Appointing a Faculty Member
1. Review the relevant administrative regulations.
- The Regular Title Series is covered by AR 2:2-1
- The Extension Title Series is covered by AR 2:3.
- The Clinical Title Series is covered by AR 2:6.
- The Research Title Series is covered by AR 2:5.
- The Special Title Series is covered by AR 2:4.
- The Lecturer Title Series is covered by multiple policies, see Appointing a New Faculty Member in the Lecturer Title Series for more information. Please remember that the number or percentage of Lecturer Title Series faculty are required to be stated in the unit's rules of procedure.
- The Adjunct Title Series is covered by AR 2:8 see Appointing faculty in the Adjunct Title Series for more information.
2. Locate the original position description. If the position description needs revisions, you are creating a new position, not filling an existing position, therefore see instructions to create a position. Example position description.
3. Receive concurrence from all faculty members in the academic unit 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. Submit a Faculty Hiring Proposal as described.
5. Once the Dean has given email permission to commence a search 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. Work with the Office of Faculty Resources, Planning and Assessment to get Provost level confirmation/approval on funding and search authorization. Once approved, post the position through the Human Resources Integrated Employment System (IES). Be certain to follow established advertising guidelines. HR will assist and include Brian Lee as a backup search coordinator to help, if needed.
8. Conduct search. Proactively identify a candidate pool or people who could help you spread the word about the open position using, professional organizations, conference proceedings, electronic databases of dissertation abstracts and the like. This is an excellent way to use the search committee with the legwork on the identification stage but may leave the contacting/communication to a single person on the committee. Many units will use a phone call or videotelephony software communications platform in the screening interview process to shortlist potential candidates prior to requesting permission to invite top candidates.
9. Request permission from the Dean to interview the top candidates. Arrange for the associate deans to interview the candidates. Contact the Office of Faculty Resources, Planning and Assessment at email@example.com to schedule these interviews that typically last 45 minutes. It is often easiest to have a phone call with the Office of Faculty Resources, Planning and Assessment to identify a time and place meeting holds on the appropriate calendars.
10. When the interviews are complete and a suitable candidate is identified, the academic unit leader seeks concurrence from all faculty members in the department with voting privileges, by email or by faculty meeting, and then writes a draft offer letter. Be sure to coordinate with other associate deans as needed pertaining to any specific startup considerations and articulate where funding for the start-up is coming from int he offer letter. If there is 25% or more Research DOE, please consult with the college's Research Office about appropriate capacity funding proposal(s) to be submitted within six months of start date. The draft letter is reviewed by Associate Dean Brian Lee for compliance of required university elements and clarity. The academic unit leader requests approval from the Dean to offer. The Office for Faculty Resources, Planning and Assessment will then seek confirming offer letter approval from the Provost Office.
11. The academic unit leader sends the offer letter to the candidate for their acceptance and signature. If the offer letter needs to be modified, please contact Brian Lee to discuss the modifications. Many modifications will be able to be accomplished but some modifications will require a re-review by the Provost Office.
12. After the academic unit leader has received a signed offer letter, the academic unit 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 the Office of Faculty Resources, Planning and Assessment at firstname.lastname@example.org, know what that ID number is. Remember, it is best practice to have the faculty member entered into IRIS/SAP well in advance of their start date. Work with Carol Hanley and/or the International Center as needed/appropriate.
13. Gather and send the following documents to the Office of Faculty Resources, Planning and Assessment at email@example.com:
- Dean’s approval of request to fill the position
- Approved position description
- New Faculty Demographic Information
- Signed offer letter
- Career CV
- 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 the Office of Faculty Resources, Planning and Assessment, UK College of Agriculture, L-104 Ag North, 1100 South Limestone Street, Lexington, KY, 40546-0091.
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 to the unit leader. Obtain signatures and return to the Office of Faculty Resources, Planning and Assessment, attached to email. Electronic signatures are acceptable on all documents.
15. Please remember to use the established on-boarding process in preparation for the new faculty member and once they start to ensure comprehensive and robust on-boarding. The checklist is found on this website in the New Faculty section. Brian Lee normally likes to welcome the new faculty member during the first week and the Dean normally likes to meet with the new faculty member within two months of the start date.