1. Open Recruitment for Academic Staff and University Staff
College of Letters and Science
April 27, 2017
Welcome to the presentation “Open Recruitment for Academic Staff and University Staff.”
After you review a slide, click anywhere to advance the presentation. To exit the presentation at any time, press the Escape Key. To go back to a previous slide, press the Backspace Key. Click to begin the presentation.
This presentation was given live on April 27, 2017 by members of the L&S Human Resources/Payroll Office. It is part of a training series coordinated by L&S Administration, intended to connect L&S faculty and staff with topics and information that may be helpful in their positions. More presentations and information about this series of trainings can be found at
Open Recruitment for Academic Staff and University Staff
Presenters:
Cheryl Adams-Kadera, HR Director
Alisha Arnold, HR Manager
Lynn Malone, HR Representative
Daun Wheeler, HR Manager

2. Meet the Human Resources & Payroll Staff
College of Letters and Science
Meet the Human Resources & Payroll Staff
HR Representatives: Caitlin Bradish, Joe Farrenkopf, Lynn Malone, Michelle McCrumb, Annie Powers, Rosann Schnell, & Mindi Wilkinson
HR Managers: Alisha Arnold & Daun Wheeler
Payroll Director:
ChoonYee Ho-Jonas
HR Directors: Cheryl Adams-Kadera & Diana Allaby
Refer to the Gateway Document regarding who you should contact

3. Recruitment Process
Part 1:
Recruitment Process for University Staff, Non-Instructional and Renewable Instructional Academic Staff Appointments

4. Recruitment Process What is Open Recruitment?
Used for all Academic Staff hired on a PVL (not a PVL waiver) and ongoing University Staff
Posted to UW Jobs
Applicant pool managed in TREMS
Requires equal consideration of all applicants
If application materials are sent to the contact person listed on job posting, it is important to redirect those applicants to the UW Jobs’ website, and the “Apply Now” tab, since the contact person is unable to upload application material to TREMS.
Located in the L&S Gateway under Recruitment Tools are several Job Aids, including the “Staff Hiring Checklist”:

5. Creating an Open Recruitment
Recruitment Process
Creating an Open Recruitment
Submit transaction in PVL or CHRIS
Instructions on how to apply
Template available
Screening criteria
Sample criteria for University Staff
AS criteria (e.g., degree, years of relevant experience, etc.)
Ensured consideration date
Minimum two weeks
Four week posting if maximum above range eight minimum
With the use of TREMS, we now have standard “How To Apply” language that is consistent across the systems. In the PVL system, this language should be entered in the “Additional Application Procedures" field, and in CHRIS it should be entered in the “How To Apply” field, please see template above.
Once the ensured consideration deadline date has passed, the recruitment will come off the website and applicants will no longer be able to apply. If you know you will need an extension, contact your HR Rep before the deadline so they can work with OHR to extend the deadline date. Applications cannot be accepted once deadline has passed, this is a change with the onset of TREMS.
The screening criteria helps the search committee know what to look for in an applicant. For University Staff, the screening criteria is entered in the “How To Apply” section in CHRIS. See sample criteria above, (these are recommendations, but not required, departments may also choose to develop their own screening criteria).
For current pay ranges, see Job Aid: “Staff Hiring Checklist”: These amounts will be updated each July 1st to reflect the current fiscal year rates.

6. Creating an Open Recruitment
Recruitment Process
Creating an Open Recruitment
Check spelling and grammar to avoid delays
Spell out acronyms
Submit organizational chart
Include official titles & names
Operational area for AS, submitted via
Entire Department for University Staff, submitted via CHRIS
You may receive the job description for posting from a supervisor, Principal Investigator (PI), or create yourself. In all cases, you should save the description in Word and perform the spellcheck before entering into PVL or CHRIS.
It is important to spell out acronyms, but you only need to do this for the first occurrence.
Org charts are entered in CHRIS for University Staff, they should list all staff in department, including faculty and graduate assistants to see where the position fits within the whole organization. For Academic Staff, org charts are submitted to your HR Rep, most times they are looking at the operational areas, such as in the case of a Research Specialist position in a lab, they would only need to see staff who work in that lab. Software suggestions for creating org charts are: Microsoft Publisher, Visio, or Word.
Once job description is complete and all the details are entered in CHRIS or the PVL System, save it, then close the system and go back in for one last review. This is important because the system may not always save correctly, or may insert inverted question marks in place of quotation marks. This final review also benefits HR Reps so they don’t need to do further editing or send back to department for revisions, which all takes extra time and adds to the process.
One more double check before you department approve the posting is to save as pdf and send to the supervisor or PI who created posting to look over before submitting for college review.

7. Essential Hire Justification Form
Recruitment Process
Essential Hire Justification Form
Complete Essential Hire Justification
Required for all positions funded on 101, 104, 131, or 402
New positions require budget approval (e.g., from Assoc. Dean or letter detailing source of funds)
Essential Staffing committee meets on Tuesday mornings
Include strong justification
If FTE is different from incumbent submit justification
Include budgetary approval if increase
L&S has created a user friendly Essential Hire Justification form with highlighted sections indicating where required information needs to be entered. If the request is for a replacement employee, be sure to include name of person being replaced.
The completed Essential Hire Justification form should be sent to your HR Rep and also send a copy to the HR Directors, Cheryl Adams Kadera and Diana Allaby. This should be done by Monday at the latest in time for review at the Tuesday Essential Staff Committee meeting.

