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Unclassified Personnel Policies & Procedures Table of Contents

CHAPTER 1 TYPES OF UNCLASSIFIED APPOINTMENTS

1.01 Faculty
1.02 Academic Staff
1.03 Limited Appointments
1.04 Employees-in-Training
1.05 Student Assistants
1.06 Student Hourly Help
1.07 Other Titles
1.08 Volunteers

APPENDICES

1-A Sample Volunteer Letter
1-B Volunteer Fact Sheet-For Departments and Volunteers
1-C Guidelines for Adjunct Appointments
1-D FAQ document on Postdoctoral Fellow/ Trainees and Research Associate Appointments

CHAPTER 2 INTERCHANGES AND CONTRACTS

2.01 Inter-Institutional Agreements
2.02 Intergovernmental Personnel Temporary Interchanges
2.03 Contracts for Personal Services
2.04 Inter-Institutional Overloads

APPENDICES

2-A UW System Inter-Institutional Agreement
2-B Memorandum of Understanding between UW-Madison and Another Agency
2-C UW System Inter-Institutional Overload Request Form for Unclassified Employees

CHAPTER 3 JOB VACANCIES

3.01 Open Recruitment and Position Vacancy Listings
3.02 Conversions from Unclassified to Classified or Vice Versa
3.03 Inter-Institutional Recruiting Protocol
3.04 Advertising
3.05 Documenting the Search

APPENDICES

3-A PVL Codes
3-A1 PVL Waiver Reasons Explained
3-C General Instructions/Information Regarding Recruitment
3-D Minimum Recruitment Period and Scope Requirements
3-E  Access to Unclassified Search Records Information Sheet
3-F Steps for the Unclassified Hire
3-G Documentation Checklist for Unclassified Recruitment
3-H Guidelines on Job Description
3-I Teaching/Research Dual Role Guidelines

CHAPTER 4 REVIEWING AND INTERVIEWING APPLICANTS

4.01 Referral Priority for Layoffs & Long-term Nonrenewed Academic Staff Employees
4.02 Layoff Reappointment Rights
4.03 Notification of Applicants
4.04 Interview Questions
4.05 Interviewing Expenses
4.06 Reference Checks
4.07 Degree Waivers
4.08 (See Ch. 15.02 for Nepotism)
4.09 Criminal Background Check Policy and Procedures
4.10 Dual Career Couple Program   

APPENDICES

4-A Office for Equity and Diversity Cover Letter to Applicants
4-B Affirmative Action Data Questionnaire
4-C Sample Letters                    
4-D Appropriate and Inappropriate Interview Questions

CHAPTER 5 HIRING PROCESS

5.01 Applicant Notification
5.03 Relocation Expenses
5.04 I-9 Verification of Identity and Employment Authorization
5.05 Hiring Non-Citizens (Internationals)    

APPENDICES

5-A  Benefits Summary Information
5-B  Letter of Offer Attachment
5-C  I-9 Form
5-D  Drug-Free Schools and Communities Act
5-E  SAMPLE--Tenured Faculty Letter of Appointment 
5-F  SAMPLE--Probationary Legal Faculty Letter of Appointment
5-G  SAMPLE-Non-instructional Academic Staff Letter of Appointment
5-H  SAMPLE--New to Limited Position at UW-Madison - Without Concurrent Faculty Appointment
5-I   SAMPLE--Limited Appointments with Faculty Backup
5-J   SAMPLE--Limited Appointments for Current Academic Staff Member   
5-K  Applicant Data Card
5-L  Request for Reimbursement for Relocation Expenses form
5-M Titles Requiring I-9 Verification
5-N Visa Types Most Common to UW-Madison
5-O SAMPLE-Limited Appointments for Current Classified Staff Member
5-P SAMPLE-Limited Appointment with Concurrent Faculty Appointment (not new to UW-Madison)
5-Q SAMPLE – Instructional Academic Staff Letter of Appointment

CHAPTER 6 EMPLOYEE ORIENTATION

6.01 Employee Orientation

CHAPTER 7 PROBATIONARY/EVALUATION PERIODS

7.01 Evaluation Periods for Academic Staff Appointments

CHAPTER 8 PERFORMANCE REVIEWS

8.01 Faculty Performance Reviews
8.02 Performance Evaluations for Academic Staff

APPENDICES

8-A Faculty Document 1001b
8-B Faculty Document 258

CHAPTER 9 ACADEMIC STAFF JOB SECURITY

9.01 Academic Staff Job Security    

APPENDICES
9-A Sample Letter- Fixed Term Rolling Horizon Appointment
9-B Sample Letter- Fixed Term Renewable Multiple Year Appointment
9-C Sample Letter- Reducing a Rolling Horizon Appointment
9-D Sample Letter- Change of Rolling Horizon to Fixed Term Renewable Appointment

CHAPTER 10 COMPENSATION

10.01 Rate and/or Title Change 
10.02 Extraordinary Salary Range 

APPENDICES
10-A Post-Progression Series Review Guidelines

CHAPTER 11 MAXIMUM LEVELS OF APPOINTMENTS & SUMMER SESSION APPOINTMENTS

11.01 Overloads for Faculty, Academic Staff, and Limited Appointees
11.02 Summer Appointments for Faculty, Academic Staff, and Limited Appointees on C-Basis
11.03 Employees Enrolled as UW-Madison Students
11.04 Maximum Levels of Graduate Assistantship Appointments
11.05 Policy for Supplementation and Concurrent Appointments for Graduate Students Holding Predoctoral Fellowships or Traineeships
11.06 Policy for Supplementation and Concurrent Appointments for Postdoctoral Employees-in-Training Holding Fellowships or Traineeships     

