Skip to main










Use the following 7 steps to navigate the Staff (Campus) Hiring process. The IES user role = Your Department Role (i.e. Position Coordinator, Supervisor, or Budget Officer).



This position type gives the department the ability to post and fill staff positions. Your department can decide to use the system in the following ways:



  • Create and post new positions

  • Modify (update/re-evaluate) current positions (with or without posting)


Position Description (JAQ) and Posting Information Form Click here »




Get Started



Are you looking for information about hiring new staff for UK Campus? Click here »
View the entire process as a PDF Quick Guide »



Are you looking for information about hiring new staff for UK HealthCare? Click here »
View the entire process as a PDF Quick Guide »




Review Applicant Material



  1. Log into the system and select Search Coordinator role (on the Applicant Tracking side of the system)

  2. Select “Staff” 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 each applicant’s name in order to view their application form. Use your browser’s back button to return to list of applicants


View a PDF Quick Guide »




Interview and Select



During the interviewing and selection process there are critical steps to consider, to ensure, the most qualified, best-fit candidate is hired.  It is important to invest time in the interview process since hiring the right person will have a positive, lasting impact on your department and the University.  Below are recommended steps and additional resources (see light blue Resource Box on the right) to assist with the process.


Phone Interview

Phone interviews are an efficient way to determine top candidates.  A 30 – 60 minute phone interview focused on the essential requirements can assist you on identifying who you want to invite for further evaluation of the job.
Click here for a sample phone interview guide

In-person Interview

In-person interviews allow managers to evaluate candidates based on job-related skills by asking a series of questions to gain further knowledge on the candidates’ previous experiences.  The interview allows you to continue to gather information and evaluate top candidates’ skills, knowledge, and abilities as well as an individual’s fit into the position and team.  This is a great opportunity to make a positive impression on a candidate regarding UK and your department.
Click here for a sample in-person interview guide

Reference Check/Personnel File Review

Reference checks and personnel file reviews are a great way to verify employment dates, technical skills and strengths and weaknesses for your top candidates.  They also allow an opportunity to gather information on how a candidate would fit into your work environment.
Click here for a sample reference check guide

Making Your Final Decision

Determining which candidate to extend an offer is an exciting and highly important decision.  It is critical to consider all the information about the position and the candidates.  Take time to thoroughly review the position description and information gathered including application materials, interviews (phone & in-person), reference checks, and personnel file reviews.  When making your decision consider how the candidate will complement the team.



How to Initiate the Hiring Proposal:



  1. Log into the system and select Search Coordinator role (on the Applicant Tracking side of the system)

  2. Select “Staff” 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 each applicant’s name in order to view their application form

  6. Once you have selected a person you would like to hire, initiate Hiring Proposal by viewing the application and clicking "Take Action On Job Application"

  7. Select the applicant status of “Initiate Hiring Proposal” and then select an Employment User and click "Submit" to finalize the status change

  8. A green heading will appear if your applicant status was successfully changed


View a PDF Quick Guide »



How to Complete the Hiring Proposal



Once Employment establishes the hiring proposal for the selected applicant, you will need to complete all information within Hiring Proposal form.



  1. Log into the system and select your Department role – Position Coordinator, Supervisor, or Budget Office (on the Applicant Tracking side of the system)

  2. Select “Staff” under the Hiring Proposal menu/tab

  3. Locate the Hiring Proposal you are working on and click on the candidate’s first name

  4. Complete the information on the Hiring Proposal section

  5. Click "Next »" to add documents in the Hiring Proposal Documents section.

  6. Click "Next »" to review the Summary to ensure necessary posting information is included.

  7. Select "Take Action On Hiring Proposal". Based on your access, you will have one of the following options:

    • Position Coordinator - “Send to Supervisor”, “Send to UKHC Workforce Management”, OR “Send to Budget Officer

    • Supervisor - “Send to UKHC Workforce Management” OR “Send to Budget Officer

    • Budget Officer - "Send to Dean/Director" OR “Sent to Employment”

    • UKHC Workforce Management - "Send to Dean/Director" OR “Sent to Employment”

  8. Click "Submit" to finalize the status change

  9. A green heading will appear if your hiring proposal was successfully submitted to the next level.


View a PDF Quick Guide »