8. Recruitment Process Next Steps Watch for comp & title approval email
Create job card in TREMS
Step-by-step guide available
Save OHR job posting
Complete applicant assessment
Update applicant statuses in TREMS
Status update guide available
Conduct interviews
Once you receive an approval from Comp and Title, that is your cue to go into TREMS and create the job card, (see step by step guide link below). It is required that you save a pdf copy of the OHR Job posting for the recruitment file. You need to save a pdf of the public version of the posting for your recruitment folder. Make sure when approving you choose A48 and your specific L&S HR Rep. This notifies your HR rep when the posting is ready for their review in TREMS and if everything looks ok, L&S will approve, then it moves forward to OHR for final approval.
Please be mindful when entering statuses during the initial screening, you may need to go back to the pool to interview more potential candidates, so it is important you don’t choose a status that removes them too early. The “Status Event Guide” was created by OHR, but modified slightly by L&S for their own purposes. For the phone screen and interview status events, it does indicate you can use the scheduling feature within TREMS, however, you do not have to use the scheduling feature when choosing those status updates. If you do use those updates, the system prompts you to send an . The content of the directs the candidate to TREMS to select a time and date for the scheduled event. There is an option to modify the before it goes out or moving forward you can indicate you do not want to use the automatic function.
After you complete your applicant assessment, you need to update the statuses in TREMS. Refer to the “Status Event Guide” (see link above). The fields selected indicate to your HR Rep which category an applicant falls under. The status most often seen, is “no longer considered,” this is the status selected when the applicant doesn’t pass the first screening or does not move past one of the interviews. When you select “no longer considered” you are prompted to choose a reason. The reasons for “no longer considered” are listed at the bottom of the “Status Event Guide.” It is recommended you use the highlighted reason on the Guide: “Other candidates more suitable.” If you feel another reason is more appropriate, you should touch base with your HR contact. When you select the “no longer considered” reason you can send an through TREMS or opt to send your own outside of TREMS.
Applicants are able see job descriptions of jobs they applied for in their profile once the posting is down, if the recruitment is still active. Once a finalist is selected and the applicant’s status is updated to no longer considered, they are unable to view the job description.
Once a finalist is identified and you send your HR Rep the needed information, your HR Rep consults with the HR Director to decide what level (for Academic Staff) and salary to place the finalist at. Once decided, they will share that info with you and at that point you can go ahead make the verbal offer to finalist. It is important to update statuses in TREMS during this process since the Office of Equity and Diversity uses this data to run their federal reports.
For best practices during recruitment process, See TRE Toolkit: then choose the link: Recruitment, Assessment and Selection Checklist

9. Recruitment Process Making the Offer
Ensure applicant applied via TREMS
Ensure references have been checked
Send and draft appointment letter to HR Rep
Letter should include recommend rate and title
Send recruitment documents (e.g., interview questions, screening committee, assessment process, etc.) to HR Rep
Make verbal offer contingent on CBC
If questions about references come up, please check with HR Manager, Daun Wheeler or Alisha Arnold. It is better to check with them upfront with questions, then to hire someone who may not have strong references, which may create problems later. They will also contact department if they see red flags on their end.
For Academic Staff, there are different levels within the title series. For rates, you can reference the query library, start with employees with the same title within your unit, if not a lot to choose from, you can also look at college or campus level. If questions on titles or rates, please check with HR Managers, Alisha Arnold or Daun Wheeler. If you have any details from candidate or search committee concerning the rate, it would also be good to share with HR Directors, especially if candidate has indicated they require a certain rate to start.
When you reach the stage of making a verbal offer, you need to update that status in TREMS.

10. After Verbal Offer is Accepted
Recruitment Process
After Verbal Offer is Accepted
Let your HR Rep know verbal offer has been accepted
HR Rep will generate online offer in TREMS
Initiate I-9
Notify applicant to accept online offer and watch for CBC and I-9 link
It is important to let candidates know that a CBC request will be coming through asking for their social security number. If a candidate has an address outside of the U.S., they will also have to fill out an additional form and send back before offer letter can be released.
The CBC needs to be submitted before the offer letter can be released. If candidate is from campus and already has a CBC on file and there has not been a break in service, you can use that CBC. The one exception is for a position of trust, those positions will need to submit a new CBC.
If there is a break in service, a new I-9 will need to be completed. There is an exception concerning student hourlies and break in service, if the expectation is that the student is returning in the fall, then a new I-9 is not required. If there are questions about break in service, contact your HR Rep.