APPENDICES

11-A Employment Overload Request Form
11-B Departmental Report on Summer Payment of Funds Administered by the UW-Madison of More Than Two-Ninths of the Academic Year
11-C Request for Exception to Maximum Levels of Graduate Assistant Appointments

11-D User Guide for the APO Overload Approval System

CHAPTER 12 EDUCATION, TRAINING & DEVELOPMENT

12.01 Training and Development
12.02 Sabbaticals
12.03 Faculty Development Grants
12.05 Research Service Grants
12.06 Academic Staff Professional Development Grants
12.07 Job-Related or Career-Related Training/Course Work
12.08 Joseph F. Kauffman Administrative Development Program

APPENDICES

12-A  Academic Staff & Faculty Request for Authorization to Reimburse Employee Tuition

CHAPTER 13 EMPLOYEE HEALTH AND SAFETY

13.01 Safety Policy and Accident Reporting
13.02 Workplace Violence Policy
13.04 Safety Committees

APPENDICES

13-A Employee's work Injury and Illness Report (OSLP-1)
13-B Employer's First Report of Injury or Disease (WKC-12-E)
13-C Supervisor's Accident Analysis and Prevention Report (WKC-SUP)

CHAPTER 14 WORK SCHEDULES

14.01 Standard Hours and Alternative Work Schedules
14.02 Telecommuting

CHAPTER 15 ETHICS, POLITICAL ACTIVITIES, AND OUTSIDE EMPLOYMENT

15.01 Ethics
15.02 Nepotism
15.03 Outside Activities
15.04 Political Activities
15.05 Consensual Relationship Policy     

CHAPTER 16 LEAVES OF ABSENCE AND LEAVE BENEFITS

16.01 Leaves of Absence and Temporary Assignments Without Pay
16.02 Paid Leave Benefits For Faculty, Academic Staff, And Limited Appointments
16.03 UW Madison Family-Related (Parental) Leave Policy
16.04 Inclement Weather Guidelines for Faculty, Limited Appointees and Academic Staff
16.05 Religious Observances
16.06 Serving as an Election Official
16.07 Paid Leave Payout at Termination
16.08 Requesting/Donating Catastrophic Leave for Faculty, Academic Staff, and Limited Appointments

APPENDICES

16-A Request for Leave Without Pay or Temporary Assignment
16-B Employee Request to Serve as an Election Official
16-C Sample Dean's Letter for a 1-Year Leave of Absence
16-D Sample Provost's Letter for a 1-Year Extension Leave of Absence
16-E Frequently Asked Questions—Regent Resolutions/Sick Leave/Vacation Policy Changes
16-F Request for Medical Certification Form
16-G Catastrophic Leave Request
16-H Catastrophic Leave Donor Authorization
16-I Catastrophic Leave Case File
16-J FMLA Certification forms (Unclassified Personnel Forms page)
16-K Leave Information when Transferring from a State Authority

CHAPTER 17 GRIEVANCES AND COMPLAINTS

17.01 Faculty Members
17.02 Academic Staff Members
17.03 Whistleblower Law

CHAPTER 18 DISCIPLINE, DISMISSAL, NON-RENEWAL FOR PERFORMANCE, AND TERMINATION DURING THE EVALUATION PERIOD

18.01 Faculty Members
18.02 Academic Staff Members

APPENDICES

18-A Sample Letter Termination During the Evaluation Period

CHAPTER 19 LAYOFF/NON-RENEWAL FOR PROGRAM REDIRECTION OR FUNDING

19.01 Academic Staff Nonrenewal
19.02 Academic Staff Layoff

APPENDICES

19–A Nonrenewal Review Form & Sample Letter
19-B Overview of Academic Staff Layoffs
19–C Layoff Review Form (SAMPLE)
19-D Layoff Review Form (Sample-Fillable)
19-E Layoff Letter For Academic Staff (SAMPLE) (Action Taken During Current Appointment)
19-F Layoff Letter for Academic Staff (SAMPLE-Fillable) (Action Taken During Current Appointment)
19-G Layoff Letter for Academic Staff (SAMPLE) (Unable to Provide Proper Notice of Nonrenewal)
19-H Layoff Letter for Academic Staff (BLANK-Fillable)(Unable to Provide Proper Notice of Nonrenewal)
19-I Sample Layoff Extension Letter
19-J Sample Partial Layoff Letter
19-K Referral Priority Brochure

CHAPTER 20 RESIGNATIONS AND RETIREMENT

20.01 Resignations and Retirement  

APPENDICES

20-A Request for Retirement Certificate (non-emeritus)
20-B Emeritus Information
20-C Rehired Annuitant Form
20-D Rehired Annuitant Letter of Offer

CHAPTER 21 PERSONNEL FILES AND OPEN RECORDS

21.01 Unclassified Personnel Files
21.02 Public Records

APPENDIX

21-A Public Records Notice