Checklist for Ordering a Pre-Employment Screening



  1.  Log into the system and select Search Coordinator role (on the Applicant Tracking side of the system) 

  2.  Select “Staff” 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 each applicant’s name in order to view their application form. Use your browser’s back button to return to list of applicants

  6. Once you have selected a person you would like to hire, order the required pre-employment screening by viewing the application and clicking "Take Action On Job Application"

  7. Select the applicant status of “Accepted Offer – Initiate PES” and then click "Submit" to finalize the status change

  8. A green heading will appear if your applicant status was successfully changed


View a PDF Quick Guide »





You will need to collaborate with your budget/business officer in order for a PAR to be created and your new hire to be placed on payroll. The following items are required; however your department might request additional paperwork:



Required:Completed I-9 packet which will include the following:



  • Demographic Informational Cover Page

  • Signed I-9 form plus photocopies of documentation used to verify employment eligibility I-9 Form must be completed on or before your new hire's first day of work. Please click here for list of acceptable documentation.

  • Signed Drug Free Policy


Optional:



  • Tax forms (K4 and/or W4) employees are encouraged to complete these forms using Employee Self Service

    • Click here for a how to quick guide on entering/updating your tax information.

    • If your employee's work location is outside of Lexington, they will need to complete the Local/City tax form - click here to obtain form.

  • Direct Deposit Form (with voided check) employees are encouraged to complete this form using Employee Self Service

    • Click here for how to quick guide on setting up your direct deposit.

  • Nepotism Approval letter (if applicable) Click here for template letter




You will need to collaborate with Healthcare Payroll in order for a PAR to be created and your new hire to be placed on payroll. The following items are required; however your department might request additional paperwork:



Required:



  • Healthcare PAR Worksheet (click here to download form)

  • Completed I-9 packet which will include the following: (Need to include: original and 1 copy of the following documents). I-9 Form must be completed on or before your new hire's first day of work. Please click herefor list of acceptable documentation.

    • Demographic Informational Cover Page

    • Signed I-9 form plus photocopies of documentation used to verify employment eligibility

      • If not included with I-9 documentation, please include a copy of the employee’s Social Security Card

    • Signed Drug Free Policy


Optional:



  • Tax forms (K4 and/or W4) employees are encouraged to complete these forms using Employee Self Service

    • Click here for a how to quick guide on entering/updating your tax information.

    • If your employee's work location is outside of Lexington, they will need to complete the Local/City tax form - click here to obtain form.

  • Direct Deposit Form (with voided check) employees are encouraged to complete this form using Employee Self Service

    • Click here for how to quick guide on setting up your direct deposit.

  • Nepotism Approval letter (if applicable) Click here for template letter



NEW EMPLOYEE ORIENTATION



Regular staff employees with a full-time equivalent (FTE) of at least 0.5 will automatically be enrolled in online University New Employee Orientation through myUK Learning. If you have questions, please email NewEmployeeOrientation@uky.edu.


New UK HealthCare employees will also need to attend in-person UK HealthCare orientation. Click here to learn more.



ONBOARDING



Training & Development has a variety of resources available to assist in the onboarding process.


How to Close Your Position:



  1. Log into the system and select Search Coordinator role on the applicant tracking side (Hire) of the system.

  2. Locate the posting you would like to view and click on the Job Title

  3. Click “Applicants” to obtain the list of individuals who have applied

  4. Click on the “More Search Options” to show the filters. Then type in the workflow state of the applicants you wish to dispose in the “Workflow State” field and click search.

  5. All applicants shown MUST be in the same workflow state to use this functionality

  6. Select all the applicants you wish to dispose in one batch.

  7. Hover over the orange “Actions” bottom on the top right corner of the list of applicants and select “move in workflow”

  8. If you don’t see this option, it means that there is more than one workflow state shown for the applicants (Refer to step # 4).

  9. You will need to start by changing all applicants in bulk to the same workflow “State” and “Reason”. Click on the dropdown box beside the field labeled “change for all applicants” at the top of the page and select the workflow state you wish to move them to. This will update the workflow state for the selected applicants and a second dropdown box will appear and you will select the reason.  

  10. If you need to change individual applicants to a different State or Reason, select the disposition state and reason for the applicant in the dropdown boxes next to their name at this time.

  11. After confirming that all applicants have been moved to the desired workflow state and a disposition reason has been selected, click “save changes” at the bottom of the page.

  12. Repeat for any additional workflow states.


View a PDF Quick Guide »