11. After Online Offer is Accepted
Recruitment Process
After Online Offer is Accepted
Watch for s confirming acceptance
“Offer was accepted” and “New employee form completed”
Once offer accepted, update remaining applicant statuses
Submit hiring reason justification via
Hiring reason template form
AS hires - submit hire information in JEMS or via JEMS Hire form
University Staff hires – no submissions needed
Using this form is not required, but highly recommended, since you only have to choose one of the four hiring reasons. If you prefer, you can still create your own justification or use part of the form when sending your own hiring reason .
The process for an Academic Staff hire is to go through JEMS, go into the “My New Hire Basket,” and choose “Advanced Search,” and enter the PVL number and hit search. Most of the data is populated, you just need to fill out any missing information, approve, and submit.

12. Recruitment Process Once Hire Begins Initiate onboarding Complete I-9
Track Visa deadlines
University Staff- submit signed PD
Set up funding or submit funding form
Create TL security or submit TL security form
Work with onboarding coordinators within your unit to get the onboarding checklist in place. Some of the items included on the checklist are also listed on this slide.
Currently there is not a tracking mechanism in place for Visa deadlines, most units track on an excel spreadsheet which seems to be the best method to accurately track them. There is a visa exploration query available on campus, but it is only as good as the data entered by the employee in Glacier, so it is recommended you do your own tracking in excel instead.
The final PD should be signed by the supervisor and employee and then sent to your HR Rep for final signature, they then forward it back to you so you have a final copy for your files.
For the Centralized units, you need to submit the JEMS New hire form and the funding form. For C+ and Decentralized units, enter the funding in HRS and then process the hire through JEMS.

13. Part 2: Recruitment Files
Alisha

14. Why Recruitment Files are Important
Please reference the “Staff Hiring Checklist” document located on the Recruitment Tools KB: Along the right-hand side of checklist it indicates what is needed for the Recruitment File and what is needed for the P-File. At the bottom of the checklist are documents you need to collect during the process to keep in the Recruitment File.
Why Recruitment Files are Important
Legislative Audit Bureau & Internal reviews
Quarterly Internal reviews
This is why we request recruitment documents
Supports consistent and fair hiring process
Ensures legally defensible documentation is retained
A lot of info is requested from units during recruitment process, this is because it is crucial for HR to have everything needed to pass along to OHR when requested for quarterly audits on recruitment files.
It is not uncommon for applicants to ask for documents associated with the recruitment process, or ask why something happened, or why they weren’t selected. These are also reasons why HR requests documentation from units to collaborate efforts to make sure we have defensible documentation on file in case something were to come up.

15. Additional Recruitment File Documentation
Recruitment Files
Additional Recruitment File Documentation
Appointment letter and PVL/PD
All correspondence/communication on recruitment
Advertising efforts outside of Recruitment Efforts Plan (REP)
Misc. candidate materials
List of those interviewed
Affirmative Action Review Form
Record retention, six years from the date the position is filled
These documents are listed at the very bottom of checklist under Misc. Recruitment File documents. OHR requires copies of the appointment letter and PVL/PD be placed in the recruitment file.
If correspondences take place in TREMS, you don’t need to export, they stay in TREMS, but if you are not using the scheduling function in TREMS and are scheduling outside the system, you will need to save copies of those correspondences. This includes any s with the review panel or search and screen committee, along with any conversations with the HR Reps.
As a default, the REP tab is in both PVL and CHRIS, so those advertising efforts automatically pull from those systems every night and this also meets our legal obligations for recruitment for underutilized positions. But if you are advertising in any place outside of that, such as a special publication or newspaper, you need to keep those records in the recruitment file.
If you are requesting anything from candidates outside the system that is not collected in TREMS, you need to make sure to include those things in the recruitment file. Examples: some units ask for computer exams, self efficiency tests, or videos from applicants.
If you are updating your statuses as you go along and you change the status to indicate candidates were interviewed, you don’t need a list in the file, but if you are only entering minimum status changes and they are not complete in TREMS, you would need to include a list of those interviewed in the recruitment file.
This doesn’t come up often, but if it does, Bonnie Sundal from the Office of Equity and Diversity will send you a form asking for justification as to why you selected a certain candidate.
The interview questions (without answers) should be kept in the recruitment file. The personal interview notes from the review panel or search and screen committee should be kept by members for 6 years, but they should not be shared, because once they are shared they become public record and have to be part of the recruitment file. It is important to let the review panel and search and screen committee know this upfront so they know how the interview notes should be handled.
It is crucial departments keep recruitment files centrally in an accessible place in case there is transition between administrators or faculty in the department. Preferably electronic, but paper copies are also acceptable as long as they can be easily accessed when needed.

16. Recruitment Process and Files
WHAT IF I STILL HAVE QUESTIONS?
Additional Resources
Guidelines on recruitment of University Staff and Academic Staff:
Recruitment tools:
Talent Recruitment and Engagement:
Title Guidelines:
Guidelines referenced in presentation.
Alisha
This is where you will find the templates and checklist shared in the presentation.
This is a 13 minute video on unconscious bias. It is recommended everyone involved in the recruitment watch this video before the recruitment process begins. It shares important tips and reminds everyone to be aware of their own unconscious bias and shares ways on how to keep those in check.
Toolkit referenced in presentation.
Title Guidelines for Academic Staff
Title Guidelines for University Staff

17. Questions
Questions