Note: Policies for faculty and for classified staff differ in some instances. Consult with the Personnel Librarian for further information.
- Keys
- Library Cards
- Faculty ID Cards
- Parking Permits
- Business Cards
- Telephones
- VOYAGER/Computer Staff Accounts
- Name Tags
Personnel (Forthcoming)
- Personnel Files
- DOE/PER
- Termination & Resignation
- Position Vacancies
Leaves of Absence
Professional Development and Service
Faculty in William T. Young Library will find sources of information on the William T. Young
Employee Checklist (Word file) on the staffinfo website.
Faculty at other service centers can use this checklist as a guide and contact their service center director for further assistance.
You may obtain keys to your office or department by taking a key request card (see the head of your unit to obtain card) to the
University Key Shop, Room 108, in the Peterson Service Building on
Limestone Street and paying a deposit (cost varies). Keys must be returned upon termination of
employment. Your deposit will be returned at the time that the keys are returned to the key shop.
Library Cards
As members of the University faculty, librarians are eligible for a library card to check out materials from all University of
Kentucky libraries. A library card may be obtained from the Circulation Department of any library within the University of Kentucky
system by presenting your faculty ID or by having your team leader verify your faculty status if you have not received your ID card.
You will receive a white and blue faculty ID card during your first weeks of employment. This card is
issued annually in August. Please refer to section Extra Benefits:
Bookstore Discounts and Employee Discount Program for a list
of benefits that can be obtained using this card. Card request form.
U.K.I.D. cards are also now available for all regular full-time and part-time faculty and staff,
as well as retirees, at the U.K.I.D. Card Office
in 107 Student Center.
These ID cards do not replace the free cards currently issued by Human Resources.
The cost will be $10 for a new or replacement card. The Faculty/Staff U.K.I.D. card is modeled after
the Student ID "One Card" concept. These are some of the ways it can be utilized:
For additional information, call the manager of the U.K.I.D. office at 257-1378.
The University of Kentucky issues parking permits to eligible employees wishing to park on campus. To obtain a parking permit go
to the Parking and Transportation Office in the
Safety and Security Building located at
721 Press Avenue (Parking Structure #6). You do not need any documentation to obtain a permit other than your vehicle's license
number. If you have been added the Human Resources Payroll system you will immediately receive a permanent parking permit. If you
have not yet been added to the system you will be issued a two week temporary permit. The calendar year for university parking permits
runs from April 1 to March 31. You may have the cost of a parking permit deducted from your check monthly. These fees may also be tax
sheltered. For more information on areas where you are permitted to park as a well as fee schedule visit the Parking and Transportation
Service's web site.
Business cards may be purchased by first getting approval of an immediate supervisor. After the library Budget Officer has given
approval of the cards, the purchase may be forwarded to an approved vendor.
To request a telephone extension, a long distance code, and a voice mail password, please see your service center director or the
Dean's Office in William T. Young Library.
VOYAGER/computer Staff Accounts
For computer accounts and access, including VOYAGER accounts, please see your supervisor or send a request to lib-ts@lsv.uky.edu.
You can view a list of the various UK Library email lists, which includes subscription information.
To get a Library employee name tag, please see your service center director or the Dean's Office in William T. Young Library.
Electronic Resources / Support
The Electronic Resources / Support Team provides desktop support (both hardware and software), website support, Voyager support,
Filemaker Pro database support, digitizing consultation and email and discussion list support. The Medical Center Library, Law Library,
and Agricultural Information Center have their own support for areas as specified below. For further information, see the
Library Technical Support SharePoint site.
The information and contacts below are focused on in-house staff needs. Patrons should be referred to appropriate library and/or
university service points.
Please direct computer support requests to lib-ts@lsv.uky.edu.
The Medical Center Library technical support contact is
Tim Baker (323-0292; email: tjbake2@email.uky.edu). For the
Agricultural Information Center, contact Amelie Charron (257-2758; email:
acharron@uky.edu).
Several Electronic Resources / Support staff read the lib-ts list regularly, so use that address
(lib-ts@lsv.uky.edu) to receive a quicker response (rather than leave a voicemail or send an
individual email to one support person). Some examples of issues to send to the list include problems with
Contact the lib-ts list to set up shared folders on the fileserver or shared
resources (like calendars, task lists, and notes) for your team on Exchange.
For problems with electronic journals, check the staff side of the E-Journals
Database to see who the contact is (and to find passwords and direct aggregator technical support contact information).
Contact Rob Aken for staff-side access instructions (robaken@uky.edu or
7-0500, ext. 2105).
