The following applies to all full-time faculty and academic staff vacancies. Adherence to the University’s EEO/AA policies and procedures is required for filling all position vacancies. 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.
Supervisor (Department Chair, Director, etc.)
Director of Human Resources and Area Head
Determine Hayes-Hill title, the appropriate salary range, the minimum qualifications required, the job search area (local/regional or national), the number of years experience necessary, the application deadline, and how many years of experience will be considered for salary. A copy of the PDQ for the position is available in Human Resources and should be used as a reference.
Selects Search and Screen Committee in the manner previously determined and assists the committee with the recruitment plan. See the Search and Screen Committee selection guidelines.
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.
- The Chair of the Search and Screen Committee signs Forms 1 and 2 and forwards them with attachments to the Department Chair (instructional)/Area Head (administrative).
- Reviews Forms 1 and 2. If they are not acceptable he/she returns them for revision with an explanation. If they are acceptable, he/she signs the forms and forwards them with the attachments to the Dean (instructional)/Human Resources Director (administrative).
- Reviews Forms 1 and 2. If they are not acceptable he/she returns them for revision with an explanation. If they are acceptable, he/she signs the forms and forwards them with the attachments to the Affirmative Action Officer.
- Upon receipt, the Affirmative Action Officer (AAO) reviews Forms 1 and 2. If they are not acceptable, returns them for revision with an explanation.
- The AAO determines whether special efforts should be made to fill this position with a minority or a woman.
- The AAO 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.
- The AAO provides media names and addresses, especially if affirmative action goals need to be addressed.
- The AAO provides additional information on enlarging the pool, if necessary.
- The AAO signs and forwards Forms 1 and 2 with attachments to the Vice-Chancellor’s Office.
- 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.
- Upon return of signed copy of Form 2, the AAO sends position listing to the InterCom and adds 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 return of signed Forms 1 and 2 from the Vice-Chancellor’s Office, sends out recruitment ad to the appropriate media.
- In order to enlarge the pool of candidates, members of the Search and Screen Committee, the Department Chair/Supervisor, the Dean/Area Head and staff members are encouraged to: announce the position to professional organizations; contact department heads, program directors and/or others in positions to recommend possible applicants; contact potential applicants personally; and provide information to prospective applicants and those likely to recommend applicants at meetings of professional organizations within the discipline. Also, see the guide to institutions offering doctorates to sizable numbers of minorities.
- It is the responsibility of all involved to actively seek applications from women and members of minorities who may possess the stated qualifications for the position vacancy. The Affirmative Action Office has resources available for this purpose, such as the Minority & Women Doctoral Directory.
- Forwards all these forms to the Affirmative Action Office for approval.
- Letter of Application: States the specific position applied for and addresses the position description requirements.
- Current Résumé: Includes all pertinent information relative to the qualifications as stated in the job announcement.
- Names of Current References: These include name, title, address and phone number. (Copies of current letters of recommendation are required prior to an official visit to UW-Platteville. These letters must address the applicant’s credentials and qualifications in relation to the position description, and should be sent directly from the person making the recommendation.)
- Transcripts (for finalists only): From all institutions at which the applicant has earned credit. These may be unofficial transcripts to be verified by official transcripts if an appointment is accepted.
- Special Materials (if any): Departments may wish to specify in the announcement that certain non-returnable application materials are required of all applicants in addition to those stated above. During the application process additional materials (e.g. performance tapes, sample programs, slides, a portfolio or writing samples) may be requested. Applicants should be instructed to provide self-addressed return mailers should they wish to have the materials returned.
- Receives applications
- Continuously updates Form 3a – Applicant List as the applications arrive. Sets 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 outgoing letters. The Chair 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.
- Note: Only the Dean (Senior Administrator), Department Head (Supervisor), members of the Search and Screen Committee or others directly involved in the selection process are to see the application materials, know of the contents or know the names of the applicants. Storage of application materials must ensure confidentiality.
- 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.
The Chair of the Search and Screen Committee should have the secretary 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.
Keep on file and thus do not return the standard materials listed and special materials requested of all applicants. Additional materials sent by request may not be returned until the position has been filled or withdrawn.
- Screens all completed applications to determine whether announced qualifications are met. A review of the candidates’ files may begin as soon as all required application materials are received rather than waiting until the closing date (if a definite date was put in the announcement). Applicants with incomplete files or those not meeting the stated minimum qualifications shall be notified of such by the Search and Screen Chair. 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). A printed copy of the email should be placed in each applicant’s file.
