Faculty & Instructional Academic Staff
Recruitment and Hiring Procedures
Hiring Flow Chart and Check Off List
As forms and web pages are updated often to accommodate changes and improve documentation, new downloads should be done for each search. Do not use documents downloaded previously unless they have been checked for changes. The date of the most recent change usually can be found at the bottom of each web page and each document.
Dean and Vice-Chancellor
- Determine rank, salary range, job search area (local/regional or national), the number of years experience necessary, the application deadline, and the number of years of experience which may be awarded toward salary and tenure considerations.
Department Chair
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Selects Search and Screen Committee in the manner previously determined and assists the committee with recruitment plan.
- Chooses a secretary of the search and screen committee who prepares a file for the search, making sure to put on the label the name of the position and the code which will be used for that position (the code should be 4 to 8 characters long and can contain alpha or numeric characters). Examples: 07AG12, 64A07, 07SA, 07LIBRY3, 91-07, EMS07.
Search and Screen Committee
- Prepares
- The Chair of the Search and Screen Committee signs Forms 1 and 2 and forwards them with attachments to the Department Chair.
- Reviews Forms 1 and 2. If they are not acceptable, returns them for revision with an explanation.
- If the forms are acceptable, signs the forms and forwards them with the attachments to the Dean.
- Reviews Forms 1 and 2. If they are not acceptable, returns them for revision with an explanation.
- If the forms are acceptable, signs the forms and forwards them with the attachments to the Affirmative Action Officer.
Affirmative Action Officer
- Reviews Forms 1 and 2. If they are not acceptable, returns them for revision with an explanation.
- Determines whether special efforts should be made to fill this position with a minority or a woman.
- If not in ad, provides standard University affirmative action statement concerning equal opportunity, etc. for insertion in the position ad copy. Makes certain that the qualification addressing “a demonstrated commitment to or experience with diverse populations” is part of the ad.
- Provides media names and addresses, especially if affirmative action goals need to be addressed.
- Provides additional information on enlarging the pool, if necessary.
- Signs and forwards Forms 1 and 2 with attachments to the Vice-Chancellor’s Office.
- Upon return of signed copy of Form 2, add position listing to the Web listing of current UW-Platteville Employment Opportunities. To facilitate this, the Search and Screen Committee should forward the position description by e-mail to the .
- Upon receipt, the Vice Chancellor reviews Forms 1 and 2. If they are not acceptable, returns them for revision with an explanation.
- After the Vice Chancellor signs Forms 1 and 2, the originals are retained in the Vice Chancellor’s office and copies are returned to all relevant offices.
Search and Screen Committee
- Upon receipt of signed Forms 1 and 2, sends out recruitment ad to the appropriate media.
- Develops
- Forwards all forms to the Affirmative Action Office for approval.
- Receives applications; the Committee's secretary should send each applicant an acknowledgement of receipt of the application. There are two ways the applicant can be notified.
- By email: The letter can be sent as an email (see sample) or it can be a letter attached to an email (see sample). The copy of the position description (as applicant may not have seen the complete announcement) and the Request for Confidentiality form would be attached to the email.
- By U.S. mail: There are two sample versions of the letter of acknowledgement. The first version of the letter of acknowledgement is for those offices that decide to have the applicants complete the Affirmative Action Data Questionnaire (Self Identification Form) on-line instead of sending them the form. This letter of acknowledgement gives the web address to complete the form on-line. See the sample letter of acknowledgement for an on-line response to the Affirmative Action Data Questionnaire. The second sample is for search committees sending the Affirmative Action Data Questionnaire (Self Identification Form) as a self-mailer. See this sample. Three documents would be enclosed with this letter, a copy of the position description (as applicant may not have seen the complete announcement), a Request for Confidentiality form and the Affirmative Action Data Questionnaire (Self Identification Form).
- Documents the applicant must receive in some format with the letter of acknowledgement.
- Affirmative Action Data Questionnaire (Self-Identification Form). Note that the Position Code for this form is unique to each person, and is the same one as placed on the applicant folder (i.e., 07AG12-1, 07AG12-2, 07AG12-3, etc.).
- On-line form
(information is sent to the Affirmative Action Office by email). Use the
email version of the acknowledgement letter or the
second sample acknowledgement letter noted above if
you are going to use this. Do NOT send a hard copy of the self-identification form.
- Word document
Download the document to your hard drive and put the position title and position
code in the proper blanks before attaching it to the email. This can be returned to
the Affirmative Action Office directly as an attachment (the email address is at the bottom
of the form).
