Title
University of North Carolina at Chapel Hill Policy on Recruitment and Hiring for SHRA Permanent Employment
Introduction
Purpose
The University of North Carolina at Chapel Hill ("University" or "UNC-Chapel Hill") is committed to promoting open and fair competition in employment, selecting the most qualified persons to fill vacant positions, and complying with federal and state requirements in recruiting and hiring state employees. To that end, the purpose of this Policy is to outline requirements for recruitment and hiring SHRA permanent employees.
Scope
This Policy applies to recruitment and hiring for SHRA permanent positions.
Policy
Policy Statement
All hiring selection decisions and offers must be based solely on the following:
- Job-related criteria,
- Qualifications of applicants using fair and valid selection criteria, and
- Satisfactory completion of all relevant reference and background checking, credentials verifications, and verification of eligibility to work in the United States.
Units must follow all recruitment, posting, and selection requirements identified in North Carolina Office of State Human Resources ("OSHR") policies and other relevant laws. To accomplish this, units, hiring managers, and search committees must consistently follow the recruitment and selection process steps outlined by the University's Office of Human Resources ("OHR") on the OHR hiring manager information webpage, including the Hiring Playbook.
All University employees, hiring units, hiring managers, and search committees must abide by the University Policy Statement on Non-Discrimination.
Summary of Recruitment and Selection Requirements
Posting and Recruitment
Position Description
To post and recruit for an SHRA position, OHR Classification and Compensation must approve the position description and the position description must be on file in the University's position management system.
Hiring Standards
Each SHRA position must comply with State standards for minimum training and experience (knowledge, skills, abilities, and/or competencies) that are deemed necessary for successful job performance. Hiring departments are responsible for determining any job-related competencies in addition to the state standards. Hiring units, in consultation with OHR Employment and Staffing, determine any additional preferred job-related qualifications.
Posting Requirements
There are specific posting requirements for SHRA position vacancies. The unit's Talent Acquisition Partner in OHR must approve all posting requests and the Employment and Staffing Department will help ensure compliance with all posting requirements. All vacancies must be posted for a minimum of five (5) business days.
- Internal Only Recruitment: subject to limitations, departments may choose to post positions as available to existing University employees only. For more information, see the University's Policy on Internal Only Recruitment for SHRA Positions.
- Waiver of Posting: requests for waiving the posting requirements will be approved only in extenuating circumstances as outlined in the OSHR Recruitment and Posting Policy. The waiver must be approved by the University's Senior Director of Employment and Staffing or designee.
Recruitment Strategy and Advertising
Hiring units should collaborate with their respective Talent Acquisition Partner to develop a recruitment strategy that encourages a diverse applicant pool and meets U.S. Equal Employment Opportunity (EEO) workforce profile objectives.
Search Firms
A hiring unit may use recruiting or search firms at their own expense to help fill vacant positions only under the conditions outlined in the University Policy on Use of External Search Firms and the OSHR Recruitment and Posting Policy.
Application Submission
How to Apply
All applicants must use the University's online PeopleAdmin applicant portal to submit an application for each position for which they wish to be considered no later than 11:59 p.m. ESP/EDST on the position's posted closing date. The University's OHR Employment and Staffing Department is available for those who need assistance with the applicant portal.
Application Falsification
Individuals who knowingly and willfully submit false or misleading information; conceal dishonorable military service; or conceal prior employment history or other requested information significantly related to the posted job responsibilities on an application may be disqualified for hire or subjected to disciplinary action up to and including immediate dismissal. Dismissal is mandatory when the applicant submits false or misleading information to meet position qualifications. Additional requirements related to application falsification are outlined in the OSHR Selection of Applicants policy.
Applicant Screening and Selection Process
Screening Process
Hiring units (and search committees) must follow the selection requirements outlined by the OSHR policy and steps outlined on the OHR hiring manager information webpage. This process entails:
- Search committee members to complete the search committee training module prior to making selections;
- Interviewing a minimum of three candidates;
- Prior approval of interviewees by the unit's Talent Acquisition Partner;
- Prior approval from the EOC Office of any pre-employment testing that the hiring unit or search committee wants to administer as part of the evaluation process; and
- Retention of all documentation relating to the search for a minimum of three years.
Disability and Religious Accommodations
Hiring units and/or selection committees must provide candidates selected for interview with contact information for the EOC Office to request accommodations needed for the application/interview process. For more information about disabilities and accommodations, contact the EOC Office.
Selection for Hire
The hiring unit must select for hire the best qualified applicant from those interviewed and must also follow the requirements set forth by OSHR and steps outlined on the OHR hiring manager information webpage, which includes:
- Applying the special employment and reemployment consideration priorities outlined in the OSHR Selection of Applicants policy;
- Verifying management relationships to ensure compliance with the Nepotism and Interpersonal Relationships Policy and submitting an Employment of Related Persons Certificate, if needed;
- Submitting a completed hiring proposal to the unit's Talent Acquisition Partner via the applicant tracking system;
- Completing a minimum of two (2) required reference checks including the current and a previous supervisor (best practice is three (3) reference checks including the current and previous supervisors);
- Making a contingent offer of employment in writing before initiating the background check (if a decentralized department);
- Completing the required background check
- Completing education credentials and professional license verification (if applicable)
- Entering the appropriate non-selection reason for the applicants who were not selected
Contingent Offer
The Fair Chance to Compete for Jobs Act of 2019 requires that a contingent offer (also known as a conditional offer) be made prior to conducting a criminal background check and/or requesting that a candidate/appointee disclose criminal history record information. A contingent offer is a formal offer that is dependent upon satisfactory outcome of the background check process and other contingencies. A contingent offer may be rescinded if any of the contingencies are not satisfactorily completed.
When all appointment requirements have been satisfactorily completed, the final offer is made to the candidate. The Office of Human Resources is responsible for retaining contingent offer records per the University of North Carolina General Records Retention and Disposition Schedule.
Post-Offer Process
Once the unit's Talent Acquisition Partner extends the job offer to the candidate, to complete the hiring process the candidate must:
Special note: SHRA positions do not qualify for H-1B visas.
Appeal Rights: Refer to the UNC System Office SHRA Employee Grievance Policy for information on applicable appeals for applicants, employees and veterans regarding hiring actions for SHRA permanent and time-limited positions.
Related Requirements
External Regulations and Consequences
University Policies, Standards, and Procedures
Related Forms
Contact Information
Policy Contact
Contact: Assistant Director, Employment (OHR)
Telephone: 919-843-2300
Email: hr@unc.edu