The Faculty Hiring Guide is a comprehensive resource for information related to the faculty hiring process.
Forms
Templates
Guides
Getting Started
Requesting a Search
The responsibility of allocating faculty positions falls to the Provost in partnership with Deans and other academic leadership. All faculty position allocations are thoughtfully considered and vetted carefully in keeping with the university’s mission, goals, and values as well as our collective academic interests and enrollment demands. The Request for Faculty Position form has been adopted to ascertain the needs of the academic unit for each faculty position requested. The form is updated prior to each faculty hiring review cycle and distributed directly to Deans by the Provost’s Office.
Requesting a faculty position happens several times a years via the process established by the Provost’s Office and starts with collection of all faculty position requests for discussion and consideration. Academic leaders will use the Request for Faculty Position 2021-22 form for all full-time faculty positions. Library faculty proposals may skip the Student Success Information and adjust the narrative questions to reflect the central mission and goals of University Libraries.
The Request for Faculty Position form will harness data such as student success information (retrieved from the Office of Institutional Research), faculty effort, and the strategic mission of the academic unit and of the University to prioritize faculty hiring.
The approved Request for Faculty Position is good for two years from the date of approval. Emergency hires may be considered outside of this process on an as-needed basis.
Posting OES
Once a faculty search has been approved, the posting process can begin. The Human Resources Online Employment System (OES) is the comprehensive suite of online employment modules utilized to assist hiring officials with posting positions, hiring, performance management, and onboarding.
For questions, resources, or training related to OES, contact Human Resources or visit the HR website.
Prior to beginning the posting for a faculty position in OES, the Department Chair should consult with the college’s Human Resources Business Partner (HRBP) regarding key information for OES, including (but not limited to) the:
- Posting timeline (start and close dates)
- Position summary
- Pre-screening questions
- Required and optional documentation
- Reference letters
The Department Chair may also designate the approved search committee members and the search committee chair in OES, if finalized.
When the OES posting is ready, the Department Chair submits the position in OES.
OES Posting Approval
Unit Head/Chair –> College Dean –> Executive/Provost –>HRBP
Advertising a Faculty Position
Inclusion and excellence are central to EKU’s mission and fundamental best practices for faculty recruitment– which start with advertising. In developing a draft faculty posting advertisement and an advertising plan, the Department Chair should consider:
- Advertising plans must include strategies for recruiting diverse applicants.
- Faculty searches must be national. Advertise and recruit as appropriate.
- Advertisements (and postings) must include appropriate language related to the availability of VISA sponsorship.
Draft faculty posting advertisements and advertising plans are submitted to the Associate Provost for Academic Programs and to the college’s Human Resources Business Partner (HRBP) for review and approval. For positions that are eligible for VISA sponsorship, the HRBP responsible for Immigration will also review draft advertisements. The HRBP provides notification to the Office of Institutional Equity and communicates final approval to the department.
Regardless of cost, all external advertising must be pre-approved by the HRBP.
Preparing Committees
Selecting the Committee
Committee diversity facilitates a strong hiring process that also aligns with Equal Employment Opportunity. Search committees should be diverse with regard to gender, minority, and veteran, disability, and/or other protected status (diverse ethnicities, races, religious affiliations, age, sexual orientation, etc.).
The Department Chair identifies a search committee and search committee chair and submits recommendations for approval to the College Dean.
Search Committee Approval
Department Chair –> College Dean
Search Committee Training
Once the search committee is approved, the Search Committee Chair contacts Human Resources to open a search committee training session to assist in:
- Understanding the hiring process
- Legal responsibilities during the search process
- Diversifying the applicant pool
- Avoiding cognitive bias
- Engaging in effective search practices
Members of a Search Committee must either complete search committee training or have current training certification (within the last 12 months) to serve on a committee.
Training certification for all committee members should be kept as part of the search records by the Search Committee Chair.
The Search Committee is responsible for protecting the privacy of all applicants and preserving the integrity of the search.
