Recruitment of represented positions begins with the transfer provision of the relevant collective bargaining agreement. Bargaining unit agreement(s) can be viewed online at http://oser.state.wi.us/subcategory.asp?linksubcatid=866&linkcatid=389&linkid=27. Briefly stated, any represented employee within the UW System who is working and has completed a probationary period in the same classification as that of the vacant position must be considered for employment if he or she indicates an interest in transferring to that position within the appropriate time frame.  It is important for departments to be aware that if they fill a position by transfer or reinstatement of a College employee, the employee will not be on a probationary period in the new department. For this reason, departmental staff responsible for interviewing and selecting employees and evaluating them during probationary periods should act with extreme care before making what could be an irreversible commitment for the department and the College.

If the position is not filled after the transfer procedure has been satisfied, the position will be placed in open recruitment. This is a slow process over which we have little control. If a civil service examination has been held recently for the title being recruited, we can obtain a list of certified candidates within a week or two. However, if there is no list and we are requesting or developing an exam, delays of three to four months can be expected.  Any questions on the recruitment process can be directed to Diana Allaby or Mary Nuzzo.

The State Administrative Code requires that confirmation of appointments be made in writing and received no later than the first day of employment. This letter is written by Diana Allaby and states position title, starting date, rate of pay, and probationary period to be served, if any. As soon as an offer is made and accepted, notify Mary Nuzzo at 263-2321 so this letter can be prepared. It is permissible for a departmental chair to confirm the offer and acceptance in writing, but salary and probationary period information should not be included. That information is furnished to the new employee in the official College confirmation letter. A letter from the departmental chair confirming the offer and acceptance, and mentioning the agreed-upon beginning date is permissable.

Timesheets are required for classified and LTE employees for every pay period. Non-salaried employees should complete the date, beginning of work period, lunch break, and end of work period for each day worked. Salaried employees need to only indicate the number of hours worked each week. Timesheets require the date and signature of the supervisor and should be filed at the departmental level. These records are subject to audit so they should be complete and carefully maintained. Copies of approved timesheets have been distributed to departments or can be found at http://www.ohr.wisc.edu/forms/form.html.

Over-Time and Compensatory Time:  Departments have been delegated authority to approve overtime hours as needed up to120 hours annually for their non-salaried classified staff. This overtime limit is applied on a fiscal-year basis (July 1 through June 30) and is prorated for part-time employees. While it is important to hold overtime to a reasonable level due to morale and stress, it is equally important to compensate employees for all hours worked. A Classified Staff Overtime Approval Form must be submitted with the payroll checksheet for all overtime hours worked. For overtime hours exceeding the 120 hour limit, the approval form must be submitted and you must receive approval for the overtime from Diana Allaby before the employee works the overtime.

The College will cover the cost of overtime for staff paid on general purpose revenue funds (101) up to the 120 hours limit. Please note that overtime approvals and denials should be based solely on need, and all reasonable requests from qualified employees in the work unit should be given appropriate consideration to work overtime. If an employee is denied the ability to work overtime, the employee must be given clear reasons for the denial.

Employees should not work overtime unless specifically authorized by or requested by the supervisor. Employees may either be paid for approved overtime and/or they may receive compensatory time.

The federal Fair Labor Standard Act (FLSA), compensation plan and union contracts determine whether a position is eligible for overtime compensation and the amount of compensation they are eligible for. Under the FLSA, there are two types of employment, exempt and nonexempt. Exempt employment is normally not eligible for overtime compensation as these positions are generally considered salaried positions. Nonexempt employees must be compensated either with pay or compensatory time at the rate of time and one-half for all hours in excess of 40 hours a week. Please refer to the “FLSA Overtime/Compensatory Time Chart” at http://www.ohr.wisc.edu/polproced/CPPP/CPPPChapter11_01.htm for information on how the overtime provisions affect specific positions.

Contact Diana Allaby if you have any questions on the overtime policy or provisions.

Reclassification of Classified Staff Positions:  "Reclassification" is the means by which classified staff position titles are changed to reflect gradual and logical changes in position responsibilities that are at a higher level. For more information about the circumstances under which reclassification is appropriate, and the means by which changes in classification may be effected, please refer to the "Instructions for Reclassification Request and CHRIS Submission Process for Classified Staff," available on this website as a MS Word document.

Broadbanding:  This compensation system was developed for non-represented and WPEC represented classified staff by collapsing numerous classified pay ranges and classifications into a smaller number of broader pay ranges and classifications. This strategy produced a classification system that is easier to understand and administer. It also easily facilitates movement between jobs and growth within a job since classifications cover a broader range of job duties than were covered in the previous system. For more information, please refer to the L&S "Policy on Appointment to a Broadbanded Position, Discretionary Compensation Adjustments (DCA) and Discretionary Compensation Payments (DCPP)," located at www.ls.wisc.edu/handbook/ChapterThree/broadband.htm (also available in MS Word format.). 

Limited Term Employees

The College spends a significant amount of salary dollars on Limited Term Employees (LTEs). A large part of that expenditure is for temporary help while a permanent classified position is vacant or in recruitment, with the costs covered by the College.

LTEs may be appointed at a rate between the University minimum wage and the minimum of the classified pay range to which the position is assigned.

LTEs may receive rate increases up to two times during the first year--once at pay plan time and one other time during the year. This will enable departments to give LTEs a "probationary" type increase and to give them an incentive to continue employment. Remember the rate, even after an increase, cannot exceed the minimum of the pay range. If you decide to hire someone and give them an increase after a few months, you must start them below the minimum. For more information on compensation provisions for limited term employees refer to Section D of the State of Wisconsin Compensation Plan (http://oser.state.wi.us/docview.asp?docid=1872).