Recruitment / Hiring Process


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 Summer/Fall 2024 Contracting Deadlines

Summer Appointments 

The Office of Academic Affairs will be sending detailed instructions to its units for the contracting of academic year (c-basis) employees. Note that PAFs will be required as part of this process, deadlines for payment are listed below. 

For all other divisions, follow the directions below under the Non-Faculty New or Returning Paperwork section on what forms to submit.

​Summer Pay PAF Deadlines and Pay Date Information 

​Pay Period First Date of Pay Period Last Date of Pay Period Deadline to Academic Affairs/HR WFAP** (HRS Supervisor) Approval: Noon on Pay Date 
June A 5/19/20246/1/20245/15/20245/30/20246/13/2024
June B 6/2/20246/15/20245/29/20246/13/20246/27/2024
June C 6/16/20246/29/20246/12/20246/27/20247/11/2024
July A 6/30/20247/13/20246/26/20247/11/20247/25/2024
July B 7/14/20247/27/20247/10/20247/25/20248/8/2024
August A 7/28/20248/10/20247/24/20248/8/20248/22/2024
August B 8/11/20248/24/20248/7/20248/22/20249/5/2024
September A 8/25/20249/7/20248/21/20249/5/20249/19/2024

 

For Payment: 

  • All approved PAFs to Academic Affairs or HR (as indicated) by deadline listed above. 
  • HR will start entering all approved PAFs. 
This will generate the Addl Pay, electronic approval process (**workflow additional payment/WFAP) and the time approver for the employee needs to approve all Addl Pays by the WFAP Approval deadline. 
 
Failure to approve timely will result in delayed payments and the approval will need to be regenerated and the total amount will be split between the remaining (not a doubling on the second check and a third on the third check) checks – so the approval process is extremely important to paying fairly 


If the deadline is missed for a pay period, payment will be calculated for the following pay period(s). 

 ​​
Ex​​pected Job End Dates (EJED)

5/26/2024-end of the Spring 2024 academic year 

HR will be working on the process to collect if an academic year employee with a 5/26/24 EJED will be returning Fall 2024.

If an employee is expected to return, benefit prepays will be deducted and the employee will be placed on a short work break for the summer. 

If an employee is not expected to return, their position will term at the end of day 5/26/24. HR will collect information if the employee is to be fully off boarded or they may return future semesters. 

6/30/2024-end of the Fiscal Year for annual employees 

HR will run a report and communicate with departments the employees who have a 6/30/2024 EJED. 

If the employee is continuing employment, a CAF needs to be to HR by 6/10/24. 

If an account has not been created, such as a grant account, a different account number needs to be provided and used until the account is created. An employee is not to be working without a contract. 


Non-Faculty New or Returning Paperwork Deadlines 

Fall 2024: August 26, 2024 – January 8, 2025

Spring 2025: January 9, 2025 – May 25, 2025

 
Please see the Form Purpose and Routing Guidance, which details multiple scenarios you are likely to encounter. It lists the forms needed and the DocuSign routing information.

Common scenarios:

For new Instructional or non-instructional Academic Staff, the following forms are needed:

  • RAF-Recommendation for Faculty or Academic Staff Appointment (needed if they have not taught in one of the two previous semesters)
    • including resume and transcripts
  • Salary Comp Form (if instructional) (work with your Dean's Office)
  • Overload Form (if applicable)
  • Non-Medical Leave of Absence or Unpaid Leave Without Pay (if applicable)
  • Request a CBC and SHRC from the request form on the HR site if not employed in the previous 12 months

For returning Instructional or non-instructional Academic Staff, the following forms are needed:

  • CAF-Continuing Appointment Form (utilized if they have taught in one of the two previous semesters)
  • Overload Form (if applicable)
  • Non-Medical Leave of Absence or Unpaid Leave Without Pay (if applicable)
  • Request a CBC and SHRC from the request form on the HR site if not employed in the previous 12 months

 For new or returning Graduate Assistants, the following forms are needed:

  • GAF-Graduate Assistant Appointment Form
  • Request a CBC and SHRC from the request form on the HR site if not employed in the previous 12 months

     

    Deadlines 

    The packet is due from the Dean Assistant via DocuSign to HR (for RAF/CAF) or Academic Affairs (for GAF) three weeks before the contract start date to allow for processing and for compliance with hiring requirements. 