Confidentiality Agreement
All members of the Search Committee, including students, must sign the Confidentiality Agreement provided by Human Resources. Confidentiality Agreements for all committee members should be kept as part of the search records by the Search Committee Chair.
Conflicts of Interest
If a member of the committee knows an applicant, this information should be disclosed to avoid a potential conflict of interest. Potential conflicts of interest or breaches in confidentiality must be reported to the Search Committee Chair or to the Chair of the Department.
Conducting Searches
Criteria/Evaluation Rubric
The Search Committee will develop a criteria and evaluation rubric for rating candidates based on minimum and preferred qualifications.
Finalist Interviews
Once finalists have been selected, the Search Committee will develop and submit a set of interview questions and a selection rubric to the Dean or Designee for review, with a copy to the Department Chair.
Interview Questions/Rubric Review
Search Committee –> Dean/Designee decisions regarding candidates should reflect evaluative tools, be documented, and be based on CVs, supporting documentation, and/or interviews, where applicable.
Application Review and Shortlists
The Search Committee begins review of applications, utilizing the evaluative tools and rubric that have been developed. The Search Committee may determine a preliminary list of candidates and conduct phone interviews at this stage.
Based on initial review of applications, the Search Committee will determine a short list of candidates, typically 3-5 people. The Department Chair will track applicant candidacy in OES.
Finalist Interviews
The Search Committee schedules and interviews candidates:
- All Search Committee members should be available to participate in each candidate interview.
- Approved interview questions should be applied consistently to all candidates.
- During the interview process, notes should be taken that document candidate strengths and weaknesses, including reasons for non-hire.
- Search Committee notes should be kept as part of the search records by the Search Committee Chair.
Hiring Recommendations and Candidate References
The Search Committee identifies a candidate recommendation(s) and evaluates candidate references. The Department Chair will continue track applicant candidacy in OES by moving appropriate candidates into the “Reference Check” workflow state.
The Department Chair tracks applicant candidacy in the Online Employment System (OES), which includes moving unsuccessful applicants in the workflow by entering reasons for non-selection and a disposition code. For assistance with tracking applicants in OES or disposition codes, contact the college Human Resource Business Partner (HRBP).
Tracking Candidate Shortlists
Upon selection of the short-list by the Search Committee, the Department Chair will submit the short list of candidates to OIE in OES and notify the Dean or designee of short-listed candidates for minimum faculty qualifications review. Applicants not selected must also be assigned a disposition code in OES.
Short List Candidate Review
Department Chair –> OIE –> Dean/Designee
Tracking Final Recommendations
Upon recommendation of a candidate(s) for reference check, the Department Chair will move the selected candidate(s) into the “Reference Check” workflow state in OES.
Hiring & Onboarding
Hiring Proposal Communication
The Search Committee will provide hiring feedback to the Department Chair for review and submission to the College Dean. The Dean will review the hiring feedback and communicate with the Provost regarding the hire via email with a copy to Melinda Compton and Candace Tate. The email should include (1) the recommended candidate’s name, (2) the proposed salary, (3) any proposed special terms of appointment, (4) an attached CV, and (5) the position number assigned to the position. Once the initial offer is approved, the Dean, in consultation with the Provost, will also conduct negotiations for any adjustments to approved compensation and/or special terms of appointment during the offer of employment.
Hiring Proposal Approval
Search Committee –> Department Chair –> Dean –> Provost
Making an Offer of Employment
The Dean may make an informal offer of employment, contingent upon successful background check, to the candidate by phone, email, etc. before issuing a formal contingent offer letter using the standard offer letter template.
The Dean will notify the college’s Human Resources Business Partner (HRBP) and the Department upon receipt of the signed offer letter from the candidate. The Department Chair will update the hiring recommendation in OES.
Finalizing the Proposal in OES
The Department Chair tracks applicant candidacy in the Online Employment System (OES), which includes submitting the recommendation for hire. When the Department Chair receives notification from the Dean that the offer letter is signed by the candidate and returned to the college, the Department Chair will move the finalist to the “Recommended for Hire” workflow state–initiating background check and transcript requests– and will submit the faculty hiring proposal in OES.
