
D. TAC and Search Chair review information in TAM Job Opening.
☐ Review Job Opening Details, Assignments, Job Postings, and other information in TAM.
☐ Monitor approvals. Follow up with Hiring Managers if the approvals are not occurring on a timely basis.
☐ Ad deadlines should be researched so once the recruitment is approved, ads can be placed promptly.
E. Job Opening is approved!
TAM will alert TAC & Search Chair via email when the Job Opening has been approved- go-ahead to post all ads.
III.
ADVERTISE POSITION
A. Advertise Position
HR places ads with: HigherEdJobs.com, MyUW Portal, UW-Whitewater Employment website, WI Job
Network-DWD.
TAC proceeds with placing all other ads using: the full FINAL approved vacancy announcement.
MINIMUM POSTING REQUIREMENTS:
30 calendar days for all positions
*Networking: Vacancy announcement may be posted on bulletin boards, distributed at conferences and
workshops, sent to colleagues at other institutions, sent to distribution lists, etc.
☐ TAC will update the “Destinations” list in the Job Posting module with additional sources used.
☐ TAC will upload the following in the Job Opening > Activity & Attachments section:
Attaching Documents to Job Postings
☐ Copies of all ads posted
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(Date / Completed by)
☐ If FA Recruitment: the actual online CHRONICLE ad include the confirmation from the Chronicle
that states the beginning and ending dates the ad was published, or printouts of online ad with
dates shown.
__________
B. Collect Applications and Review and Verify Application Materials
☐ Review application materials for completeness as they come in.
*NOTE: If Applicants did not upload an attachment with their REFERENCES check the Verifications
hyperlink: Instructions for Locating References
☐ If the committee chooses to give all applicants an opportunity to supply missing documents, notify
applicants via TAM email (for permanent record purposes). Send all correspondence on behalf of the
Search & Screen Committee Chair -&- copy the Search Chair on all correspondence with applicants.
(*In some cases applicants may have inadvertently uploaded the wrong document, or need to revise their
application materials after they’ve submitted their application. In these situations applicants typically
follow up with an email to the contact person provided in the Job Posting. TAC/Search Chair will make the
correction on the applicant’s behalf.)
☐ Record all phone conversations/emails with applicants via ‘Contact Notes’ hyperlink.
Attaching Documents to Candidates
IV.
__________
INITIAL SCREENING OF APPLICATIONS
The Search Committee may begin reviewing applications as they come in, as long as the screening criteria has
already been established and uploaded in TAM.
☐ TAC/Search Chair will change applicants’ dispositions to “SCREEN” so committee members know
which applicants have already been viewed.
__________
Updating Applicant Dispositions
☐ Minimum of two (2) committee members use Tool 1 to review applications for minimum
qualifications.
☐ All committee members individually screen applicants (who passed Tool 1) with Tool 2.
☐ Committee meets to discuss results of Tools 1 & 2. By discussion leading to consensus, committee
summarizes screening results by completing the screening criteria which the Chair forwards to the TAC
to upload into TAM.
☐ TAC changes applicants’ dispositions in TAM based on Tool 1 & 2 summary from committee,
assigning a non-select reason code for applicants not advancing.
Updating Applicant Dispositions
☐ Screening results are uploaded in the Job Opening > Activity & Attachments module.
Attaching Documents to Job Postings
☐ TAC sends correspondence via TAM to applicants who did not pass Tools 1 & 2.
__________
Instructions for Corresponding with Applicants
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V.
TELEPHONE INTERVIEWS
(Date / Completed by)
Telephone interviews are a beneficial and inexpensive way to further screen a pool of applicants; creating a
Short-list of the most qualified candidates. However, in some cases when there is a very small pool of
qualified individuals, a committee may decide to move directly to the on-campus interviews.
If not conducting telephone interviews, proceed to Section VI.
☐ Schedule, coordinate, & confirm telephone interviews with candidates & committee members via TAM
email. These will be automatically recorded in the candidates’ Contact Notes for permanent record.
☐ Upload final interview schedule in Activity & Attachments section.
__________
☐ Using Tool 3, the entire search committee conducts telephone interviews and, by discussion leading to
consensus, selects candidates for campus interviews and provides screening summary to TAC.
☐ Applicants’ dispositions are changed in TAM based on Tool 3 results.
__________
Updating Applicant Dispositions
☐ Screening results are uploaded in Job Opening > Activity & Attachments section.
__________
☐ Send email to applicants who did not pass Tools 3.
__________
VI.
CAMPUS INTERVIEWS
Applicants are FORWARDED for approval prior to inviting applicants to participate in ON-CAMPUS
interviews:
Instruction for Approving On Campus Interviews
☐ Upload all email approvals in Job Opening > Activity & Attachments.
Attaching Documents to Job Postings
A. Coordinate Campus Interviews
☐ Schedule & coordinate campus interviews with candidates: Schedule Applicant Interviews
☐ Prior to actual interviews, complete, have signed, and maintain a copy of the Authorization to
Reimburse an Applicant (for interview expenses) form for each candidate.
*Refer to http://www.uww.edu/Documents/adminaffairs/interview travel.doc or contact Financial
Services directly with any travel related questions.
☐ Confirm campus interviews with candidates, committee members, and others involved in the
itinerary via TAM email correspondences for permanent record.
__________
Instructions for Corresponding with Applicants
☐ If an international candidate will participate in a campus interview and they require international
sponsorship, instruct them to email Erika Cuevas at cuevase@uww.edu and indicate the following:
“I have applied for XXXX position and would require international sponsorship if hired.”
__________
☐ Follow and communicate expense reimbursement procedures with candidates while travel
arrangements are being made and contact Financial Services with any specific matters related to travel.
