SHRA Temporary to Permanent Change in Status Waiver Procedure

University Procedure

Title

University of North Carolina at Chapel Hill Procedure for SHRA Temporary to Permanent Change in Status Waiver

Introduction

Purpose

This procedure supports the SHRA Temporary Permanent Change in Status Waiver Policy by providing detailed instructions for departments and HR representatives to ensure compliance and consistency in the applicable waiver process.

Scope

This procedure applies to all direct hire temporary employees and University Temporary Services (UTS) employees working at University of North Carolina at Chapel Hill (University) that meet the requirements outlined in Section 8.1 of OSHR Recruitment and Posting of Vacancies Policy.

Procedure

The following steps outline the procedure to initiate and complete an SHRA Temporary to Permanent Change in Status Waiver.

  1. Identification of Opportunity: Department heads or managers identify potential SHRA temporary to permanent job opportunities based on staffing needs.

  2. Employee Review: The department attests to the temporary employee's satisfactory performance, attendance, and conduct, in collaboration with the HR Representative, in addition to ensuring they meet the state minimum requirements for an SHRA permanent position.

  3. Job Posting and Waiver Request — Enter Attestation in Posting Comments: If a SHRA temporary to permanent job opportunity is identified and criteria identified in step 2 are met, the department HR Representative submits a waiver in PeopleAdmin for the SHRA permanent position and attaches the current resume of the selected candidate on the Posting Specific Document page of the posting waiver. The department HR Representative should also submit a written SHRA Temporary to Permanent Waiver Attestation in the comments of the job posting confirming the candidate meets eligibility requirements.

    Example attestation: I attest that the requested action was reviewed by [Individual/s Name/s, position title/s] and that this action does not exceed the unit's April 2025 permanent headcount or base salary total communicated by the UNC System Office on June 12, 2025.

    (For Temp to Perm Waivers): In addition, I also attest that the Hiring Manager, [Insert Name], and Department Head, [Insert Name], have confirmed the waiver candidate meets all requirements to be considered for this action as outlined in the SHRA Temporary to Permanent Change in Status Waiver Policy to include satisfactory performance and conduct, six months of full-time temporary employment in a similar role, and meeting or exceeding state minimum requirements for the classification associated with this action.

    1. For Temp to Perm Waivers, Confirm Six Months Temporary Employment: Verification depends on how the employee was hired.

      • Direct Hire Temporary Employees

        HR Rep must:

        • Verify employment in ConnectCarolina
        • Confirm:
          • Minimum 6 months
          • 1.0 FTE
          • Similar job duties

      • nextSource Third Party Staffing Firm Employees

        HR Rep must email Ted Bohlin using the template located in Microsoft Teams > “Management Preferences and Temporary to Permanent Waiver Process Resources” folder.

        Ted will confirm:

        • Six months of employment
        • FTE status
        • Position summary

        If the department confirms verification with Ted Bohlin, the TAP may proceed.

  4. TAP Waiver Review: Once the draft is routed to Employment, the Talent Acquisition Partner reviews the waiver request.

    1. Validate Waiver Reason: Confirm that the selected waiver reason in PeopleAdmin aligns with the department's justification.

    2. For Temp to Perm Waivers — Verify Required Documentation: Ensure the following are present:

      • Resume uploaded.
      • Attestation included in posting comments.
      • Six months of temporary employment verified.
      • Candidate meets state minimum qualifications.

  5. Enter Waiver Data in PeopleAdmin: New Waiver Fields in SHRA Postings are accessible only by Talent Acquisition Partners (TAPs). TAP responsibilities:

    1. Copy Attestation: Because the History tab cannot be reported on, the TAP must:

      • Copy the attestation from the History tab.
      • Paste the text into the Waiver Comments field.

      This ensures waiver information is reportable for compliance training.

    The Assistant Director of Employment reviews the waiver.

Exceptions

This policy is only applicable for SHRA positions.

Definitions

Refer to the University of North Carolina at Chapel Hill SHRA Temporary to Permanent Change in Status Waiver Policy for definitions.

Related Requirements

External Regulations

University Policies, Standards, and Procedures

Contact Information

Primary Contact

For information and questions regarding the SHRA Temporary to Permanent Change in Status Waiver Policy, contact your assigned Talent Acquisition Partner.

Other Contacts

Office: UNC Office of Human Resources  

Unit: Employment & Staffing  

Phone: 919-843-2300  

Email: employment@unc.edu  

Publication Details

Issuing Officer: Linc Butler, Senior Associate Vice Chancellor for Human Resources and Academic Personnel

Effective Date: January 23, 2026

Next Review Date: January 1, 2027

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