UNCLASSIFIED RECRUITMENT

The University of Wisconsin - Milwaukee is an affirmative action, equal opportunity employer.

As an affirmative action, equal opportunity employer, the University of Wisconsin - Milwaukee encourages and supports diversity among applicants.

The names of those nominees and applicants who have not requested in writing that their identities be withheld and the names of all finalists will be released upon request.

For the UWM Campus Security Report, go to www.cleryact.uwm.edu, or contact the Office of Student Life, Mellencamp Hall 118, at 414-229-4632 for a paper copy.

All electronic position vacancy announcements should contain the following statement: "Employment will require a criminal background check. In compliance with the Wisconsin Fair Employment Act, the University of Wisconsin-Milwaukee does not discriminate on the basis of arrest or conviction record, but a conviction record or pending criminal charge may disqualify an applicant if determined to be 'substantially' related to the 'circumstances of the particular job'."

Once the Chair of the Search and Screen and the Departmental Director receives a copy of the Approved Form A (which is a copy signed by both Helen Mamarchev and Human Resources) they can begin to advertise and post the position announcements according to the Recruitment Plan.

Note: Check that your announcement is on the HR website. If not, call Lorraine King Marrari at x6706

Along with the signed Form A, you will receive a sample packet of materials from Human Resources which includes the following:

* Sample letter to send to applicants which you must edit to fit your recruitment

* Business Reply envelopes (the applicant should return the Affirmative Action Information Form in this envelope)

Application processing is now done using an online system called AIT (Applicant Information Tracking). Once you have access to the system the link is at https://www4.uwm.edu/hrait/admin/login/index.cfm to sign in using your Panther Login.

3) If received via email, print and date stamp the resume and application materials.

5) Enter the Applicant into the AIT system using the ¡°P¡± Pending Disposition Code.

6) Send the Information Request email out to the applicant using this feature within the AIT. You are able to view the email and attachment that is sent out within the AIT, but the Email Letter and Survey Form are below for your information.

7) Check back into the AIT to see if individuals have returned their Information Requests. You may need to resend the request more than once.

8) Once all the applications are entered, please provide the Director and the Chair of the Search and Screen a copy of the Applicant List and the Applicant Response Data from the AIT.

9) As the recruitment progress, you will continue to update the Disposition Codes as applicants are no longer considered.

10) When the recruitment is final and possibly during the recruitment, it is necessary to communicate with the applicant. Go to SAMPLE LANGUAGE as a reference document for language to use in letters sent to applicants.

UW-Milwaukee Acknowledgement Letter
<DATE>

Dear <NAME OF APPLICANT>:

Thank you for your interest in employment at the University of Wisconsin-Milwaukee.

We have received your submitted materials for the position of
<TITLE OF POSITION> .

Your credentials and curriculum vitae will be reviewed by a search and screen committee to advance candidates to the next step of the process.

To finalize your application, please complete the enclosed Applicant Information Survey and mail it back.

The information provided will be kept confidential and not used for any purpose inconsistent with the law. It will be used solely for monitoring and improving our recruitment process in accordance with state and federal laws.

The University of Wisconsin-Milwaukee is an affirmative action, equal opportunity employer.

In order to complete the application process for the position, please complete and submit the Applicant Information Survey. Please note, you may refuse to provide specific information on the survey by answering "I choose not to disclose this information" to each question. Choosing not to disclose information will not subject you to any adverse treatment.

Additional information about UWM can be obtained from the university's Web site at www.uwm.edu. Additional information about employment at UWM can be obtained by visiting the University's Employment web site at: www.jobs.uwm.edu.

On behalf of the University of Wisconsin-Milwaukee, we sincerely appreciate your interest in this position. We anticipate the review process to begin on December 01, 2007. In the meantime, if you have any questions about this position or the process of this search, please feel free to contact Kim Johnson at (414) 229-4632 by phone or e-mail at johnsokm@uwm.edu.

Sincerely,

<NAME> Support Person, Search and Screen Committee

A well documented screening process should show that all candidates have been fairly evaluated based upon all the qualifications mentioned in the position announcement. Your documentation should withstand any challenge to your process’s legitimacy from a regulatory agency or an individual.

It is recommended that the review committee (or search & screen committee) contacts Legal Affairs to review the Do’s and Don’t’s on interviewing and screening candidates.

Here are the usual steps?.each recruitment is unique?but documentation is always necessary?only consider the examples as just that?you will need to tailor your documentation to fit your recruitment.

Candidates who do not send all the required applications materials (resume, references, cover letter) are marked on the Unclassified Applicant Log as I-Incomplete Application.

The first step in screening candidates is analysis of resumes and other application materials to verify whether the candidate has all the required qualifications. This analysis provides an objective basis for fair evaluation of all candidates. If a candidate does not meet the minimum required qualifications they are eliminated and marked on the Unclassified Applicant Log as RA-Does Not Meet Minimum Requirements.

A screening checklist (NO EXAMPLE GIVEN HERE) can be helpful for documenting the candidates eliminated during the initial screening. This listing can be given to the individual responsible for inputting the information into the Disposition Code column on the Unclassified Applicant Log worksheet or website.

