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Policies and Procedures for Classified Employees

• Chapter 1 -Types of Classified Appointments (Definitions)
• Chapter 2 - Interchanges and Contracts
  • 2.01 Inter-Institutional Agreements
  • 2.02 Classified Appointments – Intergovernmental Personnel Temporary Interchanges
  • 2.03 Contracts for Personal Services
  • Appendices
    • Appendix 2A - Inter-Institutional Agreement
    • Appendix 2B - Memorandum of Understanding
• Chapter 3 - Filling Position Vacancies (Flowchart for Filling a Permanent Vacancy)
  • 3.01 Filling Classified Permanent Positions
  • 3.02 Filling Classified Project Appointments
  • 3.03 Classified LTE Appointments and Staff Selection
  • Appendices
    • Appendix 3A - UW-Madison Employing Units
    • Appendix 3B - Position Description*
    • Appendix 3C - What Every Supervisor Should Know About Position Descriptions
    • Appendix 3D - Job Content Questionnaire Rating Instructions
    • Appendix 3E - Supervisory Analysis Form*
    • Appendix 3F - Test Security Agreement
    • Appendix 3G Sample Letters
      • Sample Letter to Candidates Certified From a Register
      • Sample Letter to send to Potential Transfer Candidates

  * Ability to fill out these forms and start the HR transaction is accomplished through the CHRIS System

