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Classified Project Appointments

Definition

Classified project appointments are positions created to function on specific projects that must be planned undertakings of a non-permanent nature which are different from the regular workload of the unit.

Project Appointment Rules

  • Cannot exceed four years in duration.
  • Appointing authorities can make appointments to project positions without using a formal referral system or examination, if approved by UWM's Department of Human Resources or OSER.
  • The position must be posted on WISCJOBS for 3 days.

Conditions of Employment

  • Same appeal and grievance rights as permanent non-represented employees except project employees cannot appeal or grieve any termination actions.
  • No transfer, promotion, layoff, reinstatement, restoration or displacement rights.
  • Required to work 600 or more hours per year.
  • Eligible for the following employee benefits:
    • Vacation: Earned at the rate of 80 hours per year for non-exempt or 120 hours per year for exempt, prorated if the employee works less than full-time or it the appointment is terminated before the end of the year. Unused but earned vacation is paid out upon termination, and paid but unearned vacation is deducted from the final paycheck. Vacation leave may only be used after completion of the first six months of the appointment.
    • Sick Leave: Sick leave accrues at the rate of four (4) hours for each 80 hours worked and is prorated for less than full-time employment. It may not be used before it is accrued, and unused sick leave is not paid out upon termination.
    • Leave of Absence: Cannot be granted, except as required under the Family Medical Leave Act.
    • Holidays: Eligible immediately upon appointment.Personal Holidays: Three (3) personal holidays per year are available for use immediately upon appointment. If the first six months of employment are not completed, all personal holiday time used but unearned is deducted from the final paycheck.
    • Insurance Coverage: Eligible to participate upon appointment. State contributions begin after six (6) months.
    • Retirement: Participation in the Wisconsin Retirement System begins upon appointment.

Note: These conditions may vary if the appointee has already achieved permanent status as State classified employee.

Recruitment

You must address all 7 of the project guidelines, in writing, and include this information with the recruitment paperwork: (Doc)

  • How long is the proposed appointment? The duration of the proposed project position should be used as a guideline or starting point for deciding whether to make a permanent or project appointment. Generally, project appointments are appropriate when the duration of the project position is expected to be 24 months or less. Permanent appointments should be considered when the proposed project position is for more than 24 months.
  • Is the project position likely to be funded beyond the project's initial expected ending date? If yes, then a permanent appointment is likely to be appropriate.
  • Is this project likely to continue as an on-going, regular or permanent function of the agency or employing unit? If yes, then a permanent appointment is likely to be appropriate.
  • Are there financial or time requirements associated with initiating or completing the project? For example, is there a likelihood of a funding loss if this position is not filled by a certain date? If yes, then a project appointment is likely to be appropriate.
  • Are the duties of the proposed project position closely related to on-going, permanent or regular functions of the agency or employing unit? If yes, then a permanent appointment is likely to be appropriate.
  • Is there enough agency or employing unit turnover in the occupational area of the project position so that the appointee could be easily absorbed into the work force when the project is completed or terminated? When answering this question, agency personnel should consider the probability or likelihood of layoff. If yes, then a permanent appointment is likely to be appropriate.
  • Are there any other factors that the agency considered in making its decision?

Recruitment

AIMS Classified Project Permanent Recruitment Checklist

All Classified Project Recruitments are now completed in Applicant Information Management System (AIMS) Resources

Create a posting in AIMS (How to)

1.You can create a new posting from the Postings menu by clicking on the orange Create New Posting button.

2.You will have two options for creating a posting.

a.Create from Template-allows you to create brand new posting

b.Create from Posting-allows you to create from a previous posting

3.If you Create from Template, you will then search for the position that you want to create the posting for. You can search by Official Title or Title Code.

4.Once you have found the title that you will be using for your posting, use the Actions menu on the far right to Create From. When you hover over Actions, you will see the drop-down menu appear

5.On the new posting page, you will select the Department (if you have access to multiple departments) and set the Applicant Workflow to Application Submitted. Once this is done you can click on Create New Posting to move forward to your posting details.

6.To create a posting from a previous posting, you can search for that posting by Position Number. You will only be able to create from a previous posting, if you had access to that posting previously. Follow the steps on Pages 5 and 6 once you have found your position to move forward with the posting.

