RECRUITMENT COMMITTEE PROCEDURES
Faculty, Instructional and Non-Instructional Academic Staff, and Limited Recruitments
Budget Position Number(s):
UW System Title:
Working Title:
AUTHORIZATION TO LAUNCH RECRUITMENT
(all positions besides Faculty) Supervisor drafts/updates position description and sends to Human Resources for review.
Supervisor completes the Authorization for Recruitment, gathers position description and other necessary forms, and forwards electronically to the Dean/Division Head/Director in Business and Finance.
Dean/Division Head/Director reviews Authorization for Recruitment. If approved, the Authorization for Recruitment (with attachments) is forwarded electronically to the Area Leader (cc: ), along with the appropriate page from the post-merit budget worksheet, position description and organizational chart.
Area Leader reviews Authorization for Recruitment and attachments. If approved, Area Leader distributes documents to the Position Review Committee for review and approval.
Approval email is received from Position Review Committee.
Original Authorization for Recruitmentis returned toHuman Resources for retention in the recruitment file. A scanned copy will be sent to the recruitment chair and the Dean/Division Head/Director.
Recruitment Chair, with assistance from the Administrative Support Personnel, starts a recruitment file for all documents related to the recruitment.
LAUNCHING RECRUITMENT AND COMMUNICATION WITH APPLICANTS
Human Resources prepares the Position Announcement within Talent Acquisition Manager (TAM) and routes for approvals. Once approved, position is posted on HR website.
If necessary, arecruitment meeting is held byHuman Resources with theRecruitment Chairand Administrative Support Personnel.
Human Resources provides the Recruitment Chair with list of diverse advertising resources and assists with posting additional position announcements.
Recruitment Chair, with help from the Recruitment Committee, develops the Recruitment Planand submits it to the Designated Approver for review and approval (cc: ).
Designated Approver emails approval of the Recruitment Plan to the Recruitment Chair (cc: ).
Recruitment Chair or Administrative Support Personnel saves copies of all postings done by the department for submission to HR at the conclusion of the recruitment.
Applicants apply via TAM.
Members of the Recruitment Committee mustn’t communicate with applicants at this stage. Any communication with applicants regarding questions about the recruitment process or the position should be directed to the recruitment chair.
If screening questions weren’t used, optional step: Recruitment Chair or Administrative Support Personnel sends an email indicating any missing application materials through TAM. Applicants whose files remain incomplete will be excluded from further consideration.
Recruitment Chair establishes the timeline and schedules all meeting times in advance with Recruitment Committee members and University Calendar (in compliance with Wisconsin Open Meetings Laws). Recruitment Chairor designee keeps minutes of all meetings conducted (in compliance with Wisconsin Public Records Laws) for filing at the conclusion of the recruitment.
Recruitment Chair, in collaboration with the Recruitment Committeedevelops recruitment materials and submits to the Designated Approver for review and approval (cc: ):
Recruitment Plan
Applicant Review Form
Telephone Interview Questions(optional)
Reference Interview Questions
Candidate Interview Plan
On-Campus Interview Questions
Designated Approveremails approval of the Applicant Screening Documents to the Recruitment Chair (cc: ).
REVIEWING APPLICATIONS AND PREPARING FOR INTERVIEWS
If screening questions weren’t used:
Before the first screen date, theRecruitment Chairreviews application materials and screens out applicants who do not meet minimum qualifications.
If screening questions were used:
After the first screen date, Human Resources runs the screening process in TAM and dispositions are changed accordingly.
Optional step:Recruitment Chair or Administrative Support Personnel sends an email indicating any missing application materials through TAM. Applicants whose files remain incomplete will be excluded from further consideration.
All dispositions in TAM should be updated to reflect the applicant status based on the appropriate Disposition Status Chartprior to the first screen date.
No recruitmentcommittee members should have access to applicant files at this time.
Human Resources sends the Applicant Pool Summary Reports to the Designated Approver for approval of the candidate pool.
Designated Approveremails approval of the Applicant Pool Summary Reports to Human Resources, and also instructs whether or not they would like the posting removed from the HR website.
Human Resources sends the Applicant Roster to the Recruitment Chair and Administrative Support Personnel. Recruitment Chair completes non-selection codes as the recruitment progresses.
Human Resources provisions Recruitment Committee members for access to candidate files in TAM and sends the Applicant Review Form with candidate names to the Recruitment Committee.
RecruitmentCommittee, using the developed Applicant Review Form, reviews and evaluates applicant materials for candidates who have been coded as “Screen” within TAM.
INTERVIEW PROCESS
Recruitment Chair, in collaboration with Recruitment Committee completes the Telephone Interview/Reference Check Listand sends to Designated Approver for approval (cc: ).
Designated Approver emails approval of Telephone Interview/Reference Check List to the Recruitment Chair (cc:).