• Chapter 4 - Interviewing and Reviewing Applicants
  • 4.01 - Interviewing Applicant’s for Classified Service
  • 4.02 - Reimbursement for Applicant’s Travel Expense
  • 4.03 - Reference Checks
  • 4.04 - Nepotism
  • 4.05 - Arrest and Conviction Information
  • 4.06 - Spousal Hire Program
  • Appendices
    • Appendix 4A - Strategies of Questioning
    • Appendix 4B - Interview Questions
• Chapter 5 - Hiring Process
  • 5.01 - Applicant Notification
  • 5.02 - Notification to Classified Personnel Office
  • 5.03 - Moving Expenses
  • 5.04 - I-9 Verification of Identity and Employment Authorization
  • 5.05 - Union Dues
  • Appendices
    • Appendix 5A - Letter of Appointment - Initial Hire (with 6 month probation)
    • Appendix 5B - Letter of Appointment - Initial Hire (with 12 month probation)
    • Appendix 5C - Letter of Appointment - Transfer
    • Appendix 5D - Letter of Appointment - Promotion (with 6 month probation)
    • Appendix 5E - Letter of Appointment - Promotion (supervisory with 12-month probation)
    • Appendix 5F - Letter of Appointment - Voluntary Demotion
    • Appendix 5G - Letter of Appointment - Reinstatement
    • Appendix 5H - Letter of Appointment - Project
    • Appendix 5I - Letter of Appointment - LTE
    • Appendix 5J - Letter of Rejection
    • Appendix 5K - Written Hiring Reason for Classified Permanent and Project Appointments (PDF)
    • Appendix 5L - Entry Professional Program (EPP) Hire Report
    • Appendix 5M - Employment Eligibility Verification Form
• Chapter 6 - Employee Orientation
• Chapter 7 - Probationary/Evaluation Periods
  • 7.01 - Requirements and Purpose
  • 7.02 - Timeframes for All Probationary Extension Requests
  • 7.03 - Provisions for Probationary Extensions
  • Appendices
    • Appendix 7A - Template Letter
    • Appendix 7B - Template Letter
    • Appendix 7C - Template Letter
    • Appendix 7D - Template Letter
• Chapter 8 - Performance Reviews
  • Appendices
    • Appendix 8A - Classified Employee Performance Review Form
    • Appendix 8B - Classified Employee Performance Review Form
• Chapter 9 - Job Security and Recognition (Under Construction)
• Chapter 10 - Compensation
  • 10.01 - Classified Staff Compensation
  • 10.02 - Reclassifications and Reallocations
  • Appendices
    • Appendix 10A - Guide to Personnel Transaction Pay Appointments by Pay Schedules
    • Appendix 10B - Reclassification Forms
    • Appendix 10C - DMC Policy and Instructions
• Chapter 11 - Overtime/Overloads
  • Appendices
    • Appendix 11A - Employment Overload Request Form
• Chapter 12 - Staff Development
  • Appendices
    • Appendix 12A - Career-Related vs Employer-Required Tuition Reimbursement Requirements/Comparisons
    • Appendix 12B - Requirement Summary Chart for UW-Madison Career-Related Tuition Reimbursement
    • Appendix 12C- Private State Colleges Approved for Tuition Reimbursement
    • Appendix 12D- Joseph F. Kauffman Administrative Development Program
• Chapter 13 Employee Health and Safety
  • 13.01 - Safety Policy and Accident Reporting
  • 13.02 - Workplace Violence Policy
  • 13.03 - Hazardous Employment Injury
  • 13.04 - Safety Committees
  • 13.05 - Abnormally Hazardous Tasks
  • Appendices
    • Appendix 13A - Request for Leave of Absence with Pay Due to Injury
    • Appendix 13B - Employee Occupational Injury and Illness Report
    • Appendix 13C - Abnormally Hazardous Tasks Employing Unit Contact Person
• Chapter 14 - Work Schedules
  • 14.01 - Alternative Work Schedules
  • 14.02 - Telecommuting Policy
  • 14.03 - Telecommuting Agreement Form
  • 14.04 - Telecommuting Letter to HR Representatives
• Chapter 15 - Code of Ethics
  • 15.01 - Code of Ethics
  • 15.02 - Outside Employment
  • 15.03 - Nepotism
  • 15.04 - Political Activities
• Chapter 16 - Leaves of Absence
  • 16.01 - Leave of Absence without Pay (Classified Employees)
  • 16.02 - Leave with Pay
  • 16.03 - Leave without Pay Provisions, FMLA, and ADA
  • 16.04 - Inclement Weather Guidelines for Classified Employees
  • 16.05 - Individual Building Closures
  • 16.06 - Elections
  • 16.07 - Notice of State Employees' Rights Under the Wisconsin FMLA
  • 16.08 - Federal Family and Medical Leave Act of 1993 (as revised) January 2009
  • 16.09 - Maternity Leave – FMLA, WFMLA, and Contract/Admin code
  • 16.10 - Paternity Leave FMLA, WFMLA, and Contract/Admin code
  • Appendices
  • Appendix 16A - Leave Without Pay Request/Authorization Form
  • Appendix 16B - Election Official Request Form
• Chapter 17 - Dispute Resolution
  • 17.01 - Classified Grievances and Appeals
  • 17.02 - Whistleblower Law Wisconsin Act – 409, Laws of 1983
• Chapter 18 - Discipline Including Dismissal
• Appendices
  • Appendix 18A - University of Wisconsin System Classified Employees Work Rules (English)
  • Appendix 18A - University of Wisconsin System Classified Employees Work Rules (Spanish)
  • Appendix 18A - University of Wisconsin System Classified Employees Work Rules (Hmong)
  • Appendix 18A - University of Wisconsin System Classified Employees Work Rules (Tibetan)
  • Appendix 18B - Sample Pre-Disciplinary Meeting Letter
  • Appendix 18C - Sample Disciplinary Letter
  • Appendix 18D - Employee Assistance Office
  • Appendix 18E - Role of Representative
• Chapter 19 - Layoffs - This chapter is intended for employing unit Human Resources Representatives who manage the layoff process in partnership with their assigned Office of Human Resources Classified Human Resources Specialist.
  • 1.Layoff Process Overview
  • Appendices
    • Appendix 19A - These at risk template letters are for employees who are least senior in the class title or layoff group in the employing unit. This includes the least senior employees in the work unit where filled position reduction is taking place as well as the least senior employees in other work units within the employing unit.
      • Appendix 19A Non-Represented
      • Appendix 19A WPEC
      • Appendix 19A WSEU
      • Appendix 19A WSP
    • Appendix 19B - These at risk template letters are for employees whose positions in a work unit will be eliminated but who are not the least senior employees in the class title or layoff group in the employing unit.
      • Appendix 19B Non-Represented
      • Appendix 19B WPEC
      • Appendix 19B WSEU
      • Appendix 19B WSP
    • Appendix 19C - Layoff Plan
    • Appendix 19D - Frequently Asked Questions for the "At Risk" Employee
    • Appendix 19E - Layoff Checklist
      
• Chapter 20 - Resignations and Retirement
  • Appendices
    • Appendix 20B - Emeritus Information
    • Appendix 20C - Request for Retirement Certificate Form
• Chapter 21 - Personnel Files and Open Records
  • 21.01 - Contents of Official Employee Personnel Record (“P” File)
  • 21.02 - Open Records
  • 21.03 - Retention and Disposition of Personnel Records

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File last updated: March 12, 2013

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