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 Appointment9-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 GuidelinesCHAPTER 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
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
20-E Privileges for UW-Madison Retirees and Emeriti Brochure
CHAPTER 21 PERSONNEL FILES AND OPEN RECORDS
21.01 Unclassified Personnel Files
21.02 Public Records