In December 2023, the UW System Board of Regents approved an agreement between the Universities of Wisconsin and state legislative leadership to move forward critical priorities of UW campuses across Wisconsin, including the University of Wisconsin–Madison.
The agreement includes a provision that required the Universities of Wisconsin to institute a system-wide cap on hiring a range of positions for three years beginning Jan. 1, 2024, with a number of important exclusions.
Language detailing the agreement can be found in the resolution document.
To ensure the School of Education falls within its position cap and manages it’s FTE appropriately, departments are required to follow the procedure outlined on this page.
Please reach out to Human Resources with any questions.
Affected Employment Categories
This procedure applies to the following employment categories:
- Academic Staff
- University Staff
This procedure does not apply to the following employment categories:
- Instructional Academic Staff (Lecturers, Teaching Faculty, Clinical Professors, etc.) * see instructions below
- Faculty * see instructions below
- Graduate Assistants
- Student Help
Position Request Process
- Review the Justification to Advance Job Aid.
- The form needs to be completed if:
- The position is subject to the position cap
- The unit attests the position’s funding is gift, grant, or contract, however the fund is not on the position cap approved list of gift, grant or contract funds.
- Is exempt from the position cap based on job responsibilities, however the standard job description is not on the position cap list of exempted SJDs (reach out to Divisional HR to determine if title is on exemption list)
- Create a PVL in JEMS PVL and leave in Draft Status. You will need the PVL number for the Justification to Advance Form.
- Submit a new Justification to Advance position form. You will route to Tammy Wacek (twacek@wisc.edu) as the HR Lead.
- Responses to questions on the form should be brief, but please ensure all fields are complete, including the PVL Number.
- The individual submitting the request will be notified upon approval or denial of the request and will be contacted to discuss alternative staffing options if the position cannot be filled at the time.
- If approved, the position request must then be submitted through JEMS PVL via the normal process. Additional information and justification will be required for positions included in the position cap in JEMS. Please review the JEMS Job Aid for instructions on entering PVLs into JEMS.
Instructional Positions*
Approval authority for academic units for instructional positions (Faculty, instructional Academic Staff) is delegated to Department Chairs. When administrators submit JEMS PVL, they should use the Dean’s Approval date as the date that their Department Chairs approved the position. Please review to the JEMS Job Aid for instructions on adding the Dean’s approval date.