Post UW Positions

Selecting a job template is required and will populate some fields for you to ensure that all fields are filled in with the correct information. This also helps to ensure that you go through the correct recruitment process.

Graduate Assistants (PA, TA, RA, Fellowship): This template is used for all graduate positions.

Off Campus Work-Study Positions: This template is only used for off campus organizations that have a contract with UW-Madison to hire work study students.

Student Help: This template is used for all student hourly positions where your recruitment process may utilize functionality such as interview, reference check, etc. This template is encouraged for use for the majority of positions.

The Department Overview is a quick description of where the student will be working: what it does, who it serves, and anything that makes it a great place to work.

This is the table that is used to display your job information to applicants. You will not be able to enter text directly into the advertisement table, instead you will need to complete the text boxes under posting details. When the job is approved by the Student Employment Team through the approval process they will auto populate the table on your behalf.

No. If you need changes made, please contact the Student Employment team via email at student.employment@finaid.wisc.edu. If adding or changing users, please include the users name and email address.

No user field is required to approve a job. Users will only need to approve the job card if you select them to approve when selecting your Approval Process.

You should select the approval process that matches your department’s/division’s job approval process requirements. There are options for Multiple Divisional Approval if your department requires it.

Yes. All approval processes will include the Student Employment team as the final approver.

When your job is denied, you will receive an email with a link to edit the position. On your dashboard, you can go to view jobs and hit view on the right hand side. At the bottom of the job page under the approval process section, click restart to unlock the position to make edits. Once you have made the necessary changes, click save and next to resubmit the position.

The Student Employment team reserves the right to modify any language on job postings that is deemed inappropriate or to meet posting guidelines for consistency across the job platform.

No, your direct supervisor does not have to be listed. However, the field is required, so you should list someone else who is involved with the search and screen process. If there isn’t anyone else you would like to list, you can add yourself in this field.

At least one job category and one outcome is required. The Student Employment team recommends that you select as many Job Categories as are applicable to the position, but no more than three Job Outcomes.

Selecting yes next to hidden job posting on the job card will only allow those with the direct link or job number to see the posting and apply. The job will not be visible on the Student Jobs Site for all applicants to see. Typically, this option is used when doing an internal department only hiring.

Once your job is submitted, you will need to contact the Student Employment Team via email at student.employment@finaid.wisc.edu to change your posting start or end date.

Your job will display based on the posting start date you identified on your job card. If the date is a future date, it will display beginning at 9am. If the date is the same day it was approved, your posting should display 1-2 hours after it was approved.

Students can update their class schedule or availability after they have submitted their application. Students have been informed that they should contact the hiring manager if they do so.

The only ranking option is available through the search committee which allows only the search committee chair to rank applicants in a committee setting.

At this time, the system is not able to send notifications of new applications. We encourage you to log in periodically to check for new applications.

The number of applications listed in the manage jobs tab is reflective of both incomplete and complete applications. When you view the applications, you are only seeing ones that are complete. The others will appear in that view when they have been completed by the applicant.

Yes. All students have been imported into the system as search committee members so that they can be added as a search committee members or chairs and run the recruitment process if you would like.

In order for search committee members or chairs to see applications, the hiring managers needs to move the applicants into the search committee review status.

You are only able to have one search committee chair, but can have as many search committee members as you would like.

No. All functionality other than posting jobs and receiving applications are optional.

Your interview event can be built any time after the job has been created and approved.

No. However, if you are using the Graduate Assistant offer letters, you will need to download them and make additional edits, as not all fields are covered in the offer card.

The onboarding portal is available should you want to use it, but it is not currently a university requirement.

Yes, you can offer as many students the position as you want, either inside or outside the system. Inside the system, use the bulk action option to offer to more than one student at a time.

Congratulations on your new hire!! Please make sure the applicants you have not selected are notified and moved to no longer selected status. Then you are all set.