EEO Category 4 - Clerical and Secretarial

EEO Category 5 - Technical/Paraprofessional

EEO Category 6 - Skilled Crafts

EEO Category 7 - Service/Maintenance

The following procedures must be followed in filling a non-exempt (hourly) position for the above EEO categories. If you have questions concerning the proper EEO category for a position, please call Human Resources at 2147.

1. The hiring supervisor must determine that sufficient funds are available in the budgeted position. If sufficient funds are not in the budgeted position, a Budget Transaction Form must be initiated to transfer adequate funds to the position prior to submission of the Notice of Personnel Action Form (PA #3).

2. After reviewing staffing needs and resources available, the hiring supervisor processes a Request to Fill Position Vacancy form. In addition, a memo requesting permission to fill must be processed through the appropriate dean/vice president's office.

3. The appropriate vice president requests, in writing, permission from the president to fill the vacant position. The request must include confirmation that adequate funds are available and the source of funds identified.

4. After approval is granted, the Request to Fill Position Vacancy and a copy of the president's approval to fill the vacant position are sent to Human Resources.

5. All positions will be advertised by Human Resources for a minimum of two weeks through the Weekly Job Openings Report. Positions will be advertised in area newspapers when the Associate Vice President for Human Resources determines that an adequate pool of applications is not available.

6. Applicants who apply for a position, either through Human Resources or the Kentucky Department of Employment Services, are requested to complete an Affirmative Action Card.

Applicants for hourly positions in EEO categories 4 through 6 (clerical/secretarial, technical/paraprofessional and skilled crafts) apply at Human Resources. Applicants for hourly positions in EEO category 7 (service and maintenance) apply at the Kentucky Department of Employment Services.

7. For hourly positions, Human Resources reviews the applications received and refers applicants who meet the requirements for the position to the hiring supervisor. The supervisor contacts the applicants to schedule interviews with at least three applicants. The hiring supervisor is responsible for deciding which applicant will be recommended for employment. Any minority applicant referred by Human Resources must be interviewed.

8. After interviewing and selecting a candidate, the hiring supervisor must submit the Employment Summary to the Employment Manager in Human Resources for review before making an offer of employment. A job-related reason for not hiring must be provided for any person interviewed but not hired. Also, a completed background check consent form must be submitted by the hiring department to Human Resources at the time of offer. All employment offers are contingent upon satisfactory background check results.

9. After the final selection has been approved and an offer has been accepted, the Notice of Personnel Action Form (PA #3), which is the payroll document, is initiated by the hiring unit prior to the effective date of employment. This form will not be processed until the Employment Summary Form has been approved by Human Resources.  The starting date for the new employee should allow time for complete processing of the Notice of Personnel Action Form (PA #3) prior to the effective date of employment (at least five working days).

10. The employment process is not complete until the president has signed the Notice of Personnel Action Form (PA #3).