Optional step:Phone Interviews are completed using the developed Telephone Interview Questions. If possible, all Recruitment Committee members should be present for telephone interviews.
TAM Dispositions for candidates selected for phone interviews and/or reference checks are changed to “Considered for Interview”.
Reference checks are conducted on all candidates moving forward in the process using the developed Reference Interview Questions. At least two Recruitment Committee members must be present for each reference check.
Recruitment Chair, in collaboration with the Recruitment Committee completes the On-Campus Interview List and sends to the Designated Approver for approval (cc: )
Designated Approver emails approval of On-Campus Interview List to the Recruitment Chair (cc: )
If applicable, Authorization to Reimburse Applicant Interview Expensesis completed for each candidate being brought to campus.
TAM dispositions for candidates selected for on-campus interview are changed to “Interview”.
The Recruitment Chair negotiates interview times and solicits official transcripts (if necessary).
Recruitment Chair or Administrative Support Personnel completes a Candidate Interview Plan for each candidate.
If applicable, the Administrative Support Personnel sets up travel arrangements and schedule with the candidate.
- Candidates should be told that they will be reimbursed for all of their expenses within a couple weeks after conclusion of their on-campus interview.
- Verbally and electronically provide the candidate airline/flight number and inform that they must use options provided or will not be reimbursed.
- Set up hotel arrangements with contracted hotels, having the charge billed direct to the University.
- Inform the candidate to keep all receipts, including boarding passes.
If applicable, the Administrative Support Personnel forwards the following to each candidate:
- Candidate Interview Plan
- Information packet about UWGB and surrounding communities.
- Suggested: Link to the UWGB Catalog; tourism information about Green Bay can be obtained from Packer Country Regional Tourism Office, 494-9507; tourism information about Door County can be obtained from Door County Chamber of Commerce, 800-527-3529.
On-Campus Interviews are completed using the developed On-Campus Interview Questions.
(Faculty Only) The Recruitment Committee gathers written comments from all involved in the candidate interview process. The Recruitment Committee prepares written candidate evaluations for presentation to the Interdisciplinary Unit Executive Committee.
(Academic Staff and Limited) Recruitment Chair and the Recruitment Committee create the Final Candidate Justification Memoindicating those candidates who are acceptable for hire, and submit it to the Designated Approver (cc:).
(Faculty Only) The Interdisciplinary Unit Executive Committee prepares a Final Candidate Justification Memo, indicating those candidates who are acceptable for hire, and presents to the Dean.
NEGOTIATING AND CARRYING OUT HIRE
Designated Approvermay decide to extend an offer to one of the acceptable candidates, reject candidates put forth for hire and direct the recruitment to continue, or close the recruitment.
If the Designated Approver chooses to extend an offer to one of the acceptable candidates, the top portion of the Authorization to Extend Offeris completed and forwarded on to the Area Leader for approval.
Area Leader approves the Authorization to Extend Offerand forwards it back to the Designated Approver.
Designated Approver orRecruitment Chair contacts candidate to negotiate offer of employment, and completes the bottom portion of the Authorization to Extend Offer.
AFTER ACCEPTANCE OF VERBAL OFFER
Dean/Division Head Office or Administrative Support Personnel initiate Criminal Background Check for candidate.
The formal Offer Letteris drafted, and sent to Area Leader or designee for review and approval.
When approved, the Offer Letter is sent along with any other necessary information to the candidate electronically.
Candidate reviews, signs and returns offer letter to accept terms of employment.
Once offer letter is received by Dean/Division Heador Designee, the following items are compiled:
- Completed Authorization to Extend Offerform
- The original, signed Offer Letter
- Official Transcript (if applicable)
- W-4andSelf-Identification Formcompleted by the new employee
- Direct Deposit Formcompleted by the new employee
- completed Personnel Action (PA) Form
Faculty and Instructional Academic Staff: Send to the Provost Office, along with:
- Applicant File (letter of application/cover letter, CV, etc.)
- Copy of the Position Announcement
OriginalI-9with a completed Section 1 is forwarded to the new Faculty or Academic Staff member’s unit c/o the administrative support personnel for verification and submission to HR when the individual begins employment.
CLOSING THE RECRUITMENT
Supervisor completes appropriate Orientation procedures:
- Faculty and Instructional Academic Staff
- Non-Instructional Academic Staff
The Recruitment Chair (with assistance fromAdministrative Support Personnel) completes the Applicant Roster, being sure to correctly fill all non-selection codes (including incomplete and late applicants).
The Recruitment Chair notifies via phone, all candidates that were interviewed of their non-selection.Administrative Support Personnel notify all unsuccessful candidates through TAM that the recruitment has been completed.
Human Resources sets up a meeting with the Recruitment Chair and Administrative Support Personnel to close out the recruitment and obtain all documents generated from the recruitment for filing.
Office of Human Resources
(920) 465-2390 • •
Revised: 8/26/15Page 1 of 4