Hiring Steps for Full-Time Faculty

  1. Secure Funding for the position. Contact the unit's business manager if necessary. Determine if this is a reauthorization of an existing position that is vacant. If this is a new position, determine if a hiring plan has been submitted to the Provost. If not, submit a hiring plan.
  2. Complete a Position Request and Authorization (PRA) form to open and post a position. This should include completion of the ad and/or advertisement information form for KSU's job site. The PRA workflow provides easy completion of the form and expedites the signature process. For questions regarding the PRA with regard to faculty issues, call the Office of Talent Acquisition at 28323.
  3. Contact HR/Talent Acquisition at 28331 regarding advertising and hiring guidelines.
  4. Choose a search committee who will assist in screening, interviewing and assessing the candidates.
  5. Contact the Office of Diversity, Equity & Inclusion at 22442 to schedule search committee training.
  6. Review applications, choose and interview candidates according to guidelines.
  7. If a candidate is selected for an interview, the Department will initiate a Background Check Release Form  available through DocuSign forms.  If your candidate resides outside of the U.S., please contact Academic Personnel regarding the background check release form procedures.  
  8. Once a candidate has been selected for hire, the following steps should take place on the online system (Jobs Opportunities): move any candidates that were interviewed (regardless of telephone or in-person) to INTERVIEWED and change the group's status FINALIST list - including listing a reason why they are acceptable or non-acceptable. Once this is complete, you will then complete the recruitment profile and submit it to Affirmative Action for their review.
  9. After the background check is completed and you are notified that the results are satisfactory, please contact Academic Personnel to acquire the proper offer letter template. Updated templates are available on Academic Personnel's website.
  10. The department will scan the draft offer letter in Word format and a copy of the PRA to the Dean's office.  Once approved by the Dean's Office, forward all documents in Word format to Academic Personnel.  Please make sure you have the position number on the draft offer letter.  If start-up funds apply, please send the completed (three required signatures) form along with the draft offer letter.  Upon approval by the Associate Provost, the approved offer letter is sent to the department, with applicable documents to forward to the candidate.  
  11. If applicable, please include the Moving Expense Summary (xls) and the Administrative Policy for Moving Expenses 7 - 02.6 to the candidate along with the Offer Letter.
  12. Upon receipt of the candidate's signed offer letter, Academic Personnel will forward a copy to the Office of Talent Acquisition.
  13. A Kent State email address will automatically be created with the new hire's Kent State email address, if one has not been previously assigned.
  14. Employment forms will be sent to the candidate/new hire by Academic Personnel via DocuSign.
  15. Employment Eligibility Verification Form I-9 must be finalized in person no later than three business days of the contract date with Academic Personnel.  *Please Note: All new international hires, must finalize the I-9 form with Academic Personnel. Tenure-track hires must have at minimum an H1 Visa.
  16. Department will send to Academic Personnel transcripts with highest degree, Vita or Resume and three letters of recommendation. 

Renew/Extend for non-tenure track and term/temporary assignments 

  1. Original signed offer letter.
  2. Transcript showing new degree, if applicable, not on previous record.
  3. Updated Employment Eligibility Verification Form I-9 for international faculty - if previous I-9 documentation has expired.  Instances of an international hire, the I-9 form must be completed with Academic Personnel.