- PDF fill-in document
(can be attached to an email). Provide the Position Code in your acknowledgement letter. This
can be returned to the Affirmative Action Office directly as an attachment (the email address
is at the bottom of the form).
- Self-mailer obtained from the Affirmative Action Office (Brigham230) Fill in
the position title and position code on the Self Identification Form before
it is sent.
- Confidentiality Statement This is a document prepared by the search committee following the format in the web sample. This can be sent as hard copy or as a Word attachment to be returned by the applicant if he/she want to do so.
- The complete position description. The document should be in Word format.
- The applicant should be advised to return the Request for Confidentiality form (if so desired) to the Search and Screen Committee and the Affirmative Action Data Questionnaire (Self-Identification Form) to the Affirmative Action Office for processing.
- Has the secretary continuously update Form 3a – Applicant List as the applications arrive, placing all the applicants in order of receipt.
- For searches where there is any chance that a foreign national will be hired, add a column where you would write the applicant’s country of origin (i.e., U.S., Canada, Turkey, China, Poland). You would not print this column when you attach the Form 3a to Form 3. However, in case a foreign national (a person who is not a U.S. citizen or U.S. green card holder) is hired, the Human Resources Director will need this information for ALL applicants when sending in the application for Foreign Labor Certification to the Department of Labor. It is advisable to complete this column as the application documents come in. It would be much more difficult later.
- Has the secretary set up a file for each applicant, giving each applicant a number in the order received. Places all application documents in individual files, along with copies of all incoming and outgoing letters and emails. The Secretary of the Search and Screen Committee will maintain an Individual Application Log (this is a Word document) which should be included in each application file to track the receipt and sending of documents.
- Evaluates applicants through established screening process, in relation to the requirements of the position to be filled. Applicants with incomplete files or those not meeting the stated minimum qualifications shall be notified. See a sample rejection letter. A copy of the notification letter is to be placed in the application file and the name of that applicant withdrawn from further consideration. If the rejection letter is sent by email, send it to each applicant individually (or at least use the discreet “blind carbon copy” (bcc:) function). Print the email and place it in the applicant’s file. Makes reference checks on those candidates who are being considered for appointment.
- Has the secretary prepare in the order received, or in alphabetical order, Form 3b – Qualified Applicant List, which includes all qualified candidates, stated in the advertisement. In the last column fill in why the applicant will not be interviewed (usually based on a telephone interview, a reference interview, etc.). Note the candidates to be interviewed in the last column.
- Has the secretary complete Form 3 – Interview Request, 3a – Applicant List and 3b – Qualified Applicant List and attach copies of the Candidate Screening Form, the Interview Questions, and, if applicable, the Telephone Reference Questions.
- The Chair of the Search and Screen signs Form 3 and forwards Forms 3, 3a and 3b with attachments to the Department Chair.
- Reviews Forms 3, 3a and 3b. If they are not acceptable, returns them for revision with an explanation.
- If the forms are acceptable, signs Form 3 and forwards all the forms with the attachments to the Dean.
- Reviews Forms 3, 3a and 3b. If they are not acceptable, returns them for revision with an explanation.
- If the forms are acceptable, signs Form 3 and forwards all the forms with the attachments to the Affirmative Action Officer.
Affirmative Action Officer
- Reviews Forms 3, 3a and 3b. If they are not acceptable, returns them for revision with an explanation.
- If the forms are acceptable, signs Form 3 and forwards all forms with the attachments to the Vice Chancellor’s Office.
- Vice-Chancellor reviews Forms 3, 3a and 3b. If they are not acceptable, returns them for revision with an explanation.
- If the forms are acceptable, the Vice-Chancellor signs and the Vice-Chancellor’s Office distributes copies of Forms 3, 3a and 3b to the appropriate offices, retaining the originals.
Search and Screen Committee
- In consultation with the Dean, the Search and Screen Committee brings the final candidates to campus for interviewing activities. Normally an appointment should be scheduled with the Vice-Chancellor (or designee) for an interview with all probationary faculty positions. See Candidate On-Campus Interviews for details.
- Ensures complete application file for each candidate to be interviewed. See the Preparation of Candidate’s File for Interviews for the list of contents for the file.
- Prepares itinerary for campus interview and sends information packet to candidate(s). See the Interviews section of the Manual for a list of the items to be sent to the candidate. This must include a copy of the UW-Platteville Reasonable Accommodation Statement.