    Send the paperwork in for what you know and we can add more credits later. We are not able to decrease an employee's contracted FTE. By the 5th please get us the lowest commitment and any edits/additions as soon as possible. 

Start Date Deadline 
5/20/20244/29/2024
5/28/20245/7/2024
6/10/20245/20/2024
6/24/20246/3/2024
7/8/20246/17/2024
7/22/20247/1/2024
8/26/20248/5/2024

 

If the packet is received after the deadline, HR cannot guarantee continuing or new employees will receive pay on the expected payroll cycle.

Other items of note:

-Please be sure to utilize the naming conventions for the forms.​

-For new folks or folks gone longer than 12 months, a Criminal Background Check (CBC) and Sexual Harassment reference Check (SHRC) must be completed again. Request the form here (under Recruitment/Hiring Process). Emails sent from HireRight (CBC) and UW Service Operations (SHRC). 

-Please ensure you are always using the most updated versions of the forms, which are available on the HR website. Form links are conveniently listed at the end of this e-mail. 

-I-9s are being completed through HireRight and supporting documentation needs to be brought to the HR Office (133 Old Main) before the end of the third contract day by federal law. Failure to do so will result in the employee being placed on Leave of Absence until the supporting documentation is received. Folks not in the Stevens Point area can request to have an authorized representative complete the employer portion of the form with a link in their welcome e-mail. 

-New employees for Fall semester above 0.25 will be required to attend the mandatory HR Orientation, occurring on Monday, August 26, 2024. Specific details are being finalized. 

-When filling out forms, use the FTEs in the following chart to calculate estimated salaries for instructional appointments.

CreditsFTE
10.083
20.167
30.25
40.333
50.417
60.5
70.583
80.667
90.75
100.833
110.917
121

 ​​

-For Fall and Spring, the estimated salary is calculated on number of business days, not a per credit amount. Fall 2024 has 98 business days and Spring 2025 has 97 business days. The Academic Year has 195 business days. Please utilize the Single Pay Salary Calculator to assist in figuring out estimated salary. Please round to the nearest dollar (round up if .50 and higher, round down if .49 and lower). 

- Summer appointments are based on Spring salary and Fall salaries will have Pay Plan, if employee is eligible. 

-The 2024 pay schedule as provided by UW Shared Services is below.

2024 Biweekly (Single) Pay Schedule 

​​Forms:

 Titling

The University of Wisconsin System (UWS) has a comprehensive Standard Job Library which provides a general set of responsibilities, without regard to any specific employee, that describes the work position performs and its impact to the organization.

Additional Resources

Use the below resources to support title determination.
Position Description Template, send to HR-uwsp@support.uwsp.edu for the position to be titled.

Duties Comparison - Fillable Form

 Contact us at hr@uwsp.edu.
UWS implemented a Title and Total Compensation Project. Visit our Title and Total Compensation webpage to learn more about the structure of our titles, job descriptions, and compensation.

 Recruitment Training

Our Ethical and Equitable Search Training is currently under renovation.  You can watch this LinkedIn Learning Training​ in the interim. LinkedIn Learning is free to use as an employee.  You will need your UWSP Username and Password.

​For additional training and resources, visit our Recruitment Resources​ (UWSP Login Required)


 Recruiting Process (University Staff and Faculty, Academic Staff, Limited (FASLI))

All search and screen committees must follow the UW System Administrative Policy 1275: Recruitment Policies and UW-Stevens Point Handbook procedures listed in Chapter 3, Sections 1, 2, and 6.

Recruitment Process Checklist

Recruitment Resources (UWSP Login Required)​​​

Guide to filling out Request to Interview and Finalist Appraisal Forms

Pre-Search
All forms listed below are required to post the position.

Please use the HR Position Request available on the Recruitment/Hiring E-Forms page

Position Description Template

Search and Screen Committee Form (submission of this form triggers the Confidentiality Agreement)

Recruitment Plan

Recruiting Site Guidance

 

Search
To Initially Screen Applicants
Use the pre-filled screening tool provided by HR at time of posting ​to access qualifications.