DC-DISPOSITION CODES:
D-Declined job offer	RFI-Rejected after final interview
DI-Declined Interview	RPI-Rejected after preliminary interview
H-Hired	RR-Rejected after Reference Check
I-Incomplete Application	RS-Rejected after application review
W-Withdrew	RA-Does not meet minimum requirements

The next steps in the screening process is dictated by the requirements of the position to be filled.

It can be a narrative review used by a small committee of individuals who complete the form as they discuss each candidate. Here’s a quick example. As you can see, this format is less objective, but does fit some of the positions we recruit for in Student Affairs. It is still relevant to talk about the all qualifications mentioned in the position announcement.

Comparison of Candidates
Candidate’s Name __________________________________________
Review Committee Names ___________________________________

Is the candidate’s experience comparable to the duties of this position?
What are the candidate’s strengths?
What are the candidate’s weaknesses?
Other considerations:

Consider Further___________   Do Not Consider Further_______

It can be a quantitative analysis like the following example which all reviewers fill out and then later as a committee compare answers and make a recommendation.

*REQUIRED QUALIFICATIONS*	*Yes/No*
1. Master’s degree in
2. Three years supervisory/administrative experience in
3.
*REQUIREMENTS*	None High 1 2 *3 4 5*
4. Managerial Experience
5. Financial Aid Experience
6. Budgeting Experience
7. Conflict Management Experience
8. Ability to communicate and maintain collaborative relationships
9. Demonstrated ability to work with individuals from various backgrounds
10. Evidence of Ability to Work in Higher Education
*DESIRED, PREFERRED QUALIFICATIONS*	None High *1 2 3 4 5*
11. Professional Activities
12. Other:

Once the application review is complete, the Unclassified Applicant Log is updated for candidates removed at this stage as RS-Rejected after Application Review. You might consider using a summary sheet when you have a large applicant pool to communicate a summary of individuals eliminated at this stage which has less details for the individuals filling out the Unclassified Applicant Log. Here is an example:

Item	Name:	Name:	Name:
1	YES or NO	YES or NO	YES or NO
2	YES or NO	YES or NO	YES or NO
Rated:	1 2 3 4 5	1 2 3 4 5	1 2 3 4 5
3
4
5
Recommendation	Retain Remove Defer	Retain Remove Defer	Retain Remove Defer

Sometimes you are unable to get your pool down to four to six applicants and you decide to do phone interviews of the top ten to twelve candidates. You will need to develop a list of questions that the person(s) doing the phone interviews will use with every candidate. The questions and the notes taken during the interviews must be kept in the department recruitment file. You might develop a quantitative or narrative screening tool to document the elimination of candidates at this stage.

PHONE INTERVIEW REPORT - Example

Candidate Name: ____________________________
Evaluator Name:   ____________________________

Opening Comments

We would like to thank you for speaking with us today. This conversation should take approximately 45 minutes. We have a total of 8 questions, allowing 3-5 minutes for each response.

Interview Questions

1.       Please provide a brief summary of your primary qualifications and experiences that qualify you for the position of __________________ in the department of _____________ at UWM. Why are you interested in this position?

((((add more questions here))))

This concludes our questions, but we wanted to ask if you have any additional comments or if you would like to ask us any questions about the position?

Closing Comments

We need to clarify that this was a screening interview and was not a final interview for this position. Over the coming weeks we will continue the screening process and make a decision about a final set of candidates.

Following this interview, we may contact the references that you provided. Should we decide to contact those references, we wanted to make sure it is okay to do so. Is it okay for us to contact the references you submitted with your application materials?

In closing, we would like to thank you for your time and if you have any questions or concerns, please do not hesitate to contact me.

Once the telephone interviews are complete, the the Unclassified Applicant Log is updated for candidates removed at this stage as RPI-Rejected after preliminary interview.

You may also begin doing reference checks at this time if needed to get the pool of candidates down to four to six individuals for in-person interviews. However, please remember that you will need to ask the candidates if you can go ahead and contact his/her references ?and PLEASE REMEMBER to tell them that they are still not a finalist for the position at this time ?tell them that you are still in the screening process.

Most recruitments in Student Affairs hold off reference checks until after the in-person interview and they ask the candidate at that time if it is OK to call his/her references as submitted with the application materials.

All candidates at this stage are considered finalists. The list of finalists is first submitted to the Vice Chancellor’s Office using the Form B. See Approval to Interview below for the paperwork that is submitted at this time.

Sometimes it is helpful to get feedback from many constituents who meet the candidates while they are on campus, consider using a feedback form for this purpose. Here are a few questions you might put on the feedback form:

Name of Candidate:_____________________________________________
            1.      Comment on the candidate’s experience and ability to direct and supervise professional staff.
            2.      Comment on the candidate’s experience and abilities working with students.

Summary of Response Content	Evaluation of Response (1=Unsatisfactory, 2=Meets Standards, 3=Outstanding)