OES Faculty Hiring Approval
Unit Head/Chair –> College Dean –> Executive/Provost (automatic notification to budgeting) –> HRBP
When the background check has been successfully completed, the college’s Human Resources Business Partner (HRBP) will change the candidate to “Hired” in the workflow state.
For assistance with submitting the hiring recommendation, contact the college HRBP.
Background Checks
All offers of employment are contingent upon completion of a successful background check. The background check, along with the request for Official Transcripts, is initiated in the Office of Human Resources when the preferred candidate is moved into the “Recommended for Hire” workflow state in OES.
Candidates will typically receive an email from HR within 1-2 business days of the recommendation for hire with notification to expect a request for background check email from EKU’s vendor. Candidates have ten days to complete the request. Human Resources can re-initiate the request if it is canceled because of non-completion. On average, background check results are returned in two weeks.
Human Resources covers the expense of one background check per search. Additional background checks may be conducted at the department’s expense. There is no cost to the candidate.
For questions regarding background checks, contact the college’s Human Resources Business Partner (HRBP).
Upon completion of the candidate’s successful background check, the HRBP will update the workflow state in OES and notify the department, college, and Provost’s Office.
Terms of Faculty Appointment
A Terms of Faculty Appointment (or you may use the Archived TOA PDF) must be completed for all new full-time faculty hires, including for administrators holding faculty rank, and each year thereafter upon reappointment of the faculty member.
The TOA documents the details of the appointment, including
- Home college and department
- Academic rank and title
- Appointment period
- For a typical academic year, the appointment period will begin on the Monday before Fall Semester Convocation and end on the Monday following Spring commencement.
- Base salary and appointment period salary
- For faculty, base salary typically refers to the annual salary associated with the faculty member’s 9-month appointment.
- Faculty promotions and across-the-board pay increases are generally added to the faculty member’s base salary.
- The appointment period salary may differ from the base salary. For example, the appointment period salary will be different when:
- The appointment period does not reflect the dates for a typical academic year (e.g., Spring-only appointments).
- The salary for the appointment period includes administrative assignments with additional months of pay and/or a stipend.
- Tenure-track status and probationary period
- Special conditions of the appointment, if any. (For example, adjustments to the standard probationary period.)
- The TOA is pre-loaded with customizable draft language for commonly used special conditions of the appointment.
The TOA is prepared by the Dean or designee and reviewed and signed by the Dean, the Department Chair, the candidate, and the Provost. The TOA should be reviewed carefully for accuracy, clarity, and completeness before going to the candidate for signature.
Terms of Appointment Process
Dean/Designee –> Chair —> Candidate –> Provost (initial appointment only)
For questions or feedback related to the Terms of Faculty Appointment, contact the Provost’s Office.
Employee Onboarding begins with Human Resources and takes place in three phases:
Employment and Payroll Forms
The HR Operations Specialist contacts the faculty hire via email with new employment paperwork to complete and return prior to the hire’s start date. Note that faculty hires who have worked for EKU within the last twelve months are not required to complete the employment paperwork but are encouraged to visit HR’s New Employee site to review and update individual forms as needed.
New Faculty Orientation (NFO)
New faculty members will be contacted by a representative in Academic Affairs with information regarding the new faculty orientation session that usually occurs shortly before the beginning of each fall semester.
Benefits Election Session
The HR Benefits Team emails faculty hires with critical information and paperwork to elect benefits. The Benefits Team attends New Faculty Orientation and is available to answer questions and collect paperwork. Hiring officials or faculty hires with questions regarding benefits and/or benefits paperwork may contact the Benefits Office at 859-622-1324.
The Office of Institutional Equity (OIE) contacts faculty hires with instruction for completing three online Workplace trainings.
For questions about Workplace training, contact the OIE at 859-622-8020.
With the hire finalized and the Terms of Faculty Appointment fully executed, the new faculty member can be activated in Banner and a faculty file can be established.
