If you are involved with faculty hiring, please complete required online training to gain access to the new IES. Click here for details.

Use the following 5 steps to navigate the Faculty Hiring process. The IES user role =Search Coordinator.

View the entire process as a PDF Quick Guide »

This position type gives the department the ability to post and fill faculty positions directly to UK Jobs, manage distribution of candidate materials, request pre-employment screenings for selected candidates and coordinate EEO reporting requirements.


Create job posting

  1. Log into the system and select Search Coordinator role (on the Applicant Tracking side of the system).
  2. Select “Faculty” category listed under the Postings menu/tab.
  3. Select Create New Posting in the upper right-hand corner. You will be given two options:
    • Create from Position Type – will be a brand new blank posting.
    • Create from Posting – will allow you to create from previous posting.
  4. Enter the Job Title, Area, Division and Department.
    * Please note: The Workflow State field will always be “Faculty Nomination Complete.”
  5. If using the reference check functionality, complete the following under "References" section:
    • References notification - Choose one of two options:
      • Select "Faculty Nomination Complete" if the Search Committee wishes to review reference letters on all applicants for the position.
      • Select "START Reference Request" if the Search Committee wishes to review reference letters only on selected applicants for the position, later in the process. Request must be manually initiated (see Checklist for Initiating Reference Checks).
    • Recommendation Workflow - Select "References Provided" under this section.
    • Recommendation Document Type - Select "Reference Leter" under this section.
  6. Select "Create Posting" in the upper or lower right-hand corner.
  7. Complete all information on the Position Request Summary section, including entering the proposed salary range as well as a brief budget justification.
  8. Enter all additional information on the Posting Details section, including a position number.
  9. Click "Next" to add Posting Specific Questions you would like to use to assist in screening applicants.
  10. Click "Next" to enter details under the Reference Requests section (if applicable).
    ​* Please note: If accepting references, be sure to use the drop-down box to select "Yes" as well as enter the minimum and maximum number of reference letters the Search Committee will review. In addition, be sure to enter a deadline date that reference letters should be received by.
  11. Click "Next" to select the Applicant Documents you would like to include in addition to the application and CV (Faculty postings will always include both).
    • Optional – Provides functionality for attaching document, but does not require attachment for application purposes
    • Required – Provides functionality for attaching document and requires attachment in order to official apply for posting
  12. Click "Next" to establish a Guest User account by completing fields if applicable.
  13. Click "Next" to upload Posting Documents for internal reference (e.g. advertisement verbiage, internal communication, etc.).
  14. Click "Next" to review Summary to ensure necessary posting information is included.
  15. Select "Take Action On Posting" and click “Send to Employment.
  16. Enter applicable comments and select "Submit" on the Take Action dialogue box.
  17. A green heading will appear if your posting was successfully submitted

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Initiating reference checks in IES
Note: This step is completed only when using the reference check functionality for selected applicants.

  1. Log into the system and select Search Coordinator role (on the Applicant Tracking side of the system).
  2. Select “Faculty” category listed under the Posting menu/tab.
  3. Locate the posting you would like to view and click on the Job Title.
  4. Click “Applicants” to obtain the list of individuals who have applied.
  5. Click on the selected applicant's name to open application/academic profile.
  6. Click Take Action on Job Application and select "START Reference Request" and then click "Submit".
  7. Repeat steps 1-6 for all selected applicants you would like to initiate reference checks.

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Reviewing applications and ordering pre-employment screening

  • Log into the system and select Search Coordinator role (on the Applicant Trackingside of the system).
  • Select Facultycategory listed under the Posting menu/tab.
  • Locate the posting you would like to view and click on the Job Title.
  • Click "Applicants"to obtain the list of individuals who have applied.
  • Click on the applicant's name in order to view their application form.
  • Once you have selected the person you would like to hire, click on applicant's name and order the pre-employment screening by clicking Take Action on Job Applicatio and select the applicant status of "Accepted Offer - Initiate PES"and then click "Submit."

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Closing a posting

  1. Log into the system and select Search Coordinator role (on the Applicant Tracking side of the system).
  2. Select “Faculty” category listed under the Posting menu/tab.
  3. Locate the posting you would like to view and click on the Job Title.
  4. Click “Applicants” to obtain the list of individuals who have applied.
  5. Click on Applicants and go to the "Workflow State" box. Highlight the Faculty Nomination Complete status, and click Search.
  6. Under the list of applicants, click the box next to each applicant's name that you want to move.
  7. Select the orange "Actions" button on the right, and, in the dropdown box, click on "Move in Workflow."
  8. Select one of the following disposition reasons for those individuals you are not hiring:
    • Faculty Not Interviewed Not Hired and then click Submit to finalize the status change.
    • Faculty Interviewed Not Hired and then click Submit to finalize the status change.
  9. Once all disposition reasons have been entered, contact Employment to mark the posting as "Filled."

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