Evergreen Continuous Recruitment Guidelines

Date: September, 2025

A continuous recruitment is an open recruitment that continues to collect applications beyond an established application deadline via an Evergreen Requisition in Workday. The position remains posted on the UWM Job Sites until circumstances outlined below warrant removal of a posting from the web.

Schools/Colleges/Divisions should use caution when deciding to use continuous recruitments as the expectation is that recruiting efforts and advertising is on-going until the position is filled.

Adherence to the Continuous Recruitment Process is Intended to:

  1. Create a positive applicant experience resulting from clear expectations of the process, deadlines, and active postings
  2. Ensure proper maintenance of required documentation including data on applicant pools for each individual offer, if more than one hire is made
  3. Allow for timely and improved communication between all involved parties (e.g., applicants, shared services, hiring managers, etc.)

Circumstances for Use of a Continuous Recruitment Include:

  1. Difficult to fill positions that have a previously failed search
  2. Several positions are to be filled within one posting
  3. Position within a hiring unit that consistently experiences high employee turnover
  4. Few applicants are available with the knowledge or expertise required
  5. Utilizing a search firm to source applicants for the posting
  6. Other circumstances to be discussed with HR Leadership

Procedure for Running a Continuous Recruitment:

  1. The following language must be included in the “How to Apply” section:
    • This is a continuous recruitment with an initial review date of xx/xx/xx. To ensure consideration, applications must be submitted by xx/xx/xx. Applications submitted after xx/xx/xx may not be reviewed.
  2. A detailed justification must be included in the job requisition attachments before collecting applications on the UWM Jobs page. If this information is not included or reasons given do not justify a Continuous Recruitment, a fixed deadline recruitment will be required.
  3. The Initial Review Date for applications is the following business day after the Application Deadline. Depending on the employment category of the recruitment, this should generally be two (2) or four (4) weeks from the time of posting the recruitment on the UWM Jobs page. Requests for a shortened recruitment timeline require additional justification to be uploaded explaining the circumstances for the request.
  4. Applications submitted on or after the Initial Review Date will not be available to Search and Screen Committee at this point of the recruitment. Additionally, candidates who apply after the Initial Review Date will automatically be notified via email that their applications were submitted after the Initial Review Date and may not be considered.
  5. If the Search and Screen Committee determines the original applicant pool does not meet established hiring criteria, applications submitted after the Initial Review Date can be released for review. All applications received through the requested date must be reviewed and updates to the Screening Form made accordingly.
  6. Once the recruitment concludes, candidates will be dispositioned and contacted regarding their status. Whenever the Search Committee Chair or identified Position Contact receives questions from applicants they did not review, communication should be sent to the Primary Recruiter for a response.

Closing the Active Posting When a Sufficient Applicant Pool Exists:

Determination of a “Sufficient Applicant Pool” can be established anytime between the initial screening of candidates who applied by the Initial Review Date and an offer is extended to selected candidate(s) after interviews. It is highly suggested to disposition candidates in a timely manner throughout the process.

  1. Search and Screen Committees will review all collective applications against the minimum and preferred qualifications and discuss the viability of the applicant pool with the Primary Recruiter in accordance with the Open Meetings Law.
  2. Under advisement of the appointed HR Business Partner or Primary Recruiter, when the Committee agrees that a successful candidate may be found in the existing pool, a request may be sent from the Search and Screen Chair to the Primary Recruiter requesting closure of the active posting.
    • The appointed HR Business Partner must be copied on the request to remove from web.
  3. Upon determination that a sufficient applicant pool exists, the active posting will be removed from the web. Applicants who applied after the Initial Review Date must be notified that the vacancy is no longer open and their application will not be considered.

Considerations for Maintaining a Continuous Recruitment Posting:

  • When should a posting be removed from the UWM Jobs Site?
    • Pending determination of a viable applicant pool, active Continuous Recruitment job announcements should be removed 60 days after the most recent application consideration due date. This ensures that postings on the UWM Jobs Page are actively soliciting applications and communicating in a timely fashion.
  • What if the Search and Screen Committee extends or changes the Initial Review Date?
    • Candidates with an active application must be notified of any changes in the posted deadline or review dates.
    • Contact the HR Business Partner for details of required documentation.
  • Where is the job being sourced outside of the UWM Jobs page?
    • Actively monitoring and maintaining listings to attract interested applicants is crucial to running a continuous recruitment and should be updated or removed as appropriate.
  • When should candidates be contacted if no hiring decision has been made within 30 or 60 days of the Initial Review Date?
    • The expectation is to have timely communication and engagement with candidates throughout each stage of the recruitment.
  • Can an Internal Recruitment also be a Continuous Recruitment?
    • Based on the circumstances listed above, it is unlikely a continuous recruitment can also be an internal recruitment. With a limited applicant pool who will be made directly aware of the vacancy, an extended timeline to apply should not be necessary.
  • Will additional vacancies be recruited from the pool after the initial posting?
    • In some cases, additional vacancies arise during an active recruitment that can be filled through the collected applicant pool.
    • Approval to fill the opening(s) must be uploaded into the posting documents, the position information must be updated, and the posting must go through the Priority Referral Program (PRP) for three (3) business days before collecting additional applications or extending an offer to candidate(s).
    • Waivers from the PRP step must be obtained, uploaded into the posting documents, and sent to the PRP Administrator: hr-prp@uwm.edu for notification.