To Bring Candidates for On-Campus/Final Interview


Complete Background Check Form (CBC/Fin/SHRC/POET) for finalists before, during, or after on-campus/final interviews.

IRF-Interview Request Form (Submission through DocuSign required) (DocuSign eSignature assistance)

Background Check Form (CBC/Fin/SHRC/POET)
Committee's Final Recommendation
FAF-Finalist Appraisal Form (Submission through DocuSign required(DocuSign eSignature assistance​)

 

Offer, Acceptance, and Hire
All forms listed below are required to hire the position/close the search
Reference Checks are conducted, if not already completed. Complete at least 2 and save with your local recruitment information. This does not need to be submitted to HR.

FASLI

RAF-Recommendation for FASLI Appointment Form


Relocation Expense

​​Relocation Stipend Request
UW System Educational Codes

University Staff

Recommendation for University Staff Appointment Form

 University Staff and Academic Staff Temporary or Interim Appointments

This section is for new temporary appointments into non-exempt University Staff positions or exempt Academic Staff and Limited positions. University Staff Temporary Employees (USTEs) are Fair Labor Standards Act (FLSA) non-exempt positions and Waiver/Interim appointments are FLSA exempt based on duties. FLSA statuses can be found within the SJD Library.

For all positions:

Fill out the Position Description Template and send to HR@​uwsp.edu  for the position to be titled.

With the Background Check Form (CBC/Fin/SHRC/POET), request the necessary checks to be completed.


University Staff Temporary Employees (USTEs)

Fill out the USTE-University Staff Temporary Employee Request Form and route through the signature approval chain through DocuSign ending with HR-uwsp@support.​uwsp.edu being the final "Receives a Copy". (DocuSign eSignature assistance​)

Considerations:

USTEs are limited to 1,040 hours in a 12-month period. There are also Affordable Care Act (ACA) implications. It is the best practice to keep USTEs at 29.75 hours a week or fewer OR 130 hours a month or fewer.

If the funding involves a 133 or 144 account, please route through the Grant Accountant.

If you do not have an individual identified, list TBD on the USTE Request Form and speak with your HR Business Partner on options to find a candidate.

If you would like to offer a salary above the minimum of the range, you must seek approval from the Director of HR.

Please provide three weeks lead time before the start date for HR to conduct checks and prepare the contract and on-boarding information.


Waiver/Interim Academic Staff and Limited Appointments

RAF-Recommendation for FASLI Appointment Form

If this position will require a FASLI employee to be on Non-Medical Leave of Absence or Unpaid Leave Without Pay, see the UWSP Time, Absence, and Earnings page, Extended Leave section.

If this position will cause an employee to work above their 1.0 FTE, an Overload Form must be completed.

If an additional appointment is given after the original contract has been signed (i.e., increasing from 6 credits to 9 credits), just the CAF-Continuing Appointment Form is needed. It should reference the original packet HRFN. If this creates an overload, the Overload Form is also needed. Once approved it will be used with the original appointment information to create an additional appointment contract. If the original contract has not been signed, the contract can be changed before being signed. Please pay attention to DocuSign routing on the form.

For appointments where pay is being held until after work needs to be completed (i.e., course development, dissertation chair), the PAF-Personnel Action Form is needed in addition to the packet. This allows for contract processing to occur and pay to be held until after the work is completed. ​Please pay attention to DocuSign routing on the form.

Single Pay Salary Calculator

-When filling out forms, use the FTEs in the following chart to calculate estimated salaries for instructional appointments.

CreditsFTECreditsFTECreditsFTE
10.08350.41790.75
20.16760.5100.833
30.2570.583110.917
40.33380.667121.0

 Continuing Appointments

This section is for continuing appointments of exempt Academic Staff and Limited positions which were hired as no-intent to renew contracts and need to be renewed. No intent to renew contracts may be hired via a search, adjunct pool, or as a waiver/interim appointment. If the appointment was hired as a waiver, it may not be eligible for continuation. Contact your HR Business Partner to discuss a waiver hire being continued prior to completing the forms.

CAF-Continuing Appointment Form

If this position will require a FASLI employee to be on Non-Medical Leave of Absence or Unpaid Leave Without Pay, see the UWSP Time, Absence, and Earnings page, Extended Leave section.