- Has the secretary record, in the order received, on the Form 3a – Applicant List the names of all applicants as well as information concerning their educational qualifications, work experience and reason not qualified (if applicable). Gender and ethnicity will be filled in by the Affirmative Action Office based on returned Affirmative Action Data Questionnaires.
- Evaluates applicants through established screening process, based on the requirements of the position to be filled. Makes reference checks on those candidates who are being considered for appointment. Contacts listed references, authors of written recommendations and/or others to verify information provided by the applicant. A very interesting article in the Chronicle of Higher Education entitled “The Trouble With Reference Checks” gives some very good guidelines. Records of such contacts and information are to become a part of the application file. The committee must agree on a set of questions to be asked of each contact person and those questions must be consistent for each applicant.
- Assigns values for each stated qualification. After talking with contact persons and reviewing the applicants’ materials, each member of the committee must evaluate the quality of each applicant, using the devised system. The Chair of the Search and Screen Committee then prepares a summary of the committee’s evaluation, using the established selection criteria. In preparing this summary, the Candidate Screening Form Worksheets are to be used. When approved by the Committee, this summary will constitute the Committee’s recommendation of the applicants to be considered as candidates.
- Has the secretary prepare in the order received, or in alphabetical order, 3b – Qualified Applicant List, which includes all qualified candidates, that is, all candidates who meet the criteria 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 attaches 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/Director (Supervisor).
Reviews Forms 3, 3a and 3b. If they are not acceptable he/she returns them for revision with an explanation. Considering the recommendation of the Committee, the Department Chair/Supervisor prepares a recommendation to the Dean/Area Head of the final candidates. These have been identified in the last column of Form 3b – Qualified Applicant List. The recommendation is to be submitted with Form 3 – Interview Request, the Form 3a – Applicant List, the Form 3b – Qualified Applicant List and all attachments. The application files of the final candidates should also be submitted with the above information. He/she signs Form 3 and forwards all the forms with the attachments to the Dean/Area Head.
Reviews Forms 3, 3a and 3b. If they are not acceptable he/she returns them for revision with an explanation. If the Dean/Area Head concurs with the recommendation of the Department Head/Director, Form 3 should be signed and forwarded to the Affirmative Action Office for review. Once validated and signed by Affirmative Action and the Provost/Vice Chancellor, copies of the forms are returned to the Chair of the Search and Screen Committee as tacit permission to interview the final candidate(s).
At least five work days prior to the on-campus interview, the application files of each candidate are to be prepared by the Search and Screen Committee Chair with the contents as listed below:
- Interview Check List (a Word document)
- Itinerary for Interview
- Individual Application Log
- Letter of Application with copies of correspondence from the Search and Screen Committee
- Recommendation Letters
- Narrative Reports of Calls made to references and/or others
- Candidate Screening Form
- Position Announcement
- List of specially requested items (items to be available, but not in the file)
These items are to be hand-carried to the Dean’s/Area Head’s office.
Unless inviting additional candidates has been approved by the Provost/Vice Chancellor, only three finalists will be invited for on-campus interviews. Further candidates will be invited for on-campus interviews only if the first three candidates are not acceptable for an offer or decline the position. All finalists should be afforded the same opportunities to meet with appropriate persons, to demonstrate professional abilities and follow similar meeting schedules.
The invitations for an on-campus interview will be extended by the Chair of the Search and Screen Committee by telephone.
If all interview arrangements are made by phone, the following information will be given as part of the phone conversation. If packets are being sent to the persons to be interviewed, the statement can be included in the packet.
“It is the policy of UW-Platteville to provide reasonable accommodations for qualified persons with disabilities who are employees or applicants for employment. If you need assistance or accommodations to interview because of a disability, please contact me at (phone number of person signing letter). Employment opportunities will not be denied to anyone because of the need to make reasonable accommodations to a person’s disability”
- 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.
- For Faculty, Senior Administrators and Academic Staff, the candidate is to be informed of the financial obligations of the University:
- Transportation to and from Platteville, lodging in Platteville (plus enroute if necessary) and meals.
- Transportation by air will be coach fare and acceptable only if less expensive than automobile travel.
- Transportation by automobile will be paid at the university per-mile rate if the candidate provides a statement of the round-trip mileage and when mileage is less than air fare.
- Candidates will be reimbursed for mileage between their home and the most appropriate airport and airport parking.
- Transportation to and from the airport will be provided by the university. If someone is not available to transport a candidate, it may be necessary to allow car rental.
- 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.
