SHRA Direct Hire Temporary Hiring, Benefits Eligibility & Termination

Title

SHRA Direct Hire Temporary Hiring, Benefits Eligibility & Termination

Policy

Policy Statement

Hiring Process

Posting Temporary Positions

The federal Jobs for Veterans Act regulations require most temporary positions to be posted publicly before they can be filled. The intent of the Act is to make it easier for veterans to find jobs when they leave military service – an outcome the University fully supports. This amendment to the Vietnam Era Veterans' Readjustment Assistance Act requires government contractors to list job openings using an appropriate public posting method. This includes all positions except:

• Executive and top management positions,
• Positions that will be filled from within the University, or
• Positions lasting three days or less,

For more information on positions exempt from posting, please refer to the Temporary Position Posting FAQs.

To initiate a temporary posting for a direct hire temporary, departments may log into ConnectCarolina to access the PeopleAdmin recruitment system.

If a department wishes to pursue external advertising of a temporary position in addition to the UNC Job Board through the People Admin recruitment system, please contact the Direct Hire Temporary Coordinator in Employment & Staing.

Application Forms

Applicants are required to complete applications in order to apply for direct hire temporary positions posted in the University's PeopleAdmin recruitment system. As part of creating a new direct hire temporary-SHRA posting, the Department will decide which application form(s) they are willing to accept from applicants. Departments will have the option to select from the SHRA Application or SHRA Application (Short Form) – Quick Apply.

The standard SHRA Application contains specific sections for Education, Experience, and Additional Information, whereas the SHRA Application (Short Form) does not. If the department selects the SHRA Application (Short Form), OHR strongly recommends that the department require a resume in order to obtain education and experience details consistent with the posting requirements.

Interviewing

Interviews of applicants for temporary appointments are not subject to the guidelines for interviews established for SHRA permanent employment. Although it is not required, OHR encourages departments to interview a minimum of three qualified candidates for a temporary position. OHR and EEO do not routinely monitor how many interviews are conducted when a department makes a temporary hire.

That said, departments need to remain fair, consistent, and non-discriminatory with their selection processes. And, in the event a claim or audit occurs, the hiring manager must be able to explain and justify their selection to appropriate University oicials and/or external investigators.

Nepotism in Hiring (Employment of Relatives)

Relatives (as defined below) of current employees (permanent or temporary) may not be employed within the same department without review by and notice to Employment & Staing. If relatives are considered for employment, it is necessary for the department head to certify that such action will not result in one family member supervising another member of the immediate family. No family member may occupy a position which has influence over another employee's employment, transfer or promotion, salary administration, or other related management or personnel consideration.

Relatives are as follows: wife, husband, mother, father, brother, sister, son, daughter, grandmother, grandfather, grandson, granddaughter, and step-, half-, and in-law relations of this same list. Employment restrictions might also include others living within the employee's household or otherwise so closely identified with the employee as to suggest the potential for diiculty in the employment relationship. Relatives (or other closely ailiated persons) of current employees are not given preference in employment.

It is the responsibility of the hiring department to verify and ensure that this policy on employment of relatives is followed, complete an Employment of Related Persons Certificate and send the completed form to the Employment & Staing at the time of hire.

Teleworking Arrangements

Temporary employees are permitted to work in a teleworking arrangement. See the full Flexible Work Arrangements policy page for additional information.

Reference Checks

OHR strongly encourages departments to complete reference checks and credentials verification (if applicable) for all final candidates for temporary appointments.

Pre-employment Background Checking

The satisfactory completion of a criminal conviction check is required for all final candidates for SHRA temporary appointments prior to the employee's first day of work with the University. See the policy on Pre-employment Background Checking for more information.

Offering Employment

Documentation

The following employment documentation must be completed by department and/or Employee at the time of hire:

• Conditions of Employment for Regular Temporary Employees
• Conditions of Employment for Intermittent Temporary Employees

The Conditions of Employment (COE) describes the terms and conditions of one's employment at the University and must be signed by every SHRA permanent and temporary employee at the time of hire. For additional information, see the Conditions of Employment for regular and intermittent temporaries in the Form Finder section of the HR website.

