If you are involved with Student/Other 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 Student/Other Hiring process. The IES user role Search Coordinator.

View the entire process as a PDF Quick Guide »

This position type gives the department complete control to post and fill a variety of positions. It also has the functionality to post job opportunities directly to UK Jobs or create a quick link to invite pre-selected individuals. Formerly these positions were managed with Direct User access. Please see below a list of typical positions that are hired through this position type:

  • Student positions paid on a student wage line (e.g. Student Workers, GA/RA/TA, etc.)
  • Non-STEPS temporary positions (e.g. on-call RNs, scientific positions funded by grants, etc.)
  • Non-benefited positions (e.g. Post-Doctoral Scholars, Adjunct Faculty, etc.)

For departments seeking to hire Federal Work Study students, please click here to complete the necessary form so the Work Study Office can post the position on your behalf.


  1. Log into the system and select Search Coordinator role (on the Applicant Tracking side of the system) 
  2. Select “Student/other” category listed under the Posting menu/tab
  3. Select "Create New Posting" in the upper right-hand corner. You will be given two options:
    1. Create from Position Type – will be a brand new blank posting
    2. Create from Posting – will allow you to create from previous posting
  4. Enter the Job Title and Department once you have selected one of the above options:
    * Please note: The Workflow State field will always be “Faculty Nomination Complete”
  5. Select "Create New Posting" in the upper or lower right-hand corner
  6. Complete all information on the Posting Details section
  7. Click "Next" to add Posting Specific Questions you would like to use to assist in screening applicants
    ​* For instructions on adding questions, use the Quick Guide for Posting Specific Questions
  8. Click "Next" to select the Applicant Documents you would like to include in addition to the application (Faculty postings will always include an Academic Profile)
    • * Optional – Provides functionality for attaching document, but does not require attachment for applying purposes
    • * Required – Provides functionality for attaching document and requires attachment in order to official apply for  posting
  9. Click "Next" to establish a Guest User account by completing fields if applicable
  10. Click "Next" to upload Posting Documents for internal reference (e.g. advertisement verbiage, internal communication, etc.)
  11. Click "Next" to review Summary to ensure necessary posting information is included
  12. Select "Take Action On Posting" and click one of the following options:
    1. "Open Posting" - will publicize posting on UK Jobs for applicants to apply
    2. "Internal/Invite Only" - will activate quick link to email for pre-selected candidate(s)
  13. Enter applicable comments and select "Submit"​ on the Take Action dialogue box
  14. A green heading will appear if your posting was successfully submitted

View this page as a PDF Quick Guide »


  1. Log into the system and select Search Coordinator role (on the Applicant Tracking side of the system) 
  2. Select “Student/other” 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 this page as a PDF Quick Guide »


During the interviewing and selection process there are critical steps 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.

Recommended Hiring Steps

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 in for further evaluation.
Click here for a sample student 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 student 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 student 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.


  1. Log into the system and select Search Coordinator role (on the Applicant Tracking side of the system)
  2. Select “Student/other” 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

View this page as 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

 

How to Close Your Position:
Follow the below steps to fully close out your position

  1. Log into the system and select Search Coordinator role (on the Applicant Tracking side of the system) 
  2. Select “Student/Other” 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. Select "Take Action On Posting" and click one of the following options:
    1. "Not Selected for Position" and then click "Submit" to finalize the status change
    2. "Hired" and then click "Submit" to finalize the status change
  7. Repeat this step for each applicant within your applicant pool
  8. Once all disposition reasons have been entered, close the position by clicking on "Take Action On Posting"​ and select "Filled"

View this page as a PDF Quick Guide »