With the Background Check Form (CBC/Fin/SHRC/POET), request the necessary checks to be completed.

If this position will cause an employee to work above their 1.0 FTE, an Overload Form must be completed.​

If an additional appointment is given after the original contract has been signed (i.e., increasing from 6 credits to 9 credits), just the CAF-Continuing Appointment Form is needed. It should reference the original packet HRFN. If this creates an overload, the Overload Form​​ is also needed. Once approved it will be used with the original appointment information to create an additional appointment contract. If the original contract has not been signed, the contract can be changed before being signed. Please pay attention to DocuSign routing on the form.

For appointments where pay is being held until after work needs to be completed (i.e., course development, dissertation chair), the PAF-Personnel Action Form is needed in addition to the packet. This allows for contract processing to occur and pay to be held until after the work is completed. ​Please pay attention to DocuSign routing on the form.

Single Pay Salary Calculator

-When filling out forms, use the FTEs in the following chart to calculate estimated salaries for instructional appointments.

CreditsFTECreditsFTECreditsFTE
10.08350.41790.75
20.16760.5100.833
30.2570.583110.917
40.33380.667121.0

 Graduate Assistants

This section is for new and continuing appointments of Graduate Assistant positions.

Graduate Assistant Appointment Form (Submission through DocuSign required(DocuSign eSignature assistance​)

Single Pay Salary Calculator

​With the Background Chec​k Form (CBC/Fin/SHRC/POET), request the necessary checks to be completed.

 Adjunct Pools

If you would like to create an adjunct pool (Lecturer) pool, reach out to your HRBP.

Copy, paste, and fill out the following information and attach a completed Position Description Template and send it to hr@uwsp.edu​.

​ 

Department:​​​​

UDDS (ex. K000000):

Business Title:

UW System Job Title: Lecturer

UW System Job Code: TL020

Proposed FTE: up to 12 credits (1.0 equivalent)

Proposed Funding String:

Annual or Academic Year:

After submitting, your HRBP will work with the submitter to post the pool in TAM.

 E-Forms

Link to the eForm System: https://eforms.uwsp.edu/workspace.aspx

An Overview of the BP Logix System

BP Logix is a web-based electronic workflow system and tracking tool. The UW-Stevens Point position request process is incorporated into this system, including approvals that will occur online. This electronic process will affect all employees on campus who participate in the search process including administrative assistants, signature authorities, search and screen committee members, and HR Business Partners.

We use this electronic process because previously, all searches required paper forms. The submission of physical forms and files occurred in a variety of modes including, email, written requests, completed forms, etc.  This often led to confusion and delays in the hiring process, which many times results in stakeholder dissatisfaction.  

This system should be used any time that a position is requested, a search and screen committee is created, a recruitment efforts plan is developed, or a PAF is needed. 

Resources 

HR E-Forms Quick Guide

Frequently Asked Questions

Helpful Hints:

ENABLE POP-UPS

-To view attachments, please enable pop-ups.

 

CLOSE AND SAVE FOR LATER

-On all forms that have the button shown, you are able to save the progress made and return to enter more information later.

 

UWSP SEARCH NUMBERS

-Searches will no longer receive search numbers that appear like "22-54F63". These internal organizational tools are not needed, because BP Logix will assign these numbers automatically. These numbers will serve the same purpose; to keep search materials organized.

 

USING FOCUSED INBOX

-The web version of Outlook automatically sorts the BP Logix emails into the "Other" inbox, not the "Focused" inbox. If you use this feature, please monitor both inboxes regularly.

 

OUTSIDE PROCESSES

-Titling review, posting the position, receipt of applications and disposition changes, criminal background checks, and reference checks all happen outside of BP Logix still.

 TAM (Talent Acquisition Manager)

TAM (Talent Acquisition Manager) allows candidates to apply, recruitment committee members to screen applicants, and Human Resources to hire individuals. 

Using the link above, navigate into TAM. You will be prompted to log in using your UWSP email and password. 

A TAM Resource Guide is available within theRecruitment Resources​

For additional technical support, refer to the UW System HRS KnowledgeBase Documents.

 Volunteers

Volunteers are allowed for UW-Stevens Point operations when contributing to the mission of the campus and following certain requirements. It is important that we take appropriate steps to protect the interests of the University and State as well as the interests of the volunteers.