• Federal Form I-9

All U.S. employers are responsible for completion and retention of Form I -9 and completion of an E – Verify employment eligibility verification for each individual hired for employment in the United States, including citizens and noncitizens. The employer must verify the employment eligibility and identity documents presented by the employee and record the document information on the Federal Form I -9. Section One of the Form I -9 must be completed by the employee on or before the date employment begins. Section Two of the Form must be completed by a designated departmental HR representative within three days of the date employment begins.

Departments (usually HR Facilitators) are primarily responsible for completing Form I -9s for EHRA faculty/non-faculty and EHRA/SHRA direct-hire temporary staff, submitting Form I-9 information via Lawlogix, complying with stated deadlines and conducting periodic self -audits. For additional information, policies and procedures, see Employment Eligibility Verification and Form I-9 – Information for Departments.

• Tax withholding forms (W-4 and NC-4)

All new employees are required to complete federal and state tax withholding forms at the time of hire. Forms and additional information can be found in Payroll Forms in the Form Finder section of the HR website.

• Direct deposit form

All new employees who receive pay through Payroll Services are subject to the University E -Pay Policy and mandatory direct deposit. The Employee Direct Deposit policy can be found on the University Controller website. The direct deposit form and additional information can be found in Payroll Forms in the Form Finder section of the HR website.

Departments must complete the hiring process in the Human Resources Information System (HRIS). OHR recommends that the hiring process be completed prior to employment.

Orientation

Hiring oicials are responsible for providing an appropriate department orientation to all temporary employees.

Health & Safety Requirements

If an individual is employed by the University for more than 30 calendar days, s/he is required to attend the appropriate New Employee Safety Orientation training provided through the University's Department of Environment, Health & Safety (EHS). Employees working in a lab and/or clinic must attend the first available orientation.

If the employee's duties are in a health care environment, then the employee must provide the University Employee Occupation al Health Clinic (UEOHC) with a copy of his/her immunization records within his/her first 10 days at work. UEOHC will review the records and indicate if the employee will require further immunizations in order to stay in the position.

If an employee's duties expose his/her to blood borne pathogens or other potentially infectious material, the employee is required to attend the EHS OSHA Blood borne Pathogen training within his/her first 10 days at work and discuss the necessity of a Hepatitis B vaccination with the UEOHC.

All employees must comply with the University's policy on HIV-infected or Hepatitis B-infected employees engaged in University health care activities, including disclosure to their department head, dean, division chief, Senior Director of Employee & Management Relations, or chair of the University's AIDS Task Force if they are or become infected with either virus.

Benefits Eligibility

Benefits Programs

Temporary SHRA employees are eligible to participate in the following benefit programs:

• Tax-sheltered annuity [403(b)]
• North Carolina 457(b) Deferred Compensation Plan

Information about enrollment may be obtained from Benefits & Leave Administration.

Direct Deposit

Temporary SHRA employees are required to participate in payroll "direct deposit" into a bank or credit un ion account. New temporary employees must submit a pre-printed bank or credit union voided check along with the direct payroll deposit authorization (Form PR -8A or PR-8B) to the University Payroll Department by the end of their first work week. Temporary employees will not receive a paycheck from the University until the appropriate payroll forms have been completed and submitted.

Leave Programs

Temporary SHRA employees are not eligible to participate in any paid leave or paid time off programs, nor do they receive paid holidays.

Under very limited conditions, temporary employees may be eligible for Family and Medical Leave. See the Family and Medical Leave Policy for more information.

Training Programs

Temporary SHRA employees may participate in training programs provided through the Training & Development Department in the Oice of Human Resources on a space-available basis. Supervisor approval is required if the employee will be paid as work time or take time off to attend a training class. Permanent employees receive priority status in enrollment.

Contact Organizational & Professional Development at training_development@unc.edu or call 919-962-2550 for more information.

Termination

Temporary SHRA employees may be terminated at any time without prior notice or additional compensation. In addition, they are not eligible for layoff priority employment or severance pay.

Questions

If you have questions about this policy, contact the Employment Consultant in Employment & Staffi ng assigned to work with your department.

If you have questions about temporary postings, refer to the Temporary Position Posting FAQs or contact the Direct Hire Temporary Coordinator in Employment & Staffi ng.

Contact Information

Policy Contact