Winterim (1/2/25–1/19/25)

Academic Affairs has provided information regarding Winterim 2025. If you have any questions, feel free to contact them at Academic.Affairs.Personnel.Forms@uwsp.edu.

Courses offered during Winterim are typically taught as overload and compensated based on enrollment, except when taught by Fixed-Term Instructional Academic Staff.

For enrollment-based courses taught as overload, the following steps are required:

1. Complete the Winterim spreadsheet for Academic Affairs by the deadline (December 6).
2. Submit an Overload Form.

These documents will be used to generate contracts, which will be sent in early December. After enrollment closes, the department or Dean's office will complete a standalone PAF and submit it to Academic Affairs for approval, which will then forward it to Human Resources for final processing.

For courses taught by Fixed-Term Instructional Academic Staff, compensation is a flat rate based on the base salary divided by the number of credits. The following forms are required:

• New staff:
• RAF (Recommendation for Faculty or Academic Staff Appointment), including resume and transcripts
• Salary Compensation Form (work with your Dean's Office)
• Returning staff:
• CAF (Continuing Appointment Form)

Spring 2025 Non-Faculty New or Returning
(January 9, 2025 – May 25, 2025)

Please refer to the Form Purpose and Routing Guidance, which outlines the forms and DocuSign routing information for common scenarios. Here are some key situations:

1. New Instructional or Non-Instructional Academic Staff:
• RAF (if they haven't taught in one of the previous two semesters), including resume and transcripts
• Salary Compensation Form (if instructional; coordinate with your Dean's Office)
• Overload Form (if applicable)
• Non-Medical Leave of Absence or Unpaid Leave Without Pay (if applicable)
• CBC (Criminal Background Check) and SHRC (Sexual Harassment Reference Check) if not employed within the past 12 months
2. Returning Instructional or Non-Instructional Academic Staff:
• CAF (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)
• CBC and SHRC if not employed within the past 12 months
3. Graduate Assistants (new or returning):
• GAF (Graduate Assistant Appointment Form)
• CBC and SHRC if not employed within the past 12 months

Packets must be submitted by the Dean's Assistant via DocuSign to HR (for RAF/CAF) or Academic Affairs (for GAF) by the deadline listed below. Timely submission is essential for compliance with hiring requirements and payment processing.

Please note, if packets are submitted after the deadline, HR cannot guarantee employees will receive pay on the January A payroll (scheduled for January 23, 2025).

Expected Job End Dates (EJED)
1/8/2025 – End of Fall 2025 semester

HR will collect information to confirm whether academic year employees with a 1/8/25 EJED will return for Spring 2025. If they are expected to return, their EJED will be extended to 5/25/25. If not, their positions will terminate on 1/8/25. Information will also be gathered regarding full offboarding or potential future reappointments. Employees contracted for the full academic year will not appear on the EJED report.

Additional Important Information

• Please adhere to the naming conventions for forms.
• For new employees or those who haven't worked in over 12 months, a CBC and SHRC must be completed. Forms can be requested here.
• Ensure that you are using the most current versions of all forms, which are available on the HR website. Links are provided at the end of this email.
• I-9 forms are processed through HireRight. Supporting documentation must be submitted to the HR Office (133 Old Main) by the end of the third contract day, in compliance with federal law. Failure to do so will result in a Leave of Absence until the documentation is received. Remote employees can request an authorized representative to complete the employer portion of the form via a link in their welcome email.
• When calculating instructional appointments, use the FTE values in the chart below for salary estimates:

• For Fall and Spring appointments, salary estimates are based on the number of business days, not per credit. Fall 2024 has 98 business days, and Spring 2025 has 97. The academic year comprises 195 business days. Use the Single Pay Salary Calculator to assist in calculating estimated salaries, rounding to the nearest dollar.

2025 Biweekly (Single) Pay Schedule

Forms:

• RAF - Recommendation for Faculty or Academic Staff Appointment Form
• CAF - Continuing Appointment Form
• Graduate Assistant Appointment Form
• PAF - Personnel Action Form
• Overload Form
• Non-Medical Leave Request

If you have any questions, please reach out to the HR inbox at hr@uwsp.edu.

Additional Resources

Position Description Template, send to ​hr@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.
​

The Ethical and Equitable Search Training​ is required for all Search and Screen Committee members every two years. This new course utilizes the LinkedIn Learning course on Unconscious Bias to understand the many biases that can occur during a search for employees. This LinkedIn course has been added into Canvas to enable us to track who has taken the course. You will need your UWSP Username and Password to sign in. There are knowledge checks after each section and a summative quiz. Don't worry about your score. The goal is to learn about the many forms of bias. 

Ethical and Equitable Search Training Tipsheet​

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

​

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

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) SkillSurvey Reference Check Request Form​
Committee's Final Recommendation	FAF-Finalist Appraisal Form (Submission through DocuSign required) (DocuSign eSignature assistance​)

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.

USTE-University Staff Temporary Employee Fringe Benefit Consdierations​​

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.

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.​

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.

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.

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.