Business Office

Recruitment

This page is a collection of recruitment resources for use by department hiring managers, hiring administrators, department administrators, and departmental & divisional HR personnel.

School of Education Recruitment Toolkit

The SoE Recruitment Toolkit includes standardized processes following UW Madison’s recruitment, assessment, and selection procedures to meet the needs of SoE units while promoting efficient, effective, fair, and legal hiring practices. Each section of the toolkit covers a step in the recruiting process and includes guidance on recruiting best practices.

Department Administrators, Hiring Administrators, Hiring Managers and Supervisors are encouraged to review the Supervisor Toolkit and the Recruitment Frequently Asked Questions resource.

Recruitment, Assessment, and Selection Process

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Pre-Recruitment

Develop Position Description

Task Responsible Parties
Identify a vacant position and appropriate standard job description (SJD) Department: Supervisor & Department Administrator

Human Resources: Consult with HR Manager
Review and update SJD

  • Department Administrator works with stakeholders to develop with a PVL
  • Assess current and future position to address unit goals
  • Assign percentages to essential responsibilities
  • Add unique responsibilities (20%), if applicable
  • Develop minimum requirements and review for inclusive job criteria.
  • Identify knowledge, skills, and abilities (qualifications)
  • Identify the hiring salary range based on qualifications needed
  • Identify deadline date
  • Create application instructions that are clear to applicants
 Department: Hiring Manager/Supervisor, Department Administrator

Human Resources: Consult with HR Manager

 

 

 

 
Create and submit PVL (Position Vacancy Listing) in Job and Employment Management System (JEMS PVL) Department Administrator/ Administrative Staff
Approve PVL HR Manager & OHR

 

Identify Recruitment

Task Responsible Parties
Determine if a mandatory process is required before creating a job posting (i.e., Blue Collar Multi-Shift, reemployment after layoff, referral priority) Human Resources: HR Manager
Determine type of recruitment

 Department: Hiring Manager/Supervisor, Department Administrator

 

Human Resources: HR Manager
If internal, provide justification to central OHR Department: Department/ Hiring Administrator

Human Resource: HR Manager
Department: Hiring Manager/Supervisor, Department Administrator

Human Resources: Consult with HR Manager & Recruiter

At this time, Recruiter will reach out to Department and complete intake meeting to offer HR assistance
Determine strategy for recruiting a diverse applicant pool

 Department: Hiring Manager/Supervisor, Department Administrator

Human Resources: Consult with Recruiter
Submit a Recruitment Efforts Plan (REP) via JEMS Automatic Via JEMS; include additional advertising sources
Determine advertising sources for open recruitment:

  • Indeed
  • Community Organizations
  • Professional Networks and Associations
  • Social Media Platforms: LinkedIn, Twitter, Facebook
  • Job/Career Fairs
  • Industry-specific online job boards and publications
  • Diverse Organizations (Diverse Leaders for Tomorrow, Black   Graduate & Professional Student Association, Campus Women’s Center, Diversity and Inclusion Association, Graduate Multicultural Business Association etc.)
  • Radio
  • All jobs listed on jobs.wisc.edu are automatically posted to select national sites and publications.
 Department: Hiring Manager/Supervisor, Department Administrator, Search Committee

Human Resources: Consult with Recruiter
Create concise, specific, clear, enthusiastic, and accurate recruitment ads

  • What is the job?
  • Who is the ideal candidate?
  • What qualifications are needed?
  • What experience is required?
  • What other information is required?
  • How can I make the position stand out?
  • How can I make the job look attractive?
 Department: Hiring Manager/Supervisor, Department Administrator,

Human Resources: Consult with Recruiter
Create job posting in TREMS Department: Department Administrator/ Hiring Administrator

Intake Meeting

Task Responsible Parties
Recruiter will schedule an intake meeting with the Hiring Administrator, Search Committee Chair, and/or Hiring Manager.

The purpose of the meeting is to set goals for the recruitment process, align on qualifications and requirements for the position, and set hiring strategies and touchpoints. 

 Department: Hiring Administrator, Search Committee Chair, and/or Hiring Manage

 

Human Resources: Recruiter

Determine Assessment Methods

Task Responsible Parties
Determine the methodology for screening the applications, considering:

  • Minimum qualifications (e.g. education)
  • Work History
  • Application package
 Department: Hiring Manager/Supervisor, Department Administrator

 

Human Resources: Consult with Recruiter
Establish criteria and benchmarks

  • Pre-established
  • Job related
  • Nondiscriminatory

 

 Department: Hiring Manager/Supervisor, Department Administrator, Search Committee

Human Resources: Recruiter
Develop interview questions and benchmarks such as:

  • Minimum qualifications (e.g. education) 
  • Preferred qualifications
  • Knowledge, skills, and abilities necessary for the position
  • Presentations 
  • Interviews 
  • Reference checks 

 

 Department: Hiring Manager/Supervisor, Department Administrator, Search Committee

Human Resources: Recruiter

 

Recruitment

Announce/Attract

Task Responsible Parties
Review job posting in TREMS, approve and release to employment website. Check for the following:

  • Type of recruitment
  • Deadline date
  • Work Type
  • Application type and instructions
  • Advertising summary
  • Recruitment Process
 Human Resources: Recruiter
Advertise vacancy based on advertising and outreach plan. 

