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

Steps

How

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

Go to the Top


Request to Recruit

Required Documents Notes

AIMS Posting Details

You will be asked to enter information like the following into data fields in AIMS:

  • Title
  • UDDS Code
  • Search and screen committee members
  • Support person contact information
  • Department information
  • Desired start date
  • Summary of position duties
  • Position qualifications
  • Application materials
  • Recruitment plan (also see below)

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

Sample

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.

Sample

Budget Information

Enter in data fields in "Budget" tab in AIMS

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

Sample

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

Sample

Posting Specific Questions

Contact Linda Daley to discuss this feature (lindaley@uwm.edu or x6316)

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.

Go to the Top


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:

  1. Follow your approved recruitment plan

  2. Document efforts of recruitment plan (i.e., what ads you placed in which publications, etc.) – this information is REQUIRED to be loaded into AIMS before approval of interviews will be granted

If haven't already, consider training

Contact Legal Affairs (x4278)

Go to the Top


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

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.

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).

Sample

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.

Make finalist recommendations

Refer "Request to Interview" section below

Go to the Top


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.

Go to the Top


Campus Interviews and Hire Recommendation

Steps Notes

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:

  • Official notes taken in screening committee interview session
  • Official notes recorded at the question and answer portion of a finalist presentation
  • Collection of written feedback provided to committee chair

Interview Questions Sample

Criminal Background Check

The Office of the Dean will arrange for all on-campus interviewees to complete form

Make finalist recommendation

See below

Go to the Top


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

Sample

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.

Go to the Top


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.

Go to the Top