Recruitment

This page is a collection of recruitment resources for use by hiring managers, hiring administrators, search committee chairs, and search committees. This process is designed to address Academic Staff, University Staff, and Limited Appointee recruitments. However, many of the resources and practices on this page are also relevant and useful for Instructional Academic Staff and Faculty recruitments.

School of Education Recruitment Toolkit

The School of Education (SoE) Recruitment Toolkit includes standardized processes following UW Madison’s recruitment, assessment, and selection procedures to meet the needs of SoE units while promoting efficient, effective, fair, and policy compliant hiring practices. Each section of the toolkit covers a step in the recruiting process and includes guidance on recruiting best practices.

Definition of Roles

The following are a list of roles throughout the recruitment process, both within the department and the Divisional Human Resources team.

Department Contacts:
- Hiring Manager: Department contact with final hiring authority who will also supervise the position.
- Hiring Administrator: Department contact responsible for recruitment logistics (e.g., scheduling interviews, updating applicant status).
  - Includes WIDA HR
- Search Committee Chair: Leads the recruitment process and the search committee; authorized to update applicant status.
- Search Committee Members: Review, evaluate, and interview applicants.
Divisional Contacts
- HR Manager: Divisional HR representative who serves as a strategic partner in developing the position description and recruitment plan.
  - Consults with department on TTC Title and compensation range.
- Primary Recruiter: Divisional HR representative serving as the main subject matter expert and recruitment consultant.
  - Reviews and approved interview questions.
  - Reviews and approves the offer prior to department extending it to the final candidate.
- Background Check Coordinator: Divisional HR representative authorized to initiate background checks in Workday.
- HR Partner (Supervisory)**: Also part of divisional HR. In this case, the Primary Recruiter serves in the HR Partner role.

Recruitment Tools

Job Aids

Recruitment File Documentation and Additional Resources

Recruitment, Assessment, and Selection Process

Pre-Recruitment

Task	Department	Division
Submit a Position Request Form. Information Required: Position Details (position type, recruitment type, remote work eligibility, FTE, etc.) Funding Position Cap Information Position Description Information (anticipated title, requested salary, tasks/duties, job criteria and minimum qualifications, etc.) Post Recruitment Needs	Hiring Manager or Hiring Administrator
Divisional HR will contact the Hiring Manager and Hiring Administrator to have a recruitment consultation with Hiring Manager & Hiring Administrator to assist with: Strategic planning for position and job duties Working/Business Title Type of Recruitment (standard or internal) Compensation range Minimum job requirements Net FTE Gain/Loss Job Description Development Search Committee Chair & Search Committee Members Advertising and Recruitment Efforts Plan	Hiring Manager or Hiring Administrator	HR Manager
Submit any required approval forms, such as position cap. All forms will route for approval through Divisional approval channels.		HR Manager
Divisional HR will communicate approved position, including title and compensation range, to Hiring Manager and Hiring Administrator.		HR Manager
Complete job requisition. Assign: Primary Recruiter: Divisional HR Generalist Search Committee Chair Search Committee Members	Hiring Administrator
Job Requisition routes for approvals	Workday	Workday
Upload Recruitment Efforts Plan to Job Requisition	(WIDA HR for WIDA Recruitments)	Primary Recruiter
Job is posted to UW Jobs Board		Primary Recruiter

Advertising and Application Collection

Task	Department	Division
Divisional HR will conduct an Intake Meeting with the Hiring Administrator and Search Committee. Discuss the recruitment process and who is responsible for what functions Advertising strategies Unconscious Bias training Assessment of candidates Records retention	Search Committee & Hiring Administrator (WIDA HR for WIDA Recruitments)	Primary Recruiter
Post advertisements based on Advertising Plan and Recruitment Efforts Plan		Primary Recruiter
Collect applicants in Workday	Workday	Workday
If applicable, move applicants into “Search Committee Review”	Hiring Administrator or Search Committee Chair
Update Posting if changes are needed and fall within Policy and Procedure		Primary Recruiter

Assessment and Evaluation

Task	Department	Division
Review applicant documents in Workday	Search Committee Chair, Search Committee, Hiring Administrator	If applicable, Primary Recruiter
Evaluate minimum qualifications, if applicable Note: Divisional HR can provide an initial review of applicants to eliminate unqualified applicants at the request of the department. Evaluators may eliminate unqualified applicants before the posting closes, but qualified applicants cannot be removed before the closing date.	Search Committee Chair, Search Committee, Hiring Administrator	If applicable, Primary Recruiter
Evaluate applicant materials using predetermined criteria and benchmarks for all applications received by the assured consideration date. For open-until-filled positions, applicants received after the assured consideration date do not require evaluation. However, if you choose to evaluate any, you must review all applicants who applied through the selected evaluation date.	Search Committee Chair, Search Committee, Hiring Administrator
Select applicants to move to the next phase of assessment process and update status in Workday Search committees aren’t required to interview all qualified applicants but must interview everyone who meets the specific criteria chosen for interview selection. For example, if you choose to interview applicants who meet the degree requirement and have certain years of experience, knowledge, skills, abilities, etc., then you must interview all applicants who meet those criteria	Search Committee