Activating Faculty Members in Banner
The College Designee activates the faculty member in Banner screen SIAINST so classes can be assigned to the new employee. To activate or change a faculty member’s information in SIAINST, look up the faculty member by EKU ID, input or search for the correct term code, and select “Go.”
For New Faculty
- Select the appropriate Status code (typically AC for Active Faculty)
- The Status Date will automatically populate to today’s date
- Ensure that Faculty is checked
- Fill in the Appointment Date, as identified on the Terms of Appointment
- Select the appropriate Category for the faculty member’s rank or title. You can access the category codes by clicking on the three dots next to the field
- Select the appropriate Staff Type. FT is Full Time; PT is Part Time
- Select the appropriate Workload Rule, based on the home college and full- or part-time status, using the three dots next to the field to access the available codes
- SAVE and click Next Section at the bottom left hand of the Banner screen
- On the Faculty Contract line, select the appropriate Faculty Contract Type and Rule codes using the three dots next to their respective fields to access the available codes
- Click Next Section at the bottom left hand of the Banner screen
- On the Faculty College and Department line, select the appropriate College and Department codes using the three dots next to their respective fields to access the available codes
- SAVE and exit the screen
For Current Faculty
When current faculty are hired into a new position or there are changes to their faculty status, updates should be made in Banner screen SIAINST. When the College Designee enters the faculty member’s EKU ID and the term code that reflects the effective term for changes, the search will return the most recent record for the faculty member (as indicated by the term code in the From Term field). To update the record beginning with the effective term, click Maintenance. Complete all updates to the faculty member’s record, including changes to the Faculty Contract line and the Faculty College and Department line, as outlined above.
Faculty Records
The College is recognized as the home of the official faculty record for all full-and part-time faculty. Upon completion of the hire, the College Designee will begin a file on the faculty member that includes:
- Signed employment offers
- Updated CVs, due to the college by September 15 and February 15, annually
- Recognitions, awards, commendations, etc.
- Signed copies of annual evaluations
- Sabbatical leave approval documents
- Signed copies of Promotion and Tenure evaluations
- Personnel Action Forms (PAFs), payroll adjustments, additional assignments, outside employment forms, faculty-authored textbooks, etc.
- Formal student feedback/resolutions and any conduct documents
- Any position descriptions
For further information regarding Banner SIAINST, access to the Banner SIAINST screen, or faculty records, please contact the Provost’s Office.
Closing Searches
Search Committee and Committee Records
At the conclusion of the search, the Department Chair releases the Search Committee from its responsibilities.
The Search Committee Chair provides a copy of all search materials to the Department Chair, who will forward them to the Office of the Provost for record maintenance in compliance with the three-year retention schedule. Search Committee members must purge any extraneous copies of these records from their files.
Search materials to be forwarded to the Office of the Provost may include, but are not limited to:
- Candidate CVs, application letters, and other application documents (if distributed outside of OES)
- Criteria and evaluation rubrics
- Interview questions
- All other evaluative tools and candidate assessments
- Interview schedules
- Position descriptions
- Search Committee membership and documentation, including training certifications and the Confidentiality Agreements
- Search budget/expense documents
- Approval memos, emails, etc.
Closing in OES
The Department Chair and the Chair of the Search Committee close out the search in the Online Employment System (OES).
The Department Chair moves unsuccessful short-listed candidates in the workflow by entering reasons for non-selection and a disposition code. The Search Committee Chair notifies candidates via OES who were interviewed but not selected for the position.
In the event of a failed search, all candidate workflow states should be updated in OES.
The HRBP can assist with closing out the search in OES if needed.
Closing Unsuccessful Search Emergency Hire
If a candidate declines or rescinds acceptance of an offer, the Search Committee may recommend another finalist while candidacy remains open in OES. Otherwise, the Search Committee Chair and the Department Chair will follow the process to close the search in OES.
Unsuccessful Searches
In the event of an unsuccessful search, the Dean will notify the Provost. The Department Chair may re-initiate the search, as approved, by re-posting the search in OES and proceeding with the search process. The approved request to post the position remains in effect for two years from the date of approval.