Interviews vary depending on the position available. Review the interview articles (What Every Supervisor Should Know About Interviewing and Hiring
, The Art of the Interview
, and Avoiding “Loaded” Employment Application Questions Which May Lead to Discrimination
) for suggestions. In all cases the candidate shall receive a tour of the department facilities and meet with the Search and Screen Committee. Each department should make out an itinerary appropriate to the announced position (this can vary from a two-hour visit to a two-day visit, depending upon the level of the position). It is important to allow free time for the candidate to explore the campus and/or community.
On occasion the interview candidate is taken to lunch/dinner by a member of the Search and Screen Committee (host). University policy allows reimbursement of a meal for the candidate and one host, within the meal maximums allowed in the Travel Regulations. However, any additional attendees must either pay for their own meals or request reimbursement from Foundation funds.
The Chair of the Search and Screen Committee is responsible for sending the following materials to the candidate prior to a visit:
Travel Log (which can be printed off from the Web site) to keep track of their travel expenses along with the Traveler’s Reference Guide. (The Traveler’s Reference Guide explains what travel expenses can be reimbursed. You may request a supply from the travel office.)
- Itinerary for the interview
- Reasonable Accommodation Statement
- Copy of the University catalogue
- Student recruitment viewbook and/or brochures
- Campus guide/map
- Calendar of events, performing arts series and other brochures of interest
- Chamber of Commerce materials
The Search and Screen Committee is responsible for
- Collecting and compiling the Interview Rating Forms used to assess the suitability of the candidate
- The preparation of a summary to be submitted to the department chair (supervisor) with the recommendation for offer of a position. This recommendation should be placed on the Form 4 – Request to Make an Offer. This form is to be signed by the Search and Screen Committee Chair, Department Chair/Supervisor, the Dean/Area Head, the Affirmative Action Officer and the Vice Chancellor.
If the recommendation is not to offer the candidate a position, the candidate’s name will be removed from further consideration and the process of bringing in the next highest ranked candidate will be initiated.
Upon return of the Form 4 – Request to Make an Offer
by the Vice Chancellor’s office, an offer of appointment can be made.
If it is necessary to make a verbal offer at the time of the interview, verbal agreement must be received from the Dean, the Affirmative Action Officer and the Provost/Vice Chancellor. The Dean (Area Head) is responsible for contacting the candidate to make a verbal offer. When the verbal offer is made, a deadline for the acceptance or rejection will be established (usually a week). The conditions/specifics of the appointment are to include: rank (title), salary, status of employment and any special conditions deemed necessary. The candidate should be informed that acceptance or rejection of the offer of appointment can be made by telephone with a confirmation letter.
When an offer is accepted, the following information should be requested from the candidate:
- Social Security Number
- Official transcript from the terminal degree granting institution
- Date of Birth
- Citizenship Status (Human Resources has been identified as the campus resource area for questions and procedures relating to the hiring of non-U.S. citizens. The Director of Human Resources is the only person on campus authorized to complete the required paperwork to hire such an individual. No international candidate should ever be offered a contract without the determination of his/her citizenship status by Human Resources.
After a verbal acceptance is made, Department Chair/Supervisor prepares and signs the Form 5 – Contract Request
, and submits it to the Dean/Area Head with all stipulations for the hire included. Stipulations out of the ordinary should be attached to the form. The following must be part of Form 5 or attached before a contract will be issued:
- 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)
The Dean/Area Head forwards Form 5 to the Office of the Provost/Vice Chancellor’s Office. The Chancellor’s Office removes all attachments and sends the form to the Human Resources Director for completion of the bottom portion of Form 5. He/She initials the form and returns it to the Chancellor’s Office. Once the Chancellor agrees to the hire by signing Form 5, the contract will be sent directly to the candidate from the Chancellor’s Office with directions and stipulations for its return. A position vacancy is not considered officially filled until the completed, signed contract has been received by the Office of the Chancellor.
The supervisor must ensure a complete file for the Search and Screen of the position, including all applications, copies of letters, and all other documentation, to be kept in department files.
The supervisor, in collaboration with the chair of the Search and Screen Committee, completes form UWS Form – Information on Recruitment of Full-Time Faculty and Non-Teaching Academic Staff Positions
(alsoavailable from the Affirmative Action Office), if applicable. Forwards form to the Affirmative Action Office, making certain to keep a copy for the file.
The Search and Screen Chair is responsible for notifying 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
Additional material requested of the applicants will be returned if requested and the appropriate self-addressed container is provided. This should be explained in the notification letter. The date of return of these materials should be noted on the Individual Application Log