Staff Position Recruitment Process

The College of Arts & Sciences

Staff Position Recruitment Process

1. Create

The department will prepare the following paperwork and information and submit to the A&S Business Center (

  1. Position Control Number (PCN) – contact your UBMI if you don't have a PCN. If you need a NEW PCN created, please specify.
  2. Complete the Job Description Form (JDF). Instructions can be found here.
  3. Updated Organizational Chart – must be of the whole department including the vacant position.
  4. The Job Ad to be posted on Higher Ed. 
  5. Duration the ad should run – minimum of 11 days. Casual Temps ads must run a minimum of 3 days. 
  6. Search committee information (names, chair, gender, and race). Training is required for all members. Search Committees are to include a Diversity and Equity Advocate (DEA).  Please email for a list of approved DEAs.
  7. Funding source (speedtype) to charge for the position (PCN), Courier Journal job posting ad, and criminal background check (CBC).
  8. If the department would like to post the position in external locations, they are responsible for placing those ads.
  9. Fill out and submit the Position Search Posting

2. Review

The A&S Business Center will review the information with the Dean and LFO and will reach out to the department for clarification or if additional information is needed. If approved, the A&S Business Center will forward all information to Employment/Compensation for their review and approval.

3. Submitting ad through Workday

Once the JDF is approved by Employment/Compensation, the A&S Business Center will submit the job ad through Workday. Once the Job Requisition is approved by Employment/Compensation, the A&S Business Center will notify the department and UBMI of the Job Requisition number and dates the ad will post.

4. Resumes

All Search Committee members must complete their required Search Committee training. When the Job Requisition comes down, Mondays at 7pm, the A&S Business Center will download all resumes into a CardBox account and share with the Search Committee. 

In an effort for UofL Human Resources to enhance their services and provide departments with helpful resources, they have created a diversity resource guide to assist with your recruitment efforts. You will be asked to log in with your UofL credentials. We encourage you to explore the additional advertisement options included in this guide.

5. Interview

The Search Committee will conduct interviews with qualified candidates. A minimum of three qualified applicants must be interviewed.

6. Interview, Interview Evaluation, and Job Offer

Once interviews have been completed, the hiring manager will work with the A&S HR Business Center representative ( to complete the hiring process. Important details to note: 

  • Names of Individuals interviewed along with date of interview
  • Type of interview; campus, department, phone, etc.
  • Start and stop time of interview
  • Name of individual selected as the preferred candidate and if there is a second preferred candidate
  • Written reason as to why you chose the preferred candidate. This should include specific job related reasons that they were the most qualified candidate
  • Written reason as to why you did not choose the other applicants interviewed
  • For the preferred candidate, please review their resume to indicate when they have received their degree. If no date is listed, please confirm this information with the candidate and include this information.
  • Desired salary offer (must be approved by budget and employment/compensation)

7. Approval

Once the Job Offer is approved by Employment/Compensation, the hiring manager will be notified. The Employment Agreement will move forward in Workday.

8. Final Step

Once the preferred candidate signs the Employment Agreement and has a projected start date, the CBC will be initiated. Once the CBC is successfully complete, a start date will be confirmed, which will be on a Monday for the New Employee Orientation if necessary. If preferred candidate does not accept the offer, the hiring manager will work with the A&S Business Center to make an offer to another candidate or re-post the position.