During intake meeting, Recruiter will review all advertising and sourcing options.

 Department: Department Administrator, Search Committee

Human Resources: Recruiter
Collect applicant materials (Electronic Process in TREMS) TREMS
Automatic letter of acknowledgement sent to applicants via TREMS TREMS

 

Assessment and Evaluation

Perform Initial Screen of Applicants

Task Responsible Parties
Review applicant documents in TREMS or bulk compile and send documents for review Department: Department Administrator, Search Committee

Human Resources: Recruiter
Evaluate minimum qualifications if applicable (you can eliminate unqualified applicants before the closing date but you can’t eliminate qualified ones before closing date. You also don’t have to interview EVERY qualified applicant). Department: Hiring Manager/Supervisor, Department Administrator, Search Committee

Human Resources: Recruiter
Evaluate applicant materials based on assessment methods and predetermined criteria and benchmarks Department: Search committee
Select applicants to move to next phase of the assessment process and update status in TREMS Department: Hiring Manager/Supervisor, Search Committee
Communicate with applicants (via TREMS, email, phone; if through phone, make sure to document date/time of interview) regarding status (TREMS sends automated messages when changes are made) Department: Department Administrator, Hiring Administrator

Human Resources: Recruiter

Interview

Review Interview Guide Department: Hiring Manager/Supervisor, Department Administrator, Search Committee
Determine interview format. Keep format consistent for all applicants (barring extenuating circumstances).

  • Phone
  • Video
  • In person
 Department: Hiring Manager/Supervisor, Department Administrator, Search Committee
Meet with interview panel(s) if applicable

  • Review questions and benchmarks; take note of questions that are not allowed to be asked or appropriate for an interview.
  • Discuss interview format
    • Number of rounds
    • Number of interview panels
    • Phone
    • Video
    • In person
  • Determine interview question sequence
    • Round robin
    • Specific questions asked by each panel member
  • Remind panel members that they must ensure a fair and equitable practice throughout the selection process
  • Ensure all decision making is measured and objective
  • Recommended: in the final interview, discuss logistical information with candidates, such as projected start date.
 Department: Hiring Manager/Supervisor, Department Administrator, Search Committee

 

Divisional HR: Recruiter
Determine interview location Department: Hiring Manager/Supervisor, Department Administrator, Search Committee
Schedule interviews either through TREMS automated process or outside of the system (email, phone). Keep track of all interview dates for entry in TREMS. Department: Hiring Manager/Supervisor, Department Administrator, Search Committee
Complete evaluation and take actions after interview

  • Evaluate interviews and benchmarks
  • Recommend finalists and update status in TREMS
 Department: Hiring Manager/Supervisor, Department Administrator, Search Committee
Communicate with applicants via TREMS regarding status Department: Hiring Administrator

Reference Check

Task Responsible Parties
Verify reference list with top candidates and inform them that references will be contacted, which may include current and former supervisors. Department: Hiring Manager/Supervisor, Department Administrator
Check guide to reference checks and document responses. You can send a copy of the PVL to references so that they are familiar with the position prior to your discussion. Department: Hiring Manager/Supervisor, Department Administrator

Selection

Task Responsible Parties
Follow salary administration guidelines

  • Departments should consult with Recruiter on start date, offer range, and additional offer items
 Department: Hiring Manager /Supervisor, Department Administrator, Department Head

Human Resources: Recruiter

May need to consult with Budget & Finance
Extend verbal offer to selected candidate

  • Recommended: Offer candidate 2-3 business days to consider position, benefits, and salary
  • Ensure candidate gets benefit information (if applicable) to consider. Make sure it’s appropriate to their position.
  • Negotiate salary and offer details if applicable
    • Have conversation with Recruiter, Department Chair, Senior, Department Administrator in conjunction with Divisional Finance & Budget team if candidate is requesting above pre-approved range
    • Other offer details: professional development funds, relocation, hiring bonus, referral bonus
 Department: Hiring Manager/Supervisor, Department Administrator

Human Resources: Recruiter
After all negotiations are complete and agreed upon, in TREMS change the status of the selected candidate to “verbal offer” and complete the offer card

  • Select title and title code (if applicable)
  • Identify Onboarding Coordinator
  • Upload completed and signed offer letter (formatted for SoE and specific to the type of appointment) and other offer attachments, including the Job Description/Public PVL
  • Approve offer card
 Department: Department/Hiring Administrator,

Human Resources: Consult with Recruiter on offer
Complete background checks including criminal background check (CBC) and sexual violence/sexual harassment reference check on selected candidate (if applicable) Department Administrator; Background Check Coordinator (HR)
In TREMS change status to “online offer made” to send the offer to the candidate Department: Department / Hiring Administrator
Confirmation of acceptance of offer and new starter form completed (system generated) TREMS
Initiate Onboarding Program Activities Department: Onboarding Coordinator and Hiring Manager/Supervisor
Communicate with unsuccessful applicants regarding non-select status and move status to “No longer considered” in TREMS Department: Department/Hiring Administrator
Upon receipt of accepted offer/new hire email complete the hire in JEMS Hire to push to HRS Department: Department Administrator

Additional Resources