1. Review the relevant administrative regulations.

2.  Locate the original position description. If the position description needs revision, you are creating a new position, not filling an existing position, therefore see instructions to create a position

3.  Receive concurrence from all faculty members in the department with voting privileges, by email or faculty meeting, that the position description does not need revision and that the need exists to fill the position. This concurrence should be recorded either in meeting minutes or by email. 

4.  Request permission from the Dean. Draft an email memorandum to the Dean noting faculty concurrence and requesting permission to fill the position. CC the Associate Dean for Faculty Resources, Planning, and Assessment on this email. Attach the position description. Example

 5.  Once the Dean has given email permission to fill the position, an open, competitive search must be held. Review the Faculty Position Searches page for guidelines on how searches must be conducted. 

6.  Form a search committee and notify all unit faculty of the composition of the search committee. 

7.  Post the position through the Human Resources Integrated Employment  System (IES).  Be certain to follow established advertising guidelines.  HR will assist.

8. Request permission from the Dean to interview the top candidates. 

9.  Arrange for the Associate Deans to interview the candidates. Contact Megan Lucy at megan.lucy@uky.edu to schedule these interviews.

10.  When the search is complete and a suitable candidate is selected, the Department Chair seeks concurrence from all faculty members in the department with voting privileges, by email or by faculty meeting, and writes an offer letter to the candidate. It is encouraged for you to send a draft offer letter to Associate Dean Brian Lee ahead of sharing it with the candidate. Dr. Lee will review the letter for compliance with university regulations.  

11. The Department chair sends the offer letter to the candidate for his/her acceptance and signature.

12.  After the Chair has received a signed offer letter, the Department should work with the new hire to fill out the required paperwork from the Office of Human Resources (for instance, the I-9 form) and enter the new hire’s information in to IRIS/SAP. Once the new hire has been issued an IRIS Person ID, let Assistant Director of Faculty Resources, Megan Lucy, know what that ID number is. Remember, it is best practice to have the faculty member entered into IRIS/SAP well in advance of his or her start date.

13.  Gather and send the following documents to Megan Lucy at megan.lucy@uky.edu:

  • Dean’s approval of request to fill the position
  • Approved position description
  • Career CV
  • Signed offer letter and Cover Sheet
  • Original, official transcript(s) of the candidate’s highest degree- If the faculty member’s highest degree does not match the discipline of the hiring department, also attach transcripts of the next highest degree(s), regardless of discipline(s). If the faculty member has more than one terminal or professional degree, attach these transcripts. Paper Transcripts may be sent to Megan Lucy, UK College of Agriculture, L-104 Ag North, 1100 S. Limestone, Lexington, KY, 40506

14.  The Office of Faculty Resources, Planning and Assessment will respond with an Academic Appointment Form, a Teaching Credentials Form (as needed), and Teaching Credential Justification Form (if SACS requirements have not been met), attached to email.  Obtain signatures and return to the Office of Faculty Resources, Planning and Assessment, attached to email. Electronic signatures are acceptable on all documents.