Referral Priority (RP) Information Guide

This information guide explains the services and application processes offered to Referral Priority (RP) Candidates and other relevant RP information. RP services are available to exempt University Staff who are laid off after July 1, 2015, Academic Staff who are laid off and to long-term Academic Staff who are non-renewed due to funding loss or budget/program redirection. For purposes of nonrenewal, long-term Academic Staff are defined as employees who have six or more years of academic staff service at UW–Madison within the prior seven years.

Academic Staff who have been nonrenewed for performance are not eligible for RP Services. Nonexempt University Staff are also not eligible for RP Services.

This information guide will help you understand:

• Academic Staff Policies & Procedures (ASPP) Chapters 1, 3 & 5 with regard to RP
• Unclassified Personnel Policies & Procedures (UPPP) Chapter 4.01
• Basic elements of the RP program (Eligibility/What are the RP Services/etc.)
• Steps to the Referral Process
• Additional Resources

Eligibility

University Staff Laid Off from Exempt Positions

• University Staff employees may be laid off in accordance with the Layoff of University Staff policy. Reasons include:
  • Lack of funds
  • Organizational change and shortage of work
• Employees who are in exempt positions as University Staff and are laid off after July 1, 2015 shall receive referral priority rights to Academic Staff positions in accordance with Academic Staff Policies and Procedures (ASPP)

Academic Staff Layoff v. Nonrenewal

• Both result in the termination of an Academic Staff member’s employment
• Reasons include:
  • Loss of funding
  • Budget/ program decision
• A layoff is defined as, per ASPP Chapter 1:

  The termination of an academic staff member’s employment because of funding loss or a budget or program decision either prior to the end of the appointment or when proper notice of nonrenewal under ASPP 3.04 cannot be given (see below for notice requirements).

• A nonrenewal is defined as, per ASPP Chapter 1:

  The termination of an academic staff member’s employment at the end of the appointment because of funding loss, a budget or program decision, or unsatisfactory performance, when proper notice of nonrenewal under ASPP 3.04 is given (see below for notice requirements).

Academic Staff Layoff & Nonrenewal Notice Requirements

Nonrenewal Notice

Years of Academic Staff Service/Continuity Status	Minimum Notice
Fewer than 2	3 months
At least 2 but fewer than 6	6 months
At least 6 but fewer than 10	9 months
10 or more	12 months
1-yr Rolling Horizon	12 months
2-yr Rolling Horizon	24 months
3-yr Rolling Horizon	36 months
Indefinite	Can’t be nonrenewed

Layoff Notice

Years of Academic Staff Service/Continuity Status	Minimum Notice for Funding Loss	Minimum Notice for Budget or Program Decision
Fewer than 2	1 month	2 months
At least 2 but fewer than 6	2 months	3 months
At least 6 but fewer than 10	3 months	5 months
10 or more	4 months	6 months
Rolling Horizon	6 months	12 months
Indefinite	24 months	24 months

Enrollment Periods for Referral Priority Services

• Employees who have been laid off and elect to receive RP services may receive them for three years from their termination date due to layoff.
• Long term non-renewed employees who elect to receive RP services may receive them from the date of the written notification of nonrenewal until the end of the appointment. OHR has elected to continue RP service for six months after the end date of the appointment.

Determining if You Qualify for Referral Priority Services

Have you been notified of an impending layoff or nonrenewal? Your notification letter informs you if you are being laid off or nonrenewed. Please reference your notification letter and contact your departmental or divisional HR representative for further information. If you don’t know who this is, email rp@ohr.wisc.edu and we will tell you who to contact. Please include the notice that you have received with this email.

Enrolling in Referral Priority Services

To request enrollment in RP services, please email rp@ohr.wisc.edu and include your layoff or nonrenewal notice and your NetID. The Referral Priority Services Team in the Office of Human Resources will review your request and complete your enrollment.

Maintaining Referral Priority Status

Referral Priority may end when an RP candidate:

• Accepts an alternative appointment that is not temporary
• Fails to accept an appropriate alternative appointment
• Resigns
• Fails to notify the Office of Human Resources of changes of address or employment status

Referral Priority Services

RP Services give RP candidates access to the Referral Priority Page from the employment website (jobs.wisc.edu). This page enables RP candidates to view eligible academic staff vacancies before they are posted to the employment website. Positions will remain posted on the Referral Priority Page for 7 calendar days. During that time they are also posted to the employment website. RP candidates may apply to vacancies through the Referral Priority Page or via the employment website. Details on both application methods are included later in this guide.

Prospective employing departments/units are asked to consider RP candidates before considering other candidates.

The hiring department is not obligated to interview or hire an RP candidate. They must consider RP candidates, however. Consideration can be given along with the rest of the applicant pool.

Hiring Decision Makers

When a hiring department receives an RP candidate’s application and referral they may, after reviewing the RP candidate’s application materials,

• Waive the recruitment to directly hire the RP candidate into the position.
• Move forward with the open recruitment. The hiring department would then consider the RP candidate along with the other applicants in the pool.
• Notify the RP candidate they’re no longer being considered and include the reason why.

