Faculty Search & Hire Process Cheat Sheet
Please see UGA Faculty Hire Checklist for official policy and procedure reference

 Email the Request to Hire Form (based on faculty rank) to

  • Request to Hire a Public Service Faculty: Include draft of final position announcement along with form
  • Request to Hire A Faculty Position for Academic or Research Faculty (or other faculty ranks)

Recruitment & Selection

  • Enter position information into FacultyJobs@UGA and submit for approvals
  • Conduct search per UGA Academic Affairs Policy Manual, 1.08-Recruitment of Faculty
  • Appoint and Charge Search Committee per EEO Guidelines
  • Send Position Announcement (with FacultyJobs application link) to all applicable locations and individuals
  • Screen applicants, identify candidate pool, conduct interviews, and perform reference checks (Appointment package requires a minimum of three external references. Letters must be signed, or if not, please attach a copy of the transmitting email with electronic submission signature showing.)
  • Faculty vote (N/A for Public Service Assistants) ______
  • Email draft MS Word Offer Letter to CAES Director of Finance & Administration () for edits and approval by Deans and Provost (N/A for County Extension Agent Appointments)

Offer to Applicant/Hiring Proposal

  • Upload the signed offer letter into FacultyJobs

**Note: Request for Salary Action (RSA) and Salary Supplement Agreement required for Unit Head positions

  • Submit the “Hiring Proposal” in FacultyJobs and await notification of approval via email – The Office of Faculty Affairs submission deadline is 30 days prior to appointment start date. Please build in routing time for all required signatures including OVPPSO approval for Public Service faculty ranks and OVPR approval for Research faculty ranks. The OFA website offers detailed info and tools related to the Faculty appointment process including templates, forms, and live links to other related sites.
  • Fax a signed Consent for a Background Investigation form to UGA HR
  • Request original final transcript from new hire and enter records in FIRST (Required doc = original hard copy from institute or an electronically transmitted transcript sent directly to Dr. Sarah Covert at - per SACS directive)
  • Relocation/Moving Expense Agreement (if applicable)
  • Request 810 Number via SendFiles: Received ______
  • Submit candidate for Graduate Faculty Appointment and Cc CAES Academic Affairs (N/A for Public Service Assist)
  • Provide Information to the candidate
  • 810 Number
  • Have new faculty member contact Cindy Walker ( or 706-542-7359) to make an appointment with a senior benefits consultant to discuss all options prior to deadlines. View a summary here.

 Fiscal Action

  • Submit Personnel Action (employee will receive Onboarding email invitation once the personnel action is completely processed and approved)

 UGA Onboarding

  • Submit Employee Request for Reimbursement of Relocation Expense form with receipts:
  • Submit Relocation and Moving Expense Agreement to ABO: Approval ______
  • Submit Relocation Expense Authorization form to ABO: Approval ______Have new hire complete I-9 online through Onboarding System (receive link via email) – Find User Guide on HR website
  • Complete Request for Services form for UGA Id Card and/or Parking Services

Orientation & Training

  • EITS (The central IT department at the University) - Faculty & Staff Guide (including UGA MyID links)
  • Hatch Research Project Information for Faculty with Research Appointments
  • Meet with Director of Global Programs
  • UGA’s Hiring Department Checklist , Emergency Preparedness Orientation
  • Request for Direct Deposit form, New faculty/staff Request for Services form, Requesting a UGA MyID
  • Self Service website for UGA employees; For benefits resources – eligible employees
  • Ongoing Supervisor Resources - Paid Days Off, Employee Career Development
  • Work/Life Balance at UGA Website
  • CAES Work-Life Balance Resources

Revised September 2016