A few support areas are better contacted directly:
Copiers (Young Library):
ESRI GIS Software:
Microforms (Young Library):
Printers, Public Pay:
Proxy Server:
Voyager/InfoKat:
To have information on the Libraries' website changed, contact webadmin@lsv.uky.edu.
For the Medical Center Library, contact Mary Vaughn (323-8285; email: mvaughn@email.uky.edu)
or Frank Davis (323-3983; email: fldavi2@email.uky.edu). For the Agricultural Information
Center, contact Valerie Perry (257-2758; email: vperry@uky.edu). Depending on your area(s) of responsibility,
you may be a website Content Manager; check with your supervisor and contact webadmin@lsv.uky.edu
to request training as a Content Manager.
When you begin work in the Library system; when you change positions within the system; or when your email, phone number or location
changes; contact Rob Aken at robaken@uky.edu or 7-0500, ext. 2105, so the changes can be reflected
in the online directory (MCL, AIC, and Law also contact the appropriate web site maintenance person).
If you wish to have any meetings or other events listed on the Libraries' SharePoint online calendar, contact Rob Aken at
robaken@uky.edu or 7-0500, ext. 2105; or
add them yourself on the SharePoint site.
If you wish requisition a student worker, use this form.
If you are a selector, use the Electronic Products Request Form (Word doc) to request any online product.
Maintain the subject guide(s) in your selection area. Contact webadmin@lsv.uky.edu
to request training as a Content Manager.
If you order any electronic journals or aggregators, work with Stephanie Aken to see that the titles are entered into the
E-Journals Database and SFX.
See Course Reserves Preparation of Reserve Material.
For Distance Learning contact Carla Cantagallo at carla@uky.edu.
For the Medical Center Library contact Rick Brewer at rabrew02@email.uky.edu.
Library News and Events is an online publication of articles about any facet of the library system that would
be of interest to our users. Submit articles to Rob Aken at robaken@uky.edu, or,
if you are a website Content Manager, add them via the Announcements section on the staff side. Each article is
also sent to a distribution list to which anyone may subscribe. Many librarians subscribe and forward appropriate articles to their
specific user groups. To subscribe, send the following message to listserv@lsv.uky.edu:
subscribe LIBRARYNEWS-L yourname .
Human Resources: Benefits
The university offers a variety of benefit plans, and these are subject to change.
Go to the Human Resources Benefits site for current information.
Some of the benefits available include:
Court Appearance
Educational Leave
Family and Medical Leave
Flex Leave
Funeral Attendance Leave
Holiday Leave
Jury Duty
Leave Without Pay
Miscellaneous
Military Duty
Faculty Members as Scholars and Citizens
Sabbatical Leave
Faculty members who have full-time non-tenured or tenured appointments in the regular, special title, extension,
or librarian series with the rank of assistant professor or higher, or of equivalent rank for this purpose as
determined by the President, are eligible for leaves of absence after six years of continuous service in the
rank of instructor or higher at the University, or for leaves of absence under a different option after three
years of continuous service. All such leaves of absence shall be approved by the President or the President's
designated representative.
After six years of continuous eligible service, an individual may apply for one year's leave (academic year for
appointees on academic year, ten-month, or eleven-month assignments) at one-half salary or six months' leave
(academic semester for appointees on academic year, ten-month, or eleven-month assignments) at full salary.
After three years of continuous eligible service, an appointee may apply for six-months' leave (academic semester
for appointees on academic year, ten-month, or eleven-month assignments) at one-half salary.
Sabbatical leave shall not be used as a means of augmenting personal income. A recipient may not accept gainful
employment during a sabbatical leave. For an individual on a twelve-month assignment basis, this does not
include the one-month vacation) except
as follows: A fellowship, grant-in-aid, or government-sponsored exchange lectureship may be accepted for the
period of the leave if acceptance will promote the purpose of the leave and is approved by the President or
the President's designated representative. Sabbatical leave shall be granted with the understanding that the
recipient, following the leave of absence, will continue service at the University for at least one academic year.
See Governing Regulations X-5-a, Revision 12/11/01.
Scholarly Fellowship Leave
Sick Leave
For current information on use of TDL for family members see Human Resources Policy and Procedure
Number 82.2.15 and 82.1.16, Revised 07/11/02, Revised 09/16/02.
Special Leaves
Vacation Leave
Vacation is earned on the 15th day of the month at the rate of 14.666 hours and may be used beginning on the 16th of the month.
Vacation leave requires previous supervisor approval and completion of an absence form.
Voting
Presidential Election Day is an University holiday. For more information on leave for voting see
Human Resources Policy and Procedure Number 72.1:1-72.3.3, Revision 7/11/02.
