KENTUCKY STATE UNIVERSITY POLICIES AND PROCEDURES

EMPLOYMENT AND JOB POSTING

1. Policy and Procedure

Position Vacancy Authorization Completion Guide

Position Vacancy Form: This document must be initiated by the Department that is recruiting. The PVA must be completed and submitted with the required signatures to the Office of Human Resources to begin the recruitment process.

• The initiating Department completes the Position Vacancy Authorization Form along with providing a copy of the job description, in Word document format.

Position Vacancy Authorization Forms are available on Kentucky State University’s website, under the “Human Resources” section and are required as follows:

• ☐ When creating a new position or recruiting for an existing position.
• The following essential data should be provided on the form:
• oThe anticipated starting salary range, which must be at least the minimum of the pay grade and must be approved by the OHR.
• oLabor distribution accounting number or FOAP: Fund, Organization, Account, Program.
• oPercentage(s) that will be charged to each FOAP.
• o0 Hiring manager.
• The initiating Department secures approval of the Position Vacancy Authorization Form (includes job description, which must be sent as a Word document) by procuring the signatures of the following:
• oDepartment Chair/Supervisor
• oDean or Director
• oVice President/Provost: Authorizes the position request and certifies that the salary adheres to the Division's budget.
• oThe Office of Human Resources will obtain the approvals signatures from the: Budget Manager, Vice President of Finance and Administration, Chief of Staff and The President (REQUIRED ON ALL PERSONNEL REQUISITION AND REQUEST TO HIRE FORMS).
• Once all required signatures have been obtained, the initiating department will then have submitted the PVA to the Office of Human Resources via email to human.resources@kysu.com.
• Once the PVA has gone through the budget approval process (there is a minimum ten days’ approval process) the Office of Human Resources will notify the hiring manager that the Position Vacancy has/has not been approved. After approval, the Office of Human Resources begins the recruitment process by posting the position on Kentucky State University’s website and InsideHigherED via ADP.