DEM Recruitment Standards

A Recruitment Efforts Plan (REP) is required to be documented for all DEM standard recruitments, prior to a recruitment being approved. The following components are required as a part of the documented REP:

• Review of all standard UW–Madison Sourcing Locations
• Documentation of additional sourcing locations, such as professional associations or community-based organizations
• Submission of drafted content for recruitment ads, to be included in all sourcing locations

Recruitment Strategies are a component of the Recruitment Efforts Plan that intends to consider goals and identify action items for engaging talent across a variety of backgrounds, experiences, and perspectives within the recruitment process. The Hiring Manager is responsible for establishing recruitment efforts, to the best of their ability, for the following recruitment strategies:

• Recruitment Strategy 1: Detail any plans to share this role nationally via conferences, events, or other spaces that would recruit talented perspectives and experiences outside of Wisconsin.
• Recruitment Strategy 2: List any additional job advertising locations that you plan to use to recruit talent across underrepresented populations (e.g. disability status, race, ethnicity, gender identity, and socioeconomic identity) for this role (such as Professional Associations or Community-based Organizations).
• Recruitment Strategy 3: List any additional job advertising locations that you plan to use to recruit talent across a variety of experiences and backgrounds for this role (such as Professional Associations or Community-based Organizations).

Underrepresented groups should be considered and include those who have identities that do not represent the majority identities within the industry/specialty for the job. This may include identities such as race/ethnicity, gender, disability status, etc.

DEM HR is available to conduct periodic reviews of an applicant pool for the Hiring Manager and/or Recruitment Committee Chair to help determine the effectiveness of each identified strategy prior to a recruitment closing. 

A bias review should be conducted for all recruitment materials, job qualifications, and processes. The following components are required as a part of the inclusive language review:

• All attempts should be made to proactively review any language bias within recruitment materials, including position descriptions, as well as consider removing unnecessary barriers such as job qualifications.
  • When evaluating possible barriers in job qualifications, consider whether the stated qualification is truly a requirement for the responsibilities of the job to be completed. Often qualifications may be helpful criteria for evaluating the best candidates but does not represent a true minimum to accomplish the responsibilities of the role.
• The DEM HR Team will conduct a full review and work directly with the Hiring Manager to make any modifications to language prior to a recruitment being approved to begin.

The following standards are required during the formation of a Recruitment Committee:

• A DEM Recruitment Committee should be formed prior to an application opening.
• The DEM Recruitment Committee should be briefed on the Hiring Managers Recruitment Efforts Plan.
  • Clear expectations for Recruitment Committee involvement should be outlined by the Hiring Manager and/or Recruitment Committee Chair.
• The Hiring Manager should establish a clear charge for the Recruitment Committee to be shared during the committee Kick-off Meeting (if not before).
• The Hiring Manager & Recruitment Committee Chair should discuss the charge of the committee prior to the Kick-off Meeting
•  

The following composition standards are required for all DEM Recruitment Committees:

• All DEM Recruitment Committees for roles of Associate Director (or equivalent) and higher should include at least 1 community representative.
  • If you are having trouble identifying a community representative (such as an alumni, community-based organization, etc.), the Director of Community Relations is happy to serve as a liaison for us to help connect hiring managers to potential community members who could serve on DEM Recruitment Committees.

• All DEM Recruitment Committees should include at least 1 student representative.
• Connect with DEM HR to reference known DEM Recruitment Committee interest before fully forming a DEM Recruitment Committee.
• Consider representation of perspectives across a variety of backgrounds and experiences for your Recruitment Committee.
  • This can include representation across multiple teams within an office, across multiple offices within DEM, as well as across both UW–Madison & local community partners.
• Do not rely solely on underrepresented identities to be your only advocates for diversity within the Recruitment Committee.

The following standards to define roles on a DEM Recruitment Committee are required: 

• Everyone involved in the recruitment process should have a clearly defined role.
• The final decision-maker should be clear to the Recruitment Committee.

The roles of a DEM recruitment process are important to the overall success of the recruitment. Below are the defined roles and responsibilities within a DEM Recruitment process. Note: In some cases, one person may fulfill multiple roles – for example, one person may be the Hiring Decision-Maker & Hiring Manager. 

• • Hiring Administrator – The person who is responsible for ensuring the recruitment & selection process is completed in accordance with established policies.
  • Hiring Decision-Maker – The person who has authority to make the final hiring decision.
  • Hiring Manager – The person who identifies the hiring need and establishes the charge of the recruitment & selection process.
  • Recruitment Committee Chair – The person who is leading the successful execution of the recruitment & selection process, including ensuring the charge of the recruitment is met by the Recruitment Committee.
  • Recruitment Committee – The group of people charged to directly support the execution of the recruitment & selection process.
  • Recruitment Collaborators – All individuals who are involved in any capacity as a part of the recruitment and selection process.
    • These individuals may be able to provide feedback on candidates, however, are not ultimately responsible for reviewing recommendations or making a hiring decision.