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Administrative (Non-Clinical) Policy
This administrative policy applies to the operations and staff of the University of Wisconsin Hospitals and
Clinics Authority (UWHCA) as integrated effective July 1, 2015, including the legacy operations and
staff of University of Wisconsin Hospital and Clinics (UWHC) and University of Wisconsin Medical
Policy Title: UW Health Hiring Policy
Policy Number: 9.37
Effective Date: 06/01/2017
Chapter Human Resources
To establish a uniform policy and procedure for hiring individuals, internal and external, to fill vacant
positions at UW Health. UW Health values the growth and development of its employees and encourages
employees to pursue vacant positions for which they are qualified. It is the policy of UW Health to
provide equal employment opportunity for all applicants and employees in all aspects of the employment
II. POLICY ELEMENTS
This policy is applicable to the recruitment of all UWHC and UWMF positions, including temporary and
student positions. This policy does not apply to physicians, Graduate Medical Education trainees, agency
hires and non-paid interns.
It is UW Health’s policy to provide a uniform and systematic process for filling all positions. The Human
Resources (HR) Department's Recruitment team will coordinate all hiring activities and ensure that proper
processes and procedures are followed. The procedures outlined in this policy will be followed once a
position has been properly approved per the FTE Committee Playbook.
III. PERSONS AFFECTED
For purposes of this policy, the term "candidate" includes all internal and external applicants applying for
a posted position. Unless an exception by Human Resources is granted, employees may only retain their
employment at their current employer (UWHC or UWMF) if the position is posted by their same
Eligible applicants include UWHC and UWMF regular and temporary employees who meet all of the
1. Meet minimum qualifications as noted in job posting.
2. Receive an overall ‘3’ or higher on most recent performance evaluation.
3. Not currently on a performance improvement plan or an active employee improvement report.
4. Not currently within first 6 months of employment in current position.
5. Have no active discipline (issued within last 1 year) above a verbal discipline.
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Exceptions will be automatically granted for temporary to regular positions under same hiring director.
Other exceptions to the eligibility criteria must be approved by the hiring department’s director and
A. All vacant positions (regular and temporary) will be posted in accordance with appropriate
policies and procedures unless it is determined to be in the best interest of UW Health to waive
the posting process. Situations in which the process could potentially be waived may include:
1. Placement of a displaced worker
2. Placement of employee affected by position elimination, layoff, restructure, etc
3. Reassignment of current employee (i.e., in “over-hire” status, etc.)
4. Accommodations made in accordance with federal, state and/or local employment laws
5. Employee is resigning from permanent position and electing to transfer to temporary position
to assist with operational needs.
All posting waivers must be approved in writing by the Director, Recruitment.
B. A vacancy for a regular appointment will be posted for a minimum of three (3) calendar days. To
ensure fairness, no job offers will be made to a candidate prior to the completion of the 3 day
posting period. Internal and external recruitment may occur simultaneously at the discretion of
the hiring manager.
C. If for any reason the job requirements change in a way that may significantly impact the applicant
pool, the position should be reposted. If this were to occur, applicants would be notified so that
they could reapply.
D. Candidates will submit application materials via the UW Health Careers portal.
E. All candidates must be interviewed by Human Resources and the hiring manager prior to a job
offer being made.
F. References for external candidates may only be checked by Human Resources unless hiring
manager has Director, Recruitment’s written approval. References for internal candidates should
be checked by the hiring manager. For more information on the reference check process, please
see Appendix A: Manager’s Guide to UW Health Pre-employment References.
G. Human Resources will make all job offers. Once a job offer is accepted, the recruiter will
establish a start date for the prospective employee. Candidates who are transferring from a job
that is salaried or a within the nursing pay structure will be given a transfer date that is at the start
of two full pay periods (4-6 weeks) after accepted offer date. All other positions will be given a
transfer date that is at the start of one full pay period after accepted date (2-4 weeks). Exceptions
will be made if employee’s current manager and hiring manager agree, but may not exceed eight
H. Job offers are made contingent on successful completion and review of a caregiver and other
appropriate background checks, pre-employment health assessment and pre-employment drug
test, new hire paperwork, new employee training and other requirements to meet the job
description minimum qualifications (e.g. license, certification and education verifications, and
credentialing, etc). Offers can be rescinded should a candidate not successfully complete any of
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I. For UW Health current employees, time spent reviewing and applying for vacant positions,
interviewing, and/or job shadowing will typically be conducted on non-work time, i.e.,
break/lunch periods or before/after a shift. Employees are encouraged to schedule interviews
and/or job shadowing activities on days when they are not scheduled to work or when they can
use paid time off such as vacation or PTO, with supervisory approval.
This Policy creates no rights, contractual or otherwise. Statements of policy obtained herein are not made
for the purpose of inducing any person to become or remain an employee of UWHCA, and should not be
considered "promises" or as granting "property" rights. UWHCA may add to, subtract from and/or modify
this Policy at any time. Nothing contained in this Policy impairs the right of a non-represented employee
or UWHCA to terminate the employment relationship at-will.
Policy 9.18-Employment/Pre-Employment Reference & Background Checks Hospital Administrative
Policy 9.20-Pre-Employment Health Assessment and Drug Screening
Policy 9.60-New Employee Orientation
Sr. Management Sponsor: VP, Human Resources
Author: Director, Recruitment
Approval Committee: UW Health Administrative Policy and Procedure Committee
Chief Administrative Officer
Previous revision: 03/01/2015
Next revision: 06/01/2020