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Welcome to the ultimate resource page for supervisors and search and screen committee members recruiting for a vacant position at UW Oshkosh! We hope to help this process run as smooth as possible providing you with the necessary tips and resources throughout your search.
Looking to replace or fill a new position? Here’s what you need to do:
- Review the steps in the recruitment flow: Click here to review the new recruitment process flow
- View online PageUp training videos: Training videos are available on the left side of this page. We encourage you to view any/all videos that apply to your involvement in the recruitment process.
- Use our recruitment process checklist to keep track of the different hiring processes happening in your area.
- Create your position description in PageUp: When writing a position description, utilize the Position Description Guide to properly compose a description of the role you are hoping to fill. Reference the PageUp Resources tab to find instructions on entering your position description into PageUp.
- Create your job posting in PageUp: Labeled in PageUp as “job requisition,” you may use the information you wrote in the position description to build your external job posting that will be advertised on the careers website for candidates to apply.
PageUp Training Manuals
With the implementation of the new applicant tracking system, PageUp, we want to make sure you feel comfortable using the system. Check the events section on the left side of this page for PageUp training sessions hosted by the Office of Human Resources or call a recruiter with any questions (920-424-1166). See below for the necessary PageUp training manuals:
- Creating a Position Description and Job Posting in PageUp
- Search and Screen Process in PageUp
- Rehire Process in PageUp (Quick Step-by-Step Overview)
- Temporary Employment Recruitment Process (Overview of Temporary Employment)
- Requesting a Waiver of Recruitment
- Offer and Onboarding Process in PageUp
Search and Screen Committee Resources
Helpful guides for your role in the recruitment process:
Search Chair Quick Tips Guide
Required and Preferred Knowledge, Skills, and Abilities
Creating an Event
Open Meetings Law
All Search and Screen committee meetings are subject to the Open Meetings Law 19.85 (1) (c).
When recruiting, an Open Meeting Notice Form must be completed at least 48 hours before any meeting is held pertaining to the search. A hard copy of the meeting notice must also be posted on a public facing bulletin board near your department or program or as near as practicable to the meeting location at least 24 hours in advance of the meeting.
If you receive a request for documentation from a search, contact the University’s Open Records Custodian, Kate McQuillan, at email@example.com.
What is the difference between and internal and external search? An internal search is one where only internal candidates (those currently employed at UW Oshkosh) are considered for the position. An external search considers both internal candidates and external candidates.
Can a candidate be reimbursed for traveling during the recruitment process? Yes; candidates may be offered reimbursement for their travel expenses throughout the recruitment process, however, if offered to one, this needs to be offered to all candidates. For more information on the travel reimbursement process, please reference this guide.
What are the polices relating search and screen committees for limited appointments and academic staff positions? Please reference this entry in the Faculty/Staff handbook regarding search and screen information for limited and academic staff appointments.
The recruitment process is often the first experience an applicant has with the university. Being properly prepared for your phone interviews and on campus interviews is an integral contributor of your candidates having a positive application process. We strongly encourage each search and screen committee member and hiring supervisors to review the interviewing guides provided below to be as prepared as possible for your recruitment process:
- Interviewing Guide (Tips and Advice): New to being on the employer’s side of the interview? Explore the fine details of interviewing with some helpful tips.
- Interview Question Bank: An essential guide to help your search and screen committee establish phone screen and onsite interview questions. If you would like the recruitment team to look over your interview questions to make sure they are compliant, please email them to firstname.lastname@example.org.
- Interview Questions Guidelines: To learn what you legally can and cannot ask during an interview.
- Interview Bias Guide: The Office of Human Resources does not condone any type of discrimination of our applicants. To find more information about interviewing bias, you may also visit the Office of Equal Opportunity, Equity & Affirmative Action website.
- Total Compensation Estimator: Use this calculator to visually demonstrate the total compensation package a new employee may receive.
The Office of Human Resources has solidified unlimited job posting contracts with the vendors listed below. Please know that your department will not be financially responsible for posting on these particular websites due to a partially centralized advertising budget solely applicable to these vendors. You may select to post to the websites below while creating your job posting using the PageUp system.
Departments may advertise on niche job boards, journals, and list serves at their own expense. Note that all Unclassified Staff recruitments are required to post a targeted outreach advertisement per the Office of Equal Opportunity, Equity & Affirmative Action. Additional diversity advertisement resources may be found here.
Making an Offer
Follow the directions below when initiating the offer phase of the recruitment process:
- Once the search committee has completed their review and analysis of the candidates, they will make their hiring recommendations in PageUp by listing an applicant in “Recommend for hire” status or in “Not recommended for hire” status. The hiring supervisor may review candidates in both statuses and determine which candidate they would like to extend an offer to. If the hiring supervisor is interested in offering the position to a candidate who was not recommended by the search committee, they must email a justification explaining why they are choosing a candidate who was not recommended for the position to the Office of Human Resources.
- The hiring supervisor or administrative support person connected to the job may complete the offer card for the applicant who has been selected as the finalist. The offer card will ask for information revolving around the offer, which will, in turn, create the offer letter/contract later on. The offer card is sent through an approval process.
- Once the offer card has been fully approved, the hiring supervisor may make the verbal offer to the applicant.
- Once the hiring supervisor receives an acceptance to their verbal offer, they must notify the recruitment team (Shannon Lemke) immediately of the acceptance. The recruitment team will immediately follow up with the applicant by sending them a written offer of employment, which is securely sent through PageUp.
- Once the candidate electronically accepts and signs their offer of employment, PageUp will redirect them to a New Starter Form. Once completed, the criminal background screen will immediately be initiated.
- The Office of Human Resources will follow up with the hiring supervisor based on the results of the criminal background screen.
- The onboarding process begins.
Frequently Asked Questions
What are the standard operating procedures for recruiting and hiring on campus? Please use the following document when you have a recruitment need that arises in your area. Our standard operating procedures for recruiting and hiring outlines the various actions departments can take to fill positions.
What are some unique hiring circumstances surrounding instructional academic staff and fixed-term terminal academic staff? Please review this document to learn more about some these unique hiring situations.
What is the difference between an Acting and an Interim role? To understand the difference between these two roles, reference this brief guide.
What is the standard procedure for conducting reference checks? You may find the standard reference check form here. If you are using the PageUp system for reference checks by moving applicants into “Basic Reference Check” status, you may review the questions asked to references here.
- The questions asked to references need to be identical for each candidate you are inquiring about.
- The results of the reference checks need to be documented along with all other search criteria.
- You may conduct reference checks at any time during the search process.
- Anybody can conduct reference checks (search committee members, supervisor, etc.). You need to be consistent as to who you conduct the checks on, such as all candidates who have been phone interviewed or all finalists.
- Make sure candidates are notified if and when you are checking their references. Also, candidates need to be notified if their current employer is being contacted. References that are not identified on a reference list by the candidate may be contacted, however, the candidate needs to be notified prior to doing so.
What is a position of trust? Positions of trust are those positions that require unsupervised or significant access to minors, under the age of 18 who are NOT enrolled or accepted for enrollment at a UW System Institution, and medical patients (vulnerable populations); property access; financial/fiduciary duties; an all executive level positions. Those who hold a position of trust are required to complete a criminal background check every four years with the Human Resources Office.