Creating a New Regular Staff Position

In the Integrated Employment System using your Position Coordinator role, you will Create a New Position. Once completed, you will submit to the Research Human Resources Director (Budget Officer role in IES).
 

The Human Resources team in the Research Administrative & Fiscal Affairs office will review the position description and submit to Compensation.
 

The Compensation office will review & recommend a pay grade and title for the position. Once these two items have been finalized, Compensation will create the new position number in SAP. We will receive an email with the details for the new position.
 

Once the Compensation office completes their review of the position description it will be routed to the Employment office. Employment will contact the Departmental Human Resources Manager to review the Qualifying Equivalency question and finalize the posting. You will need to provide them with the following information: 1) Is an internal employee being considered? 2) How long do you want the posting to be available for candidates to apply? (minimum of seven (7) calendar days) 3) Do you want to advertise outside of the UK Jobs website?
 

Once a preferred candidate is identified, you will use your Search Coordinator role to Initiate a Hiring Proposal in IES. Do not make an offer to the candidate until the Hiring Proposal is approved by UK Employment. 
 

Upon receiving the Hiring Proposal in IES, the Position Coordinator will complete the required information and submit to the Budget Officer in IES. 

• All Hiring Proposals MUST include an Education & Experience Calculator (EEC) (pdf, 1pg). Please attach this in the Additional Hiring Proposal Document portion of the Hiring Proposal. 
• All Hiring Proposals MUST include a Comparator Chart. Please attach this in the Department Equity Overview portion of the Hiring Proposal. 
• Hiring Proposals that have a salary over the midpoint of the Salary Scale must attach a justification, per the VPR Delegated Authority. Please attach this in the Required Justification portion of the Hiring Proposal. 
• Hiring Proposals for current UK employees that are a promotion or a lateral and have a salary increase greater than 10% must attach a justification, per the VPR Delegated Authority. (If the salary is also over the midpoint, only one justification is required). Please attach this in the Required Justification portion of the Hiring Proposal. 
• Hiring Proposals for current UK employees that are a demotion MUST attach a completed Demotion Calculator (please save as a pdf prior to attaching). If you are requesting an amount other than the one determined by the demotion calculator, you must attach a justification. Please attach the Demotion Calculator to the Additional Hiring Proposal Document portion of the Hiring Proposal and the justification, if needed, to the Required Justification portion of the Hiring Proposal. 

The Budget Officer will review the Hiring Proposal to ensure it meets all university policies and that all required attachments are included. If the Hiring Proposal is over the midpoint or has a salary increase greater than 10%, the Budget Officer will submit the Hiring Proposal to the Dean/Director for additional approval per the VPR Delegated Signature Authority. If it is under the midpoint and the salary increase is not greater than 10%, the Budget Officer will submit directly to Employment. 
 

The Employment Office will conduct a final review of the Hiring Proposal. Upon approval, an email will be sent stating the approved salary amount.
 

If the candidate accepts your employment offer, you will use your Search Coordinator role to mark his/her application as "Accepted Offer- Initiate PES." This will notify Employment that a Pre-Employment Screening needs to be completed. UK Human Resources will contact the candidate to receive permission to complete the screening. Regular staff employees may not begin until the PES has been completed. We will receive an email stating the PES has been completed & approved.

**If the candidate is already a UK employee or has been employed by UK in the past 12 months and is a US citizen, a PES is not necessary. We will be notified by email if the PES is not necessary.**
 

From here, you will want to follow the Onboarding a New Employee process. The onboarding process will take you through the steps to enter your new employee in SAP, enroll him in New Employee Orientation, provide information for her to set up tax withholding forms, etc. 
 

Once your new employee has been entered into SAP, you can complete dispositions for the other applicants.