Open Recruitment and Waiver Request Guidelines

UWM, as an equal opportunity employer and by using Human Resources best practices, expects any newly created or vacant position to be filled using a competitive, merit-based recruitment process that yields a qualified, diverse candidate pool.  A robust recruitment process ensures that all potential candidates are given an opportunity to apply for and be considered for a vacancy, in keeping with our policies and principles. Open recruitment is required for faculty, academic staff, university staff, and limited appointment positions. Further, Deans and Division Heads are expected to strive towards meeting the UWM strategic goals in diversifying our workforce. Specifics of the recruitment process are outlined on the Department of Human Resources web site in the Recruitment Toolkit.

Positions funded through grants or external sources must also meet criteria detailed in these Guidelines. While external funding may impact specific position needs, it does not alone preclude a position from open recruitment processes.

In limited circumstances, a recruitment may not be appropriate or may be waived. These circumstances include:

1. Title change for a current employee.
2. Request to waive an open recruitment.
3. Short-term/temporary hire.
4. Student Hourly Employment. (Typically, student recruitments are managed via Handshake)
5. Graduate Assistant, Trainee or Post-Doctoral Fellow (Research Associates).

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1. Title Review vs. Recruitment

Allocation of a position from one title to another is based on the substantial, permanent change in an employee’s assigned duties and responsibilities. Job duties shall be analyzed by Human Resources for a title change to occur. This change process is “incumbent neutral” and thus not dependent upon personal employee characteristics, such as educational attainment, length of service nor certifications. Review of a position for classification will also rely on UW System title definitions, review of comparable positions, and title precedents. Deans/Division Heads must consider these and the following factors as they review organizational structure, reassign duties, fill unanticipated vacancies, and reorganize departments, without creating an adverse impact on their current workforce. Deans/Division Heads are required to work with Human Resources to determine the appropriateness of a title review.

A title change may be appropriate when the following apply:

• The position being redesigned is vacant.
• The position has supervisor responsibilities which are now being expanded due to a reorganization.
• It is determined that the position should be moved between Category A compensation category to Category B (or the reverse).

A title change may not be appropriate when any of the following apply:

• The position title has been identified in a Director series (Assistant, Associate, or no prefix), an equivalent title, or a higher level title (e.g., Officer).
• The responsibilities would modify a current position from an individual contributor to a management/supervisory position in the TTC Standard Job Library.
• The proposed title falls within salary grade 28 or higher.
• The position would be a promotional opportunity for existing employees.

Supervisors/Managers should consult with HR to determine if a title review is appropriate based on circumstances of the request. If deemed appropriate, the unit’s HR Business Partner will coordinate the title change process in accordance with the Title Review Guidelines for Filled Positions.

2. Waiver of Open Recruitment

1. Fixed-Term Terminal/Finite Positions with Duration of Two Years or Less. This may be applicable when:
   1. Time/Resource Constraints: Circumstances have presented limited time and resources for a full, competitive recruitment and a qualified individual is available. (Please discuss if internal recruitment, shortened posting period, etc., have been considered). Generally, appointment should be fixed-terminal and full recruitment pursued prior to end of contract.
   2. Difficult to Fill: Position has been historically difficult to fill or to obtain a qualified applicant pool, resulting in one or more failed searches. (Evidence of past recruitment efforts should be identified in your request, such as advertising plans, vacancy announcement, posting period, applicant screening information, history of declined offers, etc. Also, information provided must explain how the proposed Waiver hire was identified).
   3. Visiting Appointment: If appointment will terminate within a two-year period with no prospect of continuing.
2. Sole Source (Unique Credentials)
   • The candidate identified on the recruitment waiver request has specific, hard‐to‐find, and unique skill and/or experience that allows only that person to perform the duties of the job. It must be commonly accepted that there are only a few people who possess these necessary credentials, and as a result, there is no value in recruiting for the position.
3. Temporary Acting Appointments
   • Typically reserved for high-level administrative positions, individuals can be appointed into an Acting/Interim Appointment to fill a new position or recent vacancy on an interim basis. Recruitment would be warranted to be filled on a non-interim basis.
4. Leave of Absence Temporary Replacement (ADA, FMLA, other)
   • Used for Academic, Limited, or University Staff^* when a terminal appointment is used to fill a position for an employee on a paid or unpaid leave. Expected duration is for the term of the leave of absence; if incumbent terminates employee, open recruitment is expected to fill the position.
   • * To replace a University Staff Ongoing position via waiver you may only hire as a University Staff Project employee.
5. Spousal or Partner Hire
   • Used for Academic, Faculty, Limited, and University Staff to employ or retain an employee by hiring the spouse/partner. Approval for spousal or partner hire waivers is contingent on the primary spouse/partner accepting employment with the Universities of Wisconsin or continuing in the current position.
6. Position Conversion with Necessary Approvals
   • Used when appointment is moved between employee classifications. Primarily may occur between Faculty/Academic Staff, Academic Staff/University Staff, or Limited/Academic Staff. May also be used when an individual is returning to a concurrent/back up appointment or returning from an extended period of leave. When moving from University Staff to Academic Staff, election falls under the provisions of the Voluntary Reassignment policy.
7. International Employment Rehire
   • Used for Academic, Faculty, Limited, and University Staff in cases where an existing employee’s credentials (work visa, H1B, etc.) expire and the employee must end employment. After appropriate credentials are reestablished, the employee may be rehired using this waiver reason if the employee is determined to be again eligible for employment under USCIS.
8. Rehired Annuitant
   • Used to employ Academic Staff, Limited Appointees, and University Staff who are retired Employees.
9. Reactivate Backup Appointment
   • Used when reactivating a concurrent appointment.

If a Waiver of Recruitment is deemed appropriate, HR Partners will complete the following steps:

• Submit Hiring Authorization form in Streamline for approval.
• Create a Confidential Job Requisition in Workday and upload a justification for the Waiver request, hiring authorization approval, and compensation narrative/analysis. If request is for a non-instructional position, a supplemental position description is also required.
• Facilitate process for candidate to submit their application materials, complete any necessary reference or background checks, and employment agreement.
• Waivers of Recruitment require approval by the Department of Human Resources and Chancellor’s Designee.

3. Short-Term/Temporary Hire

Short-term or temporary hires do not require a recruitment to be filled. Short-term or temporary appointments are academic staff or University Staff temporary hires that are hired up to 50% or over 50% for up to six months duration (and thus will be employed less than 1040 hours within a year). Short-Term/Temporary Hires generally are not eligible for WRS and cannot continue beyond the circumstances in which they were hired. Consult with your HR Business Partner when hiring a short-term or temporary hire.

4. Student Hourly Employment

Student hourly employees are generally hired in accordance with departmental or divisional criteria. If a recruitment is performed for Student Hourly Employment, it is generally managed using Handshake.

To submit a student hourly hire for processing, please obtain department/division approval and submit a Student Hire Request Form via HR Shared Services.

5. Graduate Assistant, Trainee or Post-Doctoral Fellow (Research Associates)

Graduate Assistants, Trainees, and Post-Doctoral Fellows (Research Associates) are generally hired in accordance with Department or Division specific criteria. Consult with your HR Business Partner regarding steps to process a hire for a Graduate Assistant, Trainee, or Post-Doctoral fellow.