Interview

Task	Department	Division
Review Interview Guide.	Anyone taking part in the interviews
Draft interview questions and send them to Primary Recruiter for review and approval. Divisional HR approval is *required* for all interview questions in all interview stages.	Search Committee Chair, Search Committee (WIDA HR for WIDA Recruitments)	Primary Recruiter
Search Committee and any other stakeholders taking part in different interview process should meet to align with the interview process. The search committee will engage with Primary Recruiter to ensure compliance with policy and procedure. Discuss the interview format. Keep format consistent for all applicants (barring extenuating circumstances). Number of rounds Number of interview panels Modality Phone Video In person Discuss finalized interview questions. Determine interview question sequence to ensure good interview flow and candidate experience Round robin Specific questions asked by each panel member Remind panel members that they must ensure a fair and equitable practice throughout the selection process Ensure all decision making is measured and objective Recommended: in the final interview, discuss logistical information with candidates, such as projected start date.	Hiring Administrator, Hiring Manager, Search Committee Chair, Search Committee	Primary Recruiter
Schedule interviews using Workday Scheduling feature or outside communication	Hiring Administrator, Search Committee Chair
Review unconscious bias and inclusive interviewing materials. Engage with Primary Recruiter for resources and training	Anyone taking part in the interviews	Primary Recruiter
Conduct Interviews	Anyone taking part in the interviews
Complete evaluation and take actions after interview Evaluate candidates using pre-established benchmarks Recommend candidates to move forward in interview process based on feedback	Search Committee, Search Committee Chair, Hiring Administrator
Repeat interview process based on determined format until final candidate(s) are selected for reference checks and misconduct checks	Anyone taking part in interviews, Hiring Manager
Update candidate status in Workday and communicate consistently and in a timely manner with all candidates to ensure good candidate experience	Hiring Administrator

Reference Check and Skill Survey

Task	Department	Division
Determine top candidate(s) based on feedback from interviewers.	Hiring Manager
Supervisor reaches out to Primary Recruiter with name of candidate(s) to be checked.	Hiring Manager
Enter employee information and launch SkillSurvey	(WIDA HR for WIDA Recruitments)	Primary Recruiter
Enter in reference information	Candidate	Candidate
Request additional references, if needed	(WIDA HR for WIDA Recruitments)	Primary Recruiter
Run reference report, evaluate references, and send manager report to hiring manager with summary of responses	(WIDA HR for WIDA Recruitments)	Primary Recruiter

Selection and Offer

Task	Department	Division
Collect feedback from all stakeholders and determine finalist to offer position.	Hiring Manager
Reach out to Primary Recruiter to discuss offer salary range, start date, benefits information, and additional offer items (remote work, relocation, hiring bonus, etc.). Offers must be reviewed and approved by Divisional HR before offer is made to candidate.	Hiring Manager, Hiring Administrator	Primary Recruiter
Extend verbal offer to selected candidate Recommended: Offer candidate 2-3 business days to consider position, benefits, and salary Ensure candidate gets benefit information (if applicable) to consider. Make sure it’s appropriate to their position. Negotiate salary and offer details if applicable Have conversation with Primary Recruiter, Department Chair/Senior Staff, Department Administrator in conjunction with Divisional Finance & Budget team if candidate is requesting above pre-approved range	Hiring Manager	Consult with Primary Recruiter as needed
After all negotiations are complete and agreed upon, contact Primary Recruiter to begin Background Check process	Hiring Manager, Hiring Administrator
Determine Background Check eligibility and launch background check If being completed outside of Workday, launch background check in HireRight If being completed inside of Workday, Background Check Coordinator UW will receive a task to initiate background check		Primary Recruiter
Enter background check status once complete		Primary Recruiter
In Workday, advance candidate to “Employment Agreement” and enter in verbally accepted contract details	Hiring Administrator
Review employment agreement and add approvers, send back for revisions if needed Add Hiring Manager as an approver to review employment agreement details		HR Partner**
Review employment agreement details to ensure consistency with negotiated agreement	Hiring Manager (WIDA HR for WIDA Recruitments)
Generate Employment Agreement, review information, add documents (job description), and submit		Primary Recruiter
Review and accept employee agreement. If candidate is external, update and submit personal information	Candidate	Candidate

Finalizing Recruitment

Task	Department	Division
Complete Recruitment Closeout Worksheet and send to Hiring Administrator for Recruitment File	Search Committee Chair and Hiring Manager
Upload Recruitment File Documents to Job Requisition	Hiring Administrator
Reviews Recruitment File to ensure completeness	(WIDA HR for WIDA Recruitments)	Primary Recruiter