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HR Policies

Policy # 10.0 Archived Version:
Staff Employment

Revision date of this archived policy:
January 19, 1999

Note: This is not a current version of the policy. View current version. »

10.1 Policy

The University strives to recruit and select the best qualified candidates to support the University’s vision and mission. The University is committed to provide equal opportunity in recruitment, appointment and promotion without regard to race, ethnic origin, sex, disability, sexual orientation, color, creed, religion, age (40 and above), political belief, Vietnam veteran, disabled veteran or national origin.

10.2 Responsibilities

In accordance with Governing Regulation VIIIA.1., non-faculty employees may be appointed by the President or by the appropriate chancellor or vice president upon recommendation of the appropriate person(s).

10.2.1 In accordance with Administrative Regulation I-1.0-1, chancellors or vice presidents are responsible for the selection of staff personnel within their area. Chancellors or vice presidents may delegate selection to an appropriate person(s).

Note: In this policy, the person to whom a chancellor or vice president delegates selection responsibilities shall be referred to as a "hiring official".

10.2.2 Human Resource Services provides administrative support for the staff recruitment function to departments, unless the Vice President for Fiscal Affairs delegates the staff recruitment function to a unit.

10.2.2.1 In units exercising delegated responsibilities for recruiting, a designated hiring official shall maintain a file copy of advertisement(s), applications, interview contacts, salary determinations, job offers, and affirmative action tracking.

10.2.3 Persons employed in temporary positions shall be hired consistent with the provisions in Human Resources Policy and Procedure Number 17.0.

10.2.4 All appointments shall be reported in accordance with Governing Regulation VIII A.1.

10.3 Procedure

10.3.1 Employment Requisition

An Employment Requisition form shall be completed electronically or in writing when a staff position is to be filled. (See Employment Requisition 10.4.1.) Each chancellor or vice president may establish approval procedures for Employment Requisitions. Employment requisitions shall be submitted to Human Resource Services. Upon receipt of the Employment Requisition Form, an employment specialist from Employment Services in Human Resource Services shall be assigned and shall initiate contact with the hiring official.

10.3.2 Recruitment Action Plan

The assigned employment specialist shall collaborate with the hiring official to develop the Recruitment Action Plan including but not limited to advertising, search methods, and screening.

During the development of a Recruitment Action Plan, the University’s Strategic Plan, Affirmative Action Plan, and state and federal requirements will be considered. The Recruitment Action Plan may be revised, as appropriate.

10.3.3 Job Opportunities Bulletin

10.3.3.1 Employment Services is responsible for posting notice of job vacancies. The notice of job vacancies is posted in offices of Human Resource Services and on the University world wide web intranet site.

10.3.3.2 After a posting period of five (5) workdays from the initial posting date, an employment specialist may begin developing a referral pool of resumes and applications.

10.3.4 Advertising

10.3.4.1 In appropriate circumstances and in accordance with the Recruitment Action Plan, advertising shall be placed by Human Resource Services. Advertisements shall be in a standardized format and shall comply with state and federal laws and regulations. Advertisements shall contain the following: "University of Kentucky is an equal opportunity employer and encourages applications from minorities and women."

10.3.4.2 After the expiration of the advertising deadline, a referral pool of resumes and applications shall be compiled and sent to the hiring official.

10.3.5 Application/Resume Status

10.3.5.1 Persons seeking a staff position shall have a current application or resume on file with Human Resource Services. (See Employment Application 10.4.2.)

10.3.5.2 An application or resume received from an employee of the University remains in an active status unless the applicant accepts a new regular full time position. After six (6) months in the new position, an employee may submit an application or resume for other positions at UK. An employee may be considered for another position before six (6) months, in accordance with Staff Personnel Policy and Procedure Number 11.

10.3.5.3 An application or resume from an individual not employed by the University shall be retained in an active status for one (1) year from the original date of submission. At the expiration of one (1) year the application or resume is removed from active status. An application or resume may be removed from active status upon the request of the individual.

10.3.6 Applicant

An applicant for a specific position is an individual who: (1) submits an application or resume, (2) is eligible for employment at the University of Kentucky, (3) has a signed Consent Form on file (See Consent Form 10.4.3.), (4) meets the requirements of education and experience for the specific position and (5) confirms an interest in the specific position.

10.3.7 Representative Pool

Human Resource Services shall determine if there is a representative pool of applicants. The pool shall be in accordance with equal opportunity and the Affirmative Action Plan.

10.3.8 Screening and Referral of Applicants

10.3.8.1 Human Resource Services shall screen applicants based on the Recruitment Action Plan and refer individuals who meet or exceed the minimum requirements for the specific position to the hiring official.

10.3.8.2 Hiring officials shall provide a reason for not hiring each applicant to the employment officer.

10.3.9 Recommendation

In accordance with Governing Regulations VIII A.1., the appointment shall be made upon the recommendation of the appropriate person(s).

10.3.10 Appointment

Official notice of appointment for staff positions shall be made by Human Resource Services.

10.3.11 Method of Payment

All new employees hired in a regular status on or after July 1, 1999, shall be paid through direct deposit. Documentation of payment will be provided to each employee.

10.4 Forms For Employment

10.4.1 Employment Requisition

10.4.2 Staff Employment Application

10.4.3 Consent Form

Archived Versions of this Policy

Previous version: revised 04-01-2006
Previous version: revised 05-22-2003
Previous version: revised 01-19-1999