Benefits of Hiring an RP Candidate:

• The department and/or division may convert a potential open recruitment to a PVL waiver, eliminating the time/cost of conducting an open recruitment.
• If a position is already posted on the employment website, the waiver must be created early enough in the recruitment process, which varies by position. Please consult with Talent Recruitment and Engagement.

Application Options and Processes

RP candidates may apply to vacancies using the following two methods:

1. The Referral Priority Page
2. The Jobs at UW employment website (jobs.wisc.edu)

Applying through the Referral Priority Page

To access and apply for positions through the Referral Priority Page, please follow these steps:

1. Visit the employment website. Click on the “REFERRAL PRIORITY” box as shown below. Only RP candidates are given access to this portion of the website.
   
   
   
   
2. Enter your NetID and Password. If you are unsure of what your NetID is, please contact DoIT by email at help@doit.wisc.edu or by phone at 608-264-4357.
   
   
   
   
3. Review a vacancy by clicking the Vacancy ID number. Vacancies will be visible for 7 calendar days from the time they are posted to the Referral Priority Page. Following the posting of a position to the Referral Priority Page, the Office of Human Resources will review and release the job posting to the employment website. Once released, positions will be posted simultaneously on the Referral Priority Page for the remainder of the 7 days and on the employment website until the deadline date. RP candidates can apply using either site.
   
   
   
   
4. To apply for a position, click “Referral Priority Request.”
   
   
   
   
5. This screen will show with instructions for completing the RP Form. Complete the form and then click “Submit.” The submission requires the upload of a resume and also allows for the upload of a cover letter. While not required, it may be beneficial to include a cover letter stating you are a referral priority candidate. The submission is sent to the job’s administrative contact, the HR divisional representative, and the RP email box (rp@ohr.wisc.edu).
   
   
   
   
   
   
   After you submit the form, you will receive an email with contact information for the position you applied for.
   
   
   
6. You have now completed the process to apply for a job through the Referral Priority Page.
7. The following email is sent to the division/department from rp@ohr.wisc.edu with information regarding the RP candidate:
   
   
   
   
   
   
   

Applying through the employment website

RP candidates may apply to positions using the employment website. Applying this way may allow a candidate to better track the progress of their application. As a reminder, there is a delay between the time a position is posted to the Referral Priority Page and the time it is posted to the employment website. If you find a position on the Referral Priority Page that is not yet on the employment website, check back regularly if that is your preferred application method.







When you submit an application via the employment website, you will receive a confirmation email. Forward that email to rp@ohr.wisc.edu. The email below will then be sent to the hiring department.

“Good Morning,

This individual is enrolled in the Referral Priority Program, which is for those who are non-renewed for funding loss, budget, or program reasons, as well as academic staff on layoff status or on notice of layoff, who are looking to find a position within the University of Wisconsin - Madison. These individuals have the right of referral priority to all academic staff vacancies for which they may reasonably qualify [ASPP Chapter 3.05, ASPP Chapter 5.08].

Please consider this referral priority candidate by reviewing their application materials in the applicant tracking system (TREMS). We would allow cancelling this PVL and converting it to a waiver if you want to hire this candidate as referral priority and if early enough in the recruitment process. If appropriate please extend this candidate an interview, with the understanding of no obligation to hire. Please contact the candidate directly with any questions regarding their application and to keep them updated on their status for this position.

If you have any questions regarding referral priority services please contact rp@ohr.wisc.edu. Thank you very much for your time and consideration.
OHR Referral Priority Team
rp@ohr.wisc.edu”

When you receive this confirmation email, you have completed the process to apply for a job through the employment website.

“Good Morning,

The employing unit has been notified of your interest for this position as well as your referral priority status. The employing unit has been encouraged to extend you an interview. They are also aware of the option to waive the recruitment and hire you directly on the Position Vacancy Listing (PVL). If you have any questions regarding referral priority services, please contact rp@ohr.wisc.edu. If you have any questions regarding the position you have indicated interest in, please contact the employing unit.
Thank you,
OHR Referral Priority Team
rp@ohr.wisc.edu”

Resources

• Referral Priority Program Guide for Employees
• Referral Priority Program Guide Brochure
• Division of Continuing Studies (DCS), Adult Career and Special Student Services – DCS supports the mission of the University of Wisconsin–Madison and the spirit of the Wisconsin Idea by providing access to educational resources to nontraditional students, lifelong learners, and the community.
• Career Planning for UW–Madison Employees, including 1-1 career counseling appointments
• DIY career planning steps – Get started on your career development with our interactive webpages.
• Career planning, job search, and education resources – Curated list of resources to help you plan for a career change, job search, and additional education.
• Madison Writing Assistance – Madison Writing Assistance provides thoughtful, responsive readers for all kinds of writing, including cover letters and resumés.
• Employee Resume Tips
• Unclassified Title Guideline (UTG) – explains Academic Staff titles and links to salary range information (click ‘salary range’ in the title column after looking up the grades, e.g. numbers for the range)
• Salary Ranges