Division of Student Affairs

Personnel Transactions

Recruitment and Appointment

CLASSIFIED STAFF

Contents

Step One - Recruitment

1. Send the following to Janet Mittelstadt, Student Affairs, Chapman Hall 132 (229-6936).

(Note: See Step Three below for Interview Tips)

2. Discuss advertising options with HR specialist.

• Directors will review position descriptions to ensure that the requirements do not constitute inadvertent discrimination.
• Directors review the qualifications for vacancies and interview questions to ensure there is no inadvertent discrimination.
• Broadly based recruitment is used to generate inclusive pools of applicants
• Actively seek best practices in recruiting a diverse workforce
• Special recruitment efforts are made when needed
• Professional networking and personal contacts are considered important tools
• Networking with previous employers
• Expanding the list include targeting diversity colleges and universities

After the Form A is approved by the Student Affairs Vice Chancellor's Office it is sent to Human Resources along with copies of the other documents in number 1 above. Human Resources will review the position description and specifications for the title to make sure that the position is properly classified. After Human Resources approves the Form A it is returned to the Vice Chancellor's Office with a memorandum stating when it will appear on the Transfer Hotline. The Vice Chancellor's Office will forward a copy of the Form A and memorandum to the departmental personnel representative. If there are transfer candidates you will receive this list first and begin interviewing. If not, the next steps can be different depending on the position.

Transfer Hotline - see here.

Regular Classified Job Postings are here.

How to apply for civil service - see here.

The next steps could include any of the following and HR usually contacts the department directly in regards to these steps (even though many of the forms and/or information is routed through the Vice Chancellor's Office).

You will learn from your HR Specialist that the steps can depend upon:

The posting of the position may occur on all or one of the following websites depending on the position. In some cases, you may also discuss advertising the position in newspapers and periodicals with Human Resources.

The Human Resource Department sends the Student Affairs Vice Chancellor's Office the following documents and we forward them to the Department's Personnel Representative who then forwards them to the Supervisor and/or Director depending on the position that is open.

• Classified Staff Position Candidate Referral Form
• Hiring Justification for Classified and Project Appointments
• Alphabetical List of Certified Names
• Annotated Alpha List of Certified Names and or Annotated Non-Mandatory Candidate Referral (Lists with Race/Sex/ADA/Vets notations is sent confidentially to the Director)*
• Non-Mandatory Candidate Referral (Note that not all recruitments will have transfer candidates and also note that sometimes we get this list first and sometimes it comes along with the Alpha List of Certified Names for you to interview the candidates along with the register)

All interested candidates will be interviewed.

In general, you must treat all candidates fairly and equally. This includes the giving out of information regarding the recruitment and the process used for interviewing. All candidates must be asked the same questions at each interview (the same list as you provided HR).

Additional resources for interviewing can be found at:

Pre-employment screening is done to comply with pertinent laws, promote a safe work environment, to protect the University's assets, including its employees, property, and information, as well as to assist departments in their hiring decisions. The department is responsible for documenting effectively all pre-employment screening activities.

Here are a few standards to follow:

• Without exception, all final candidates for employment shall have all their credentials and relevant work history verified.
• Ask the candidate if you can seek references from individuals not listed on his or her reference list if such individuals have been identified.
• Ensure that all references are individuals who have worked with the candidate and are not relatives or friends of the candidate.
• At least one reference should be a former or current supervisor of the candidate whom you can use to determine how the candidate would perform in the position and his/her work ethic. If the candidate's prior employer cannot provide information, ask that the candidate sign a release that allows the reference to provide information regarding the individual without legal implications.

• Policy

Send the following to Janet Mittelstadt, Student Affairs, Chapman Hall 132.

The Human Resources Specialist in Human Resources will prepare the Letter of Offer and send it to the Director of the Department for signature. Follow the instructions given by the Human Resources Specialist at this time.

1) The following forms are completed and sent to the Payroll Office:

2) The following forms are completed and sent to the Human Resource Office:

3) The following is completed and sent to Accounting Services/Financial Operations:

• Personnel Action Form (The Appointment ID is usually not obtainable until the day the individual starts. However, Accounting Services will accept the PA without the Appointment ID and will wait until the position is set up in the HR system to encumber the individual which you can view on WISDM.) - To obtain this form, please email to forms@bfs.uwm.edu.