Emergency Hires
When urgent faculty coverage is needed, an emergency request to hire a faculty member may be considered. Typically, such a request would be to hire a visiting faculty member. Requests to proceed with an emergency search must be approved by the Dean and the Provost and will usually follow the standard search process. In rare cases, a Request for Exemption from a Search may be considered when a qualified potential visiting faculty member has already been identified.
Responsibilities
Department Responsibilities
- Consult with the Human Resources Business Partner (HRBP) regarding posting details and initiate the OES process for approved positions.
- The Department Chair may designate the approved search committee members and search committee chair in OES, if finalized.
- Develop a draft faculty posting advertisement and advertising plan for review by the Associate Provost, the HRBP, and – when Visa sponsorship eligibility is approved – the HRBP responsible for immigration. All external advertising must be pre-approved by the HRBP, regardless of cost.
- Identify and recommend a search committee and search committee chair to the College Dean.
- Review and follows up on potential conflicts of interest or breaches in confidentiality as needed.
- Receive a copy of finalist interview questions/rubrics prepared by the Search Committee for the Dean’s review.
- Track applicant candidacy in OES, including
- Submit short-lists of candidates in OES to the Office of Institutional Effectiveness
- Moves selected finalist(s) into the “Reference Check” workflow state
- Assign disposition codes for applicants not selected
- Notify the College Dean (or designee) of short-listed candidates for minimum faculty qualifications review.
- Review and approve hiring feedback/proposals from the Search Committee.
- Submit hiring feedback/proposals to the College Dean.
- Upon notification from the Dean of receipt of the signed offer letter, track the applicant candidacy in OES, including
- Move the selected finalist to “Recommended for Hire” in the workflow state
- Submit the faculty hiring proposal
- Review and sign the Terms of Appointment prepared by the College Dean (or designee).
- At the conclusion of the search, release the Search Committee from its responsibilities.
- Gather all search materials from the Search Committee Chair and forward them to the Provost’s Office for record maintenance in compliance with the three-year retention schedule.
- At the conclusion of the search, move unsuccessful short-listed candidates in the workflow entering the appropriate dispositions codes/reasons for non-selection.
- Re-initiate approved searches as needed.
- Conduct searches for part-time faculty hiring in coordination with the College Dean.
Dean Responsibilities
- Collect, review, and bring forward requests for faculty positions.
- During the faculty position requesting process, assess faculty hiring priorities in partnership with the Provost and other academic leadership.
- Review and approve OES postings for publication.
- Review and approve the department chair recommendation for the search committee and search committee chair.
- Review the Search Committee’s finalist interview questions and rubric.
- Review short-listed candidates to verify minimum faculty qualifications are met.
- Review and approve hiring feedback/proposals from the Search Committee and Department Chair.
- Communicate hiring feedback/proposals as needed with the Provost.
- Conduct negotiations during the offer of employment for any special terms of appointment, in consultation with the Provost.
- Make informal offers of employment, contingent upon successful background check, to the candidate by phone, email, etc.
- Issue formal contingent offer letters using the standard offer letter template.
- Notify the college’s Human Resources Business Partner and the department upon receipt of the signed offer letter from the candidate.
- Review and approve the faculty hiring proposal in OES.
- Prepare the Terms of Appointment and execute signatures by the Dean, the Department Chair, and the candidate, before forwarding to the Provost.
- Activate faculty members in Banner.
- Begin and maintain the official faculty record for all faculty.
- Notify the Provost of unsuccessful searches.
- Prepare and submit requests for emergency hire.
- Oversee the college’s part-time faculty hiring and part-time faculty budget.
Search Committee Chair
- Contact Human Resources to open search committee training for search committee members.
- Maintain Search Committee Records, including
- Candidate CVs, application letters, and other application documents (if distributed outside of OES)
- Criteria and evaluation rubrics
- Interview questions
- All other evaluative tools and candidate assessments
- Interview schedules
- Position descriptions
- Search Committee membership and documentation, including training certification and Confidentiality Agreements
- Search budget/expense documents
- Approval memos, emails, etc.