- Prepares the Interview Agenda and distributes to appropriate persons.
- At least three days before each candidate arrives, the Chair of the Search and Screen Committee completes the Request for Authorization to Reimburse Applicant for Interview Expenses. Forwards the form to the Assistant Chancellor for Business Affairs for authorization.
- Each candidate must fill out the Travel Log during his/her travel. If there will be expenses after departure from Platteville, he/she should return by mail to the Search and Screen Committee Chair the completed and signed Travel Log, attaching all necessary original receipts.
- Upon receipt of the completed and signed Travel Log from each candidate, the Chair (or Secretary) of the Search and Screen Committee prepares a Web-TER using the travel expenses from the Travel Log. The Web-TER requires a signature for the traveler. Type in the signature space “See Attached,” referring to the signed Travel Log which will be attached. In addition, attach the Interview Agenda, a copy of the signed Request for Authorization to Reimburse Applicant for Interview Expenses (returned by the Business Affairs Office) and all relevant receipts. Have the Web-TER signed by the appropriate supervisor and forwarded to the travel office for reimbursement. See Business Office Travel section called Search and Screen / Interview Candidates about special instructions when candidates must rent a car.
- Completes Form 4 – Request to Make an Offer.
- The Chair of the Search and Screen Committee signs Form 4 and forwards it to the Department Chair.
- If it is necessary to make a verbal offer at the time of the interview, the chair of the Search and Screen Committee and/or the Department Chair must receive verbal approval from the Dean, the Affirmative Action Officer and the Vice-Chancellor’s Office.
- If Form 4 is not acceptable, returns it for revision with an explanation.
- If Form 4 is acceptable, signs and forwards it to the Dean.
- If Form 4 is not acceptable, returns it for revision with an explanation.
- If Form 4 is acceptable, signs and forwards it to the Affirmative Action Officer.
Affirmative Action Officer
- If Form 4 is not acceptable, returns it for revision with an explanation.
- If Form 4 is acceptable, signs and forwards it to the Vice-Chancellor’s Office.
- If Form 4 is not acceptable, returns it for revision with an explanation.
- If Form 4 is acceptable, the Vice-Chancellor signs Form 4.
- Vice-Chancellor’s Office distributes Form 4 to the appropriate offices, retaining the original.
- Upon receipt of signed Form 4, contacts the candidate selected in order to make a verbal employment offer.
- If the offer is accepted, requests the following information of candidate:
- Social Security Number
- Date of Birth
- Official transcript from the terminal degree granting institution
- Completes on Form 5 – Contract Request or attaches the following documents which the Department Chair/Supervisor will have obtained from the candidate. A contract cannot be prepared without this information/these documents.
- Social Security Number
- Date of Birth
- Official transcript from the terminal degree granting institution
- Citizenship Status
- The original application letter (a copy may be kept in the applicant’s file)
- The original résumé (a copy may be kept in the applicant’s file)
- Letters of Reference (copies may be kept in the applicant’s file)
- Forwards Form 5 to the Dean with all attached documentation.
- Reviews and signs Form 5.
- Forwards Form 5 to the Vice-Chancellor with all attached documentation.
- Reviews and signs Form 5.
- Forwards Form 5 to the Chancellor’s Office with all attached documentation.
Chancellor’s Office
- Removes attached documentation and forwards Form 5 to the Director of Human Resources for review.
Director of Human Resources
- Reviews and initials Form 5. Completes the bottom portion of Form 5.
- Returns Form 5 to the Chancellor.
- Chancellor reviews and signs Form 5.
- Sends contract to successful candidate.
- Distributes a white copy of contract (unsigned by candidate) to appropriate offices, with a copy of Form 5 and letter of offer.
- Distributes a blue copy of completely signed contract to appropriate offices upon return from candidate.
Search and Screen Committee
- Notifies unsuccessful applicants that the position has been filled. This letter is to clearly identify the position, but not name the appointee or provide specific information concerning the number of applicants or qualifications of the appointee. See a sample rejection letter.
- Ensures complete file for Search and Screen of position, including all applications, copies of letters, and all other documentation, to be kept in department files.
- Completes, in collaboration with the chair of the Search and Screen Committee, the form UWS Form – Information on Recruitment of Full-Time Faculty and Non-Teaching Academic Staff Positions (also available from the Affirmative Action Office) if applicable. Forwards form to the Affirmative Action Office, making certain to keep a copy for the file.