Request to Recruit (completed by Originator/Supervisor)

  • Complete Posting Details Tab
  • Indicate documents Applicants need to submit for application (e.g., resume, cover letter, etc.)
  • Upload appropriate recruitment documents on Documents Tab
  • Position Description
    • Electronic copy of position description emailed to PREP
  • Organizational Chart 
  • Performance Standards (guidelines)
  • Interview Questions
  • Recruitment Justification (if required by your division)
  • Salary Justification Criteria (for broadbanded classifications) (Contact your Personnel Representative or HR Specialist for compensation analysis, if needed.)
  • Confidential Exclusion Analysis Form (if applicable)
  • Supervisory Exclusion Analysis Form(if applicable)
  • Management Exclusion Analysis Form (if applicable)
  • Complete Budget Tab
  • Add Posting Specific Questions (please work with your HR contact to create these)
  • Create a Guest User Account (it is best to create an account at this point, than to try to create one at a later date. Guest user log in cannot be changed, but you may change the password.
  • Forward to Director/Department Chair for review and approval
  • Note: IT positions must be reviewed by UITS prior to submission (contact Anthony Quintero, ext. 6804, quintero@uwm.edu)

Criminal Records Check

All positions require a criminal background check. Please read: Job Applicant Conviction and/or Pending Charges Records Review, Policy and Procedures.  

Please send the following information to the PREP who will send the Criminal Records Check Letter and the Applicant Supplement form:

  • The employees full name, address and
  • Job position title

HiringProposal (completed by Originator/Supervisor) (Guide)

If the elected aplicatapplied uingWisc.Job,intructthemto create anAIMSaccountby visiting htts://job.uwm.edu/and clickingon "Create an Account."(ote:have the candidate notify you that they have completed this step, you can notify HR, and they willthenapplythemto the poition.)

Select appropriate Reports of Action(Dipoition tatuse) for candidate, ensuring recommended candidate has status of "Request to Extend Offer"

InitiateHiringPropoalandcomplete appropriate information for recommended candidate

Upload AlphaeticalListofCertifiedCandidates withReports ofAction,WrittenHiringJustification, and other appropriate documents (if required by Department)

Forwardto Director/DepartmentChairforreview andapproval

Send regret letters for non-selected candidates after the recommended candidate has started employment

Approved to Extend Offer (completed by Divisional HR/Personnel Representative)

Send Offer Letter to prospective candidate along with appropriate employment forms. (HR first drafts offer letter and sends to Personnel Representatives; Hiring Proposal status will be changed to "Approved to Extend Offer.")

Once offer letter has been returned, Update Hiring Proposal status to "Offer Accepted" or "Offer Declined," as appropriate.

o Offer Accepted – Forward appropriate hiring paperwork to Human Resources

o Offer Declined – Initiate new Hiring Proposal or contact HR Representative regarding further recruitment options.

Termination or Resignation

  • Termination or Resignation letter of previous incumbent and Director's acceptance of resignation letters.
  • HRS form Job Change (with a Position) with Work Location section completed
Expected Job End Date:Last day worked
Effective Date: One day following the last day worked
  • These items must be forwarded to Linda Woods (Div PREP)     for final approval
  • These items must be received by the Human Resources Department before a list of  applicants can be sent to the department for consideration.

Advertising

Underutilized recruitments must be advertised outside of UWM. Please consult Human Resources for advertising resources.

If ads are placed for the recruitment the following two statements are required by Human Resources:

Affirmative Action Statement

For all position announcements (e.g. mailers, WEB announcements), please use the following statement regarding UWM's Affirmative Action Commitment:

UWM is an AA/EEO employer

Student Right-to-Know and Campus Security Act of 1990

Position announcements should include the following language regarding the Student Right-to-Know and Campus Security Act of 1990 (Clery Act, 34 CFR 668.41):

For the UWM Crime Statistics Annual Report and the Campus Security Policy, see: www.cleryact.uwm.edu or call the Office of Student Life, Mellencamp Hall 118 at (414) 229-4632 for a paper copy.

If you need a shorter version for brief position announcements, the statement should still reference the report itself and where to get it, both electronically and in hard copy. For the UWM Crime Statistics Report see http://www.cleryact.uwm.edu/, or call the Office of Student Life at (414) 229-4632 for a paper copy.

Polling Candidates

The Sample Recruitment polling letter Classified Recruitment Polling Letter (Word Document) (new 12/27/00) must be sent to all candidates on the recruitment list. Candidates must be given adequate time to respond. (At least 7 days.)


Letter of Offer

When Criminal Records Check is complete, the Letter of Offer is sent to the candidate with the following attachments to be returned within 5 days from receipt:

Appointment 

When the signed Letter of Offer is returned to the Personnel Rep with the above attachments, the following paperwork should be sent to central HR

Orientation Information and Documents

Terminations / Resignations

Suggested Wording for EAP Paragraph in Disciplinary Letter