L&S Academic Staff Recruitment Procedures
- Internal Page Links
- Planning for Recruitment
- Request to Recruit
- Advertising and Receiving Applications
- Screening Meetings and Initial Interviews
- Request for Campus Interviews
- Campus Interviews and Hire Recommendation
- Hire
- Official Files
Planning for Recruitment
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Steps |
How |
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Obtain approval for starting recruitment |
See relevant Associate Dean or Assistant Dean Chuck Schumacher (lcs, x5284) |
|
Plan for creating a diverse applicant pool |
Contact Chuck Schumacher or Linda Daley (lcs, x5284; lindaley, x6316) |
|
Training |
Contact Legal Affairs (x4278); may choose to receive training in screening phase |
Request to Recruit
| Required Documents | Notes |
|
AIMS Posting Details |
You will be asked to enter information like the following into data fields in AIMS:
|
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Position Description |
For non-teaching positions, upload as “Position Description” under “Documents” tab in AIMS NOTE: Teaching academic staff positions do not have position descriptions |
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Ad Copy |
Include title, required and preferred qualifications, and responsibilities. For non-teaching positions, upload as "Other" under "Documents" tab in AIMS. For teaching positions, upload under "Position Description" tab under "Documents" tab in AIMS. Include deadline (or if continuous, note date that review starts. |
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Budget Information |
Enter in data fields in "Budget" tab in AIMS |
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Recruitment Plan |
Enter in AIMS data field in "Posting Details" section List recruitment sources List sources to build diverse pool Note target dates for advertising |
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Screening Form |
Must list required and preferred qualifications from "Posting Details" section of AIMS May include other qualities or experience Committee wishes to note; put in "Notes" section Upload under "Documents" tab in AIMS |
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Posting Specific Questions |
Contact Linda Daley to discuss this feature (lindaley@uwm.edu or x6316) |
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Guest User Account |
Create in AIMS |
| Note: Once the recruitment request is approved in the College office, it is sent to Human Resources for review, and then to Academic Affairs for final approval. Please note that it can take several days to obtain approvals outside of the College office. | |
Advertising and Receiving Applications
| Steps | Notes |
|
Receive approval for recruitment |
AIMS and the College office will notify you when you start placing ads |
|
Follow recruitment plan |
Remember To:
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| If haven't already, consider training |
Contact Legal Affairs (x4278) |
Screening Meetings and Initial Interviews
| Steps | Notes |
|
Post notice of meetings per State law |
Send notice to University Relations and Communications at least 24 hours before the meeting. Use the electronic notice form |
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Note-taking |
We advise that one individual is designated to take interview notes for both screening meetings and phone interviews. These official notes will become part of the official file. |
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Use approved screening form |
The official note taker records the committee's opinions on the form. If this system is used, then committee members' individual forms are personal notes (if they are only viewed by the creator) and can be shredded when the search ends. |
|
Screening interview questions |
Write interview questions to use in initial phase interviews (i.e., phone interviews, non-finalist interviews). |
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Interview notes |
The official note taker records the content of the initial interviews. If this system is used, committee members' individual interview notes are personal (if they are only viewed by the creator) and may be shredded when the search ends. |
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Make finalist recommendations |
Refer "Request to Interview" section below |
Request for Campus Interviews
| Steps | Notes |
|
Request to Interview |
If continuous recruitment, contact Assistant Dean Chuck Schumacher before taking any action Use "Change Status" feature in AIMS Provide detailed documentation of recruitment efforts (see Sample); load as "Other 1” in AIMS Upload completed screening form under "Screening Form" in Documents tab in AIMS (see Sample); form must explain why the proposed interviewees are the finalists. For example, if you screened out candidates based on information beyond that reflected on the screening form (i.e., phone interviews), upload documentation that explains the decision-making (see Sample) |
| Note: Once the interview request is approved in the College office, it is sent to Human Resources for review, and then to Academic Affairs for final approval. Please note that it can take several days to obtain approvals outside of the College office. | |
Campus Interviews and Hire Recommendation
| Steps | Notes |
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Develop interview format |
This will very depending on department and position. Bear in mind the necessity to structure the interview so each candidate has a similar experience. With regard to the interview, record an official version of interview notes that justify the selection decision. Some examples are:
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Criminal Background Check |
The Office of the Dean will arrange for all on-campus interviewees to complete form |
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Make finalist recommendation |
See below |
Hire
| Steps | Notes |
|
Submit final Candidate Recommendation to College office |
If hiring more than one person from a recruitment, please contact Assistant Dean Chuck Schumacher before taking any action Use "Change Status" feature in AIMS to note disposition of candidates Fill out the "Hiring Proposal" tab in AIMS Attach Affirmative Action Recommendation Provide a brief explanation of how the committee arrived at the suggested salary (via e-mail to Assistant Dean Chuck Schumacher) |
| Note: Once the Dean approves the recommendation and attachments, the College office submits them along with a draft appointment letter and compensation analysis to the Department of Human Resources and Academic Affairs for approval. At this point, the College also requests the criminal background check. | |
|
Letter of Offer Accepted |
Use "Change Status" feature in AIMS - hired applicant should be only remaining applicant If you have not notified unsuccessful applicants via email option in AIMS, please send hard copy letter of regret. Maintain a copy of such letters in recruitment file and send a copy to the Department of Human Resources. |
Official Files
|
The Office of the Dean will retrieve from AIMS the materials for the successful candidate and will include them in the personnel file, which will be retained permanently (in the department/division for 6 years past termination, then transferred to University Archives). Official records documenting the search that are not housed in AIMS must be retained by the Department for four years from the date the position was filled and then destroyed. |