Document Preparation

The department must prepare and submit the following documents through the A&S Business Center portal.

Job Description Form (JDF)

• Complete the JDF using the provided instructions.

Organizational Chart

• Update the chart to reflect the entire department, including the vacant position.

Job Advertisement

• Create the job ad for the Higher Ed website.

Advertisement Duration

• Regular positions: Minimum of 11 days, with postings live on Fridays or Tuesdays.
• Casual Temps: Minimum of 3 days, with postings live on Fridays or Tuesdays.

Search Committee Information

• List names, the committee chair, gender, and ethnicity.
• Ensure inclusion of a Diversity and Equity Advocate (DEA). Contact ashumres@louisville.edu for an approved list.
• Search committee members must complete annual training. The link to staff search committee training: https://www.softchalkcloud.com/lesson/serve/ux8ys4zGMO1mvB/html

Funding Source

• Specify the funding source (speedtype) for salary, job ad, and criminal background check (CBC). Note: Grant speedtypes cannot be used for CBCs. The default speedtype for grants should be the hiring manager's "R" account.

External Advertisements

• Departments are responsible for placing ads in additional external locations if desired.

Position Search Posting

• Complete and submit the form: https://louisville.edu/artsandsciences/faculty-staff/finance/staff-position

Approval Process

Grant-Funded Positions

• A&S Human Resources will verify funding with the department's UBMI.

Replacement Positions

• A&S HR will compare the updated JDF with the previous one and forward it for approval to Dr. Grapperhaus and Taleia Willis.

Job Requisition Creation & Approval

• A&S HR creates the requisition, routing it through Central Employment and Central Compensation for review.
• Final approval is needed from the A&S Budget Director.

Job Requisition Posting

• The requisition will be live on the following Friday or Tuesday after all approvals are completed.

Resume Management

• Search Committee members must complete annual training.
• After the job requisition closes (Mondays at 11 pm), the A&S Business Center will upload candidate resumes to a CardBox account for the committee.
• The CardBox folder will contain:
  • Instructions for the Committee Chair, Members, and DEA
  • Approved interview questions
  • Confidentiality form
  • Screening matrix
  • Interview evaluation form
  • Verbal offer script
  • Grant-funded position text for the Employment Agreement
  • UofL Onboarding Guide

Conflict of Interest

Committee members must withdraw if there is a conflict (e.g., family member, acquaintance, former coworker, or referred applicant).

In an effort for UofL Human Resources to provide departments with helpful resources, they have created a diversity resource guide to assist with recruitment efforts. We encourage you to explore the additional advertisement options included in this guide.

Interview Process

• Conduct interviews with at least three qualified candidates.

Post-Interview and Job Offer

Submit to A&S HR:

• Names, dates, and times of interviews
• Interview type (phone, video, in-person)
• Reasons for not selecting each candidate
• Name of the preferred (and second) candidate, with justifications
• If a degree is required, ensure the date is on the resume or confirm with the candidate.
• Detailed, job-specific feedback on the preferred candidate's qualifications

When documenting candidate interview feedback, be specific about how the candidate's knowledge, skills, and abilities align with the duties and responsibilities of the open position.

Job Offer Approval

• Once approved by Employment/Compensation, the hiring manager will be notified.
• The Employment Agreement will proceed in Workday.

Final Steps

• Initiate the Criminal Background Check (CBC) once the Employment Agreement is signed and a start date is projected.
• Confirm the start date, aligning with the Monday New Employee Orientation.
• If the preferred candidate declines, work with A&S HR to extend an offer to another candidate or repost.