- Review and follow up on potential conflicts of interest or breaches in confidentiality as needed.
- At the conclusion of the search, provide a copy of all search materials to the Department Chair for forwarding to the Provost’s Office for record maintenance.
- During the closing of the search, notify candidates via OES who were interviewed but not selected for the position.
Search Committee
- Complete search committee training or have current training certification (within last 12 months). Provide certification to Search Committee Chair.
- Protect the privacy of all applicants and preserve the integrity of the search.
- Complete the Academic Affairs Confidentiality Agreement.
- Report potential conflicts of interest or breaches in confidentiality to the Search Committee Chair or to the Department Chair.
- Develop a criteria and evaluation rubric for rating candidates based on minimum and preferred qualifications.
- Develop and submit finalist interview questions and a selection rubric to the Dean or designee for review, with a copy to the Department Chair.
- Ensure that assessments and decisions regarding candidates reflect evaluative tools, are documented, and are based on CVs, supporting documentation, and/or interviews, where applicable.
- Review applications utilizing evaluative tools and rubric.
- May determine a preliminary list of candidates and conduct phone interviews at this stage.
- Determine a short list of candidates, typically 3-5 people and notify the Department Chair.
- Schedule and interview candidates.
- All Search Committee members should participate in each interview.
- Approved interview questions should be applied consistently.
- Notes should be taken that document candidate strengths and weaknesses, including reasons for non-hire. Search Committee notes should be kept as part of the search records.
- Identify a candidate recommendation(s) and evaluate candidate references.
- Provide hiring feedback/proposal to the Department Chair for review.
- Provide additional hiring recommendation(s), where appropriate.
- At the conclusion of the search, purge extraneous copies of search records from committee members’ files.
Provost Office Responsibilities
- During the faculty position requesting process, review and make decisions regarding faculty hiring priorities in partnership with Deans and other academic leadership.
- Establish the faculty position requesting process and develop the Request for Faculty Position Form.
- Review and approve OES postings for publication.
- Review and approve draft faculty posting advertisements and advertising plans.
- Develop sample rubrics.
- Communicate with the Dean as needed regarding hiring feedback/proposals.
- Review with the Dean special terms of appointment during the Dean’s hiring negotiations.
- Develop the Offer Letter Template.
- Review and approve the faculty hiring proposal in OES.
- Serve as final review and signature authority for initial Terms of Faculty Appointment.
- Develop and provide support for the Terms of Faculty Appointment form.
- Email new faculty hires regarding New Faculty Orientation.
- Provide support to the College Dean or designee related to Banner SIAINST, access to Banner SIAINST, or faculty records maintenance.
- At the conclusion of the search, maintain a copy of all search materials for three years, in compliance with the record retention schedule.
- Review emergency faculty hire requests.
- Develop guidelines for part-time faculty compensation.
- Maintain the Faculty Hiring guide.
Human Resources/HRBP Responsibilities
- Provide training, answer questions, and serve as a resource for the Human Resources Online Employment System (OES).
- Prior to the department beginning the posting for a faculty position in OES, assist the hiring official regarding key information for OES, including
- Posting timeline
- Position summary
- Pre-screening questions
- Required and optional documentation
- Reference letters
- Review and approve OES postings for publication.
- Review and approve draft faculty posting advertisements and advertising plans.
- Notify the Office of Institutional Equity and communicate final approval to the department.
- Open search committee training to members of the Search Committee.
- Provide the Confidentiality & Conflict of Interest Agreement to the Search Committee.
- Assist the department as needed with tracking applicants in OES and assigning disposition codes.
- Receive notification from the Dean upon receipt of the signed offer letter from the candidate.
- Review and approve the faculty hiring proposal in OES.
- Initiate the background check and request for official transcripts.
- Provide support related to background checks.
- Upon successful completion of the background check, change the candidate to “Hired” in the workflow state and notify the department, college, and Provost’s Office.
- Conduct employee onboarding, including
- Employment and payroll forms
- Benefits election
- Participation in New Faculty Orientation
- Assist the department as needed with closing out searches in OES.