Complete Volunteer Guidelines
​​ ​

​Recruiting/Hiring E-Forms


 

Checklists

Recruiting Checklist - FASLI

Recruiting Checklist - US

Training

Ethical and Equitable Search Training (MANDATORY). Enroll and complete the training before/as the search is starting.

***NEW TRAINING FORMAT*** Ethical and Equitable Search Training is now available online through Canvas as a self-directed course allowing you the flexibility to take the course at your convenience. You are still REQUIRED to enroll and complete the training before/as the search is starting. This training is required every two years.

For additional training and resources, see the Trainings folder in the Recruitment OneDrive.

Forms/Process

All search and screen committees must follow the UW System Administrative Policy 1275: Recruitment Policies and UW-Stevens Point Handbook procedures listed in Chapter 3, Sections 1, 2, and 6.

University Staff Searches
For the full search process, please see the checklist.

Pre-Search
All forms listed below are required to post the position. 

 ​Please use the Position Justification Process available on the Recruitment/Hiring E-Forms page

Position Description Template



Recruiting Confidentiality Form


Search
To Initially Screen Applicants

Use an initial screening tool to access qualifications to assess application materials.
Initial Screening Tool

Initial Screening Tool - Excel Version

​To Bring Candidates to Campus


Candidates can complete the Background Check in the HR Office or please confidentially collect the completed check and send to HR.
Notify your HR Contact or use the template provided. 

Request to Interview Template

Background Check Form (CBC/Fin/SHRC/POET)

Committee's Final Recommendation


Notify your HR Contact or use the template provided. 

Final Recommendation Template

Offer, Acceptance, and Hire
All forms listed below are required to hire the position/close the search
​​Rejected Offers Survey

University Staff Temporary Employees (USTEs)

Fill out the Position Description Template and send to HR@uwsp.edu for the position to be titled.

Fill out the University Staff Temporary Employee Request and route through the signature approval chain through DocuSign ending with HR@uwsp.edu being the final "Receives a Copy". (DocuSign eSignature assistance​)

With the Background Check Form (CBC/Fin/SHRC/POET), request the necessary checks to be completed.

Considerations:

USTEs are limited to 1,040 hours in a 12-month period. There are also Affordable Care Act (ACA) implications. It is the best practice to keep USTEs at 29.75 hours a week or fewer OR 130 hours a month or fewer.

If the funding involves a 133 or 144 account, please route through the Grant Accountant.

If you do have an individual identified, list TBD on the USTE Request Form and speak with your HR Business Partner on options to find a candidate.

If you would like to offer a salary above the minimum of the range, you must seek approval from the Director of HR.

Please provide three weeks lead time before the start date for HR to conduct checks and prepare the contract and on-boarding information.


Faculty, Academic Staff, Limited (FASLi) Staff Searches
For the full search process, please see the checklist

Pre-Search
All forms listed below are required to post the position.

Please use the Position Justification Process available on the Recruitment/Hiring E-Forms page

Position Description Template

Form 1 - Position Announcement Form
 

Form 2 - Americans with Disability Act



 
​Search
To Initially Screen Applicants

Use an initial screening tool to access qualifications to assess application materials.
Initial Screening Tool

Initial Screening Tool - Excel Version

To Bring Candidates to Campus

Candidates can complete the Background Check in the HR Office or please confidentially collect the completed check and send to HR.
Form 7 - Interview Request & Applicant Log

Background Check Form (CBC/Fin/SHRC/POET)
Committee's Final Recommendation
Form 9 - Appraisal for Finalist Candidates
Offer, Acceptance, and Hire
All forms listed below are required to hire the position/close the search
Recommendation for Faculty or Academic Staff Appointment
PAF e-form
Relocation Request
UW System Educational Codes
​​Rejected Offers Survey

Interview Questions

Appropriate and Inappropriate Interview Questions

Fair Hiring and Avoiding Loaded Interview Questions

Volunteers


Volunteers are allowed for UW-Stevens Point operations when contributing to the mission of the campus and following certain requirements. It is important that we take appropriate steps to protect the interests of the University and State as well as the interests of the volunteers.

Complete Volunteer Guidelines