Professional Development and Service
Library Faculty are required to contribute to the profession. This can be accomplished in many ways, including, but not limited to,
doing research, participating in professional organizations, writing, and services development.
University Emergency Procedures:
In addition, basic emergency procedures for fire, tornado, earthquakes, and bomb threats may be found in the University's
Student, Faculty, and Staff Directory.
Library Collections:
For emergencies after work hours, contact:
The Preservation Department's SharePoint site includes a A Guide for Reviewing the Disaster Plan 2006.
Reporting Injuries:
The supervisor must complete a Workers' Compensation First Report of Injury (Form IA-1). This form will be completed over the
phone at the time of the call or a hard-copy version may be submitted. Forms are available at the UK Benefits Office, 115
Scovell Hall (257-9519, ext. 167).
An On the Job Injury form must be filled out with a copy to Library Administration.
For information on Workers' Compensation see H.R. Policy and Procedure 96.0, Revision 07/11/02, Update
08/13/02.
Inclement Weather:
Each University employee is expected to make a diligent effort to meet classes or to fulfill job responsibilities with
the understanding that personal safety is an individual decision.
University of Kentucky Federal Credit Union
University of Kentucky Computer Store
This document was last updated March 8, 2007.
Send questions and comments to Pat Wilson at pwilson@uky.edu.
Terry Smith
7-9376; Mobile 621-0846; tesmith@IKON.com (M - F, 8:00 a.m. - 4:30 p.m.)
Shawn Livingston 7-0500, ext. 2113; sdlivi00@uky.edu
Laura Hall
257-0500, ext. 2119; email: lehall1@uky.edu
IKON - Terry Smith
7-9376; Mobile 621-0846; tesmith@IKON.com (M - F, 8:00 a.m. - 4:30 p.m.)
Email lib-ts@lsv.uky.edu.
(Refer public questions to the form.)
Contact the Customer Service Center, 257-1300 (M - F, 7:00 a.m. - 6:00 p.m.).
If the URL for an electronic resource changes, contact Rob Aken.
On evenings and weekends, if Voyager is down, call Young Circulation (7-0500, ext. 2072) or the Information
Services network trouble line (7-9676) to report the problem.
Court appearances by a library faculty member normally will require use of the employee's vacation leave. Under unusual circumstances
and upon recommendation of the Director of Human Resource Services, or designee, the Provost
or the appropriate vice president may approve time off with or without pay for a court appearance. For more information see
Human Resources Policy and Procedure Number 74.1 - 74.1.2.4: Court Appearance, Revision 07/11/02.
To pursue an advanced degree at the University of Kentucky in accordance with Part X.C.6 of the Governing
Regulations, faculty members may request half-time or more leave, with proportional reduction in salary. If such educational
leave for faculty development is recommended by the dean or president of the college and approved by the Provost,
or the Senior Vice President as appropriate, the faculty member shall be entitled to normal faculty benefits and privileges during the
period of temporary change in status. Revision 12/11/01. See Regulations for details.
Recognizing the occurrence(s) of family emergencies which involve either the University employee or a family member, the University
provides unpaid family or medical leave of up to twelve (12) weeks in a twelve (12) month period, effective 08/05/1993. For more
information on FML see Administrative Regulation II-1.1-12.
The University establishes certain regular full-time staff positions which have scheduled periods during each year when employees do
not work. These positions are called "flex leave positions." Employees in these positions work full-time at least nine (9) months but
less than twelve (12) months per year. For information on Flex Leave see Human Resources Policy and Procedure Number
86.1 - 86.1.2.9: Flex Leave, Revision 7/11/02.
For information on Funeral Attendance Leave see Human Resources Policy and Procedure Number 84.1.1
- 84.3.1: Funeral Attendance Leave, Revision 7/11/02.
The University recognizes the following holidays to be observed by the closing of all departments and offices except where continuous
service is essential: New Year's Day, Martin Luther King, Jr. Day, Memorial Day, Independence Day, Labor Day, Presidential Election
Day, Thanksgiving Day, the Day after Thanksgiving, and Christmas Day. For more information on Holiday Leave, go to the
Official Holiday Announcement page or see
Human Resources Policy and Procedure Number 83.1 - 83.1.7: Holiday Leave, Revision 7/11/02.
The President issues a memorandum at the beginning of each fiscal year detailing the holidays for that year. Any special holidays for
the year, such as time off between Christmas and New Year's, are also addressed in the President's memorandum.
Any library faculty member who is called for jury duty shall be granted time off to fulfill this responsibility. For further
information on Jury Duty see Human Resources Policy and Procedure Number 73.1 - 73.3.1: Jury duty,
Revision 7/11/02.