☐ Send an Interview Packet to each candidate, including:
-Dept./Unit/College information and brochures
-Detailed itinerary including travel information
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☐ Expense reimbursement information
☐ Parking permit
☐ Campus map
(Date / Completed by)
__________
B. Conduct On-Campus Interviews
☐ Using Tool 5, entire search committee conducts campus interviews according to scheduled itineraries.
☐ Committee records the strengths and weaknesses of each candidate following their interview.
Complete an Interview Evaluation
☐ Make arrangements for each candidate to complete necessary travel expense reimbursement
paperwork.
VII.
CONDUCTING REFERENCE CHECKS
A suggested minimum of three reference checks are conducted for each candidate; one (1) being a current or
former Supervisor/employer.
☐ Inform candidates that their application is moving forward to the reference checking stage of the
screening process either via: TAM ‘Send Correspondence’ or courtesy call.
Instructions for Corresponding with Applicants
☐ Using Tool 4, committee members, working in pairs, conduct telephone reference checks from list
provided by the applicant. If having difficulty connecting with references, first check the Verifications tab to
see if additional references were provided within the candidate’s online application. Another option is to
contact the candidate and request additional reference(s). Record these in TAM for permanent record.
Instructions for Locating References
VIII.
MAKING RECOMMENDATIONS TO HIRE
A. Search committee will forward ALL finalists that are recommended as viable hires for approval.
*Ranking of candidates is not permitted.
*Reason Code “5B” is not applicable at this stage.
☐ Applicants’ dispositions are changed in TAM based on Tool 4 & 5 results.
__________
Updating Applicant Dispositions
☐ Screening results –and- Strengths & Weaknesses are uploaded in TAM > Activity & Attachments.
☐ Initiate approval string for all viable finalists recommended for hire:
Prepare Job Offer
Unclassified Approval Sequences
__________
At this point, the Division Head/Dean can make an informal offer to the candidate. When extending an offer,
let the finalist know that it is contingent upon passing of the criminal background check-
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Once the candidate has accepted the informal offer:
(Date / Completed by)
☐ Have the candidate immediately complete and submit the following documents
DIRECTLY to HR via fax: 262/472-5668 ATTN: Damon Judah
Fax Cover Form, Background Check General Consent Form
I-9 Employment Eligibility Verification and New Employee Documents.
☐ Change the candidate’s disposition to “Accepted”.
Record an Accepted Offer
__________
If the offer is declined a verbal offer can be extended to next finalist chosen by the Hiring Authority.
☐ The committee will reconsider applicants previously put on ‘5B’ Hold from Tools 2, 3 and 4. The screening
results will be updated and forwarded to the TAC.
☐ If FA position, the TAC will upload a memo siting reason(s) why initial offer was declined.
☐ Applicants’ dispositions are changed in TAM based on committees’ reconsideration of applicants
Updating Applicant Dispositions
If all offers are declined, contact HR to discuss an extension of the recruitment– HR will extend the posting
and the TAC will change previous applicant dispositions to HOLD.
If all offers are declined and the search is failed- the Search Chair will email Judi Trampf and the Provost a
memo of explanation and proposed action.
__________
IX.
COMPLETE THE HIRE
After the verbal offer is accepted and the candidate’s disposition has been changed to “Accepted”, the
Dept. needs to complete the following steps for generation of a contract:
☐ Complete and route the Hire Form for approval: Hire Form
☐ Contact new hire to request OFFICIAL TRANSCRIPTS from each degree earned (not just the highest
degree). Ask that they be mailed directly to HR. Transcripts are a condition of employment and need to be
received by UW-Whitewater prior to employee’s start date.
__________
Note: for FA positions:
☐ Attach the Faculty Offer Letter.
☐ Contact Erika Cuevas if making an International hire.
__________
Once the Hire Form is completed and returned to the HR office, Damon Judah will scan the documents into
TAM and verify that all attachments are present. The HR Assistant will then be notified to create the contract
which will be emailed to the new employee.
☐ Complete the final steps in TAM: Prepare for Hire
☐ Send TAM email correspondence to remaining candidates informing them they are no longer being
considered.
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X.
RECORDS RETENTION
UW-System will be the data custodian and records retention holder for six (6) years plus current year.
☐ TA Coordinator & Search Chair need to ensure the following required documentation is UPLOADED as
attachments to the TAM Job Opening
Attaching Documents to Job Postings
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Screening Tools 1-5
Copies of ALL advertising
The confirming BEGIN & END dates the CHRONICLE ad was printed online (if applicable).
Tool 1 & 2 Summary (Includes: Applicants Names / Yes or No / Reason Codes)
Telephone interview schedule
Tool 3 Summary
Tool 4 & Tool 5 Summary
Strengths & Weaknesses Memo for each candidate who had an on-campus interview
ALL Hiring Authority Approvals for Campus Interviews, Recommendation for Hire
Open forum announcement & meeting minutes.
Miscellaneous Correspondence (Any other correspondence with Applicants -or others- related
to the search.)
12. Financial records related to the search
13. This Procedure Checklist to reflect process, dates & actions taken throughout the recruitment.
☐ Once the signed contract has returned to HR, Damon Judah will scan the acceptance into the Activities &
Attachments section and close the recruitment in TAM.
XI.
ONBOARDING
New Employee Orientation
☐ Prior to New Employee Benefits Orientation, new employees may contact Julie Gau, GauJ@uww.edu with
questions.
☐ Continue communication with new hires giving assistance with relocation information, etc. Plan for new
hire orientation meetings, set up mentor relationships, etc. to create a healthy and satisfying work
experience and environment for all.
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