Upon the recommendation of the appropriate administrative officers and approval of the President, Provost, the Senior Vice President
or the Senior Vice President for Administration, a member of the faculty or staff may be given a leave of absence without pay.
Ordinarily such leave shall not be granted for a period in excess of one year (12 months). However, such leave may be extended on
application and approval by the appropriate administrative officers. The best interests of the University shall be a major
consideration in granting an extension of any such leave. See Governing Regulation X-5-c, Revision 12/11/01.
The Senior Vice President for Administration or, for individuals on an academic appointment, the Provost or the Senior Vice President
may grant leaves of absence with pay for a period not to exceed thirty days for the purpose of permitting an appointee to attend a
professional meeting, serve temporarily with an outside agency, serve in the military forces of the United States, or for other good
cause. Such leaves of absence with pay for more than thirty days require approval of the Board of Trustees.
See Governing Regulation X-5-b(2), Revision 12/11/01.
Uniformed Services Leave shall be granted to eligible employees in accordance with applicable state and federal laws. It is the policy
of the University to comply with the Uniformed Services Employment and Reemployment Act (USERA)
which grants military leave for employees and, in most cases, reinstatement rights regardless of whether the service is voluntary or
involuntary. The University shall also comply with the provisions of Kentucky Revised Statutes (KRS) 61.373 through 61.377 and KRS
61.394.
For more information on Military Duty see Governing Regulations X-5-c.
Please see Governing Regulations X-C-7 for statements regarding the exercise of scholarly
interests and the faculty's role as citizens.
The purpose of sabbatical leave is to provide opportunities for study, research, creative effort, improvement of
teaching capabilities and methods, and related travel in order that the quality of each recipient's service to
the University may be enhanced.
To accept a scholarly fellowship which allows a faculty member to pursue a program of research, and which the
funding agency will not process through the University, faculty members may request leave with partial pay. If
such leave is recommended by the dean or president of the college and approved by the Provost or Senior Vice
President, as appropriate, the faculty member shall be entitled to normal faculty benefits and privileges
during the period of temporary change in status. Time spent on scholarly fellowship leave shall count as
probationary period service unless the University in granting the leave and the individual accepting it
agree to the contrary. See Governing Regulations X-5-e, Revision 12/11/01.
Library faculty are entitled to "reasonable" sick leave. Eligible faculty who are totally disabled
are entitled to six months' sick leave with pay after which the Long Term Disability Plan,
for which the University pays the full cost, becomes operative. Sick leave with pay for more than six months requires
approval by the Board of Trustees. See Governing Regulations X-5-b(1), Revision 12/11/01.
A regular faculty member may be authorized special leave from University employment for reasons other than
those normally provided by policies within the Human Resources Administrative Regulation.
The primary consideration for authorizing such special leave shall be that it serves the best interest of
the University of Kentucky. For more information on special leaves see Human Resources Policy and Procedure Number
85.1-85.3.5: Special Leaves, Revision 7/11/02.
All full-time faculty members on a twelve-month assignment basis shall be entitled to 22 working days of
vacation leave with pay per assignment period. With prior administrative approval, faculty members may take vacation leave at
appropriate times during the period in which they are eligible to take such leave.
For further information see Governing Regulations Number X-8-C(2), Revision 12/11/01.
Any employee who is eligible to vote in national, state, or local elections is encouraged to exercise voting privileges.
Work schedules will normally permit adequate time for an employee to exercise the voting privilege, either before or
after normal working hours. However, in cases where voting cannot be accomplished in off-duty hours, the University
shall grant time off to vote on election days with consideration of provisions of
KRS 118.035(2); see Human
Resources Policy and Procedure Number 72.1:1-72.3.3, Revision 7/11/02.
Emergency Procedures for the University of Kentucky are available in several places. The Division of
Environmental Health and Safety keeps all emergency information on its web site, including the
Employee Safety Handbook.
Any emergency in regard to the collections of the University Libraries should be reported immediately to the Preservation
Department at 257-0500, ext. 2047 or ext. 2028.
Injuries of a work related nature should be reported to your supervisor immediately. If medical care is needed, supervisors should
call the UK Workers' Care at the 1-800-440-6285 (24-hour access line) to report the incident and determine where to go to get medical care.
If your supervisor is unavailable, call the access number yourself, report your injury, and find out which doctor is available. Proceed to
a UK Workers' Care network doctor for evaluation and treatment.
For University closing of classes and offices, call the UK Infoline at 257-5684 or check UKTV Cable Channel 16.
