University Policy
Title
University of North Carolina at Chapel Hill Policy on Recruitment and Hiring for EHRA 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 the recruitment and hiring of permanent employees who are Exempt from the Human Resources Act ("EHRA").
Scope
This Policy applies to recruitment and hiring for EHRA permanent positions, including Senior Academic and Administrative Officers (“SAAO”), Exempt Professional Staff (“EPS”), and faculty.
Policy
Policy Statement
All hiring selection decisions and final offers must be based solely on the following:
- 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.
Hiring units must follow all recruitment, posting, and selection requirements identified in UNC System Office and University policies and other relevant laws. To accomplish this, hiring 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 webpage:
All University employees, hiring units, hiring managers, and search committees must abide by the University Policy Statement on Non-Discrimination.
Recruitment and Selection Process Requirements
A. Position Description
To post and recruit for an EHRA position, the hiring unit must create a position description, the OHR EHRA Human Resources unit must approve the position description, and the position description must be on file in the University's position management system.
B. Hiring Standards
Each EHRA position must comply with applicable standards for minimum training and experience (knowledge, skills, abilities, and/or competencies) that are deemed necessary for successful job performance as set by UNC System Office, Southern Association of Colleges and Schools Commission on Colleges and/or unit personnel policies, Hiring units are responsible for determining any job-related competencies in addition to external standards and, in consultation with the OHR EHRA Human Resources unit, any additional preferred job-related qualifications.
C. Posting Requirements
There are specific posting requirements for EHRA position vacancies. The OHR Employment and Staffing unit must approve all posting requests and ensure compliance with all posting requirements. Unless otherwise approved, all vacancies must be posted as follows:
- Tenure/Tenure Track faculty, Administrative Appointments with faculty rank (e.g., provosts, deans, chairs), and SAAO positions: minimum of 30 calendar days.
- Fixed-Term faculty and EHRA Non-Faculty EPS positions: minimum of 14 calendar days.
- Part time faculty positions: minimum of 3 calendar days.
D. Internal Only Recruitment
Subject to limitations and required approvals, hiring units may choose to post positions as available to existing University employees only.
E. Waiver of Posting
Requests for waiving the posting requirements will be approved only in extenuating circumstances as described in the EHRA Waiver of Recruitment Procedures. Waiver requests must be approved by OHR prior to making an offer.
F. 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.
G. 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. The search firm must follow the procedural requirements set forth in this and relevant University policy.
Application Submission
A. How to Apply
All applicants must use the University's online applicant portal to submit an application for each posting for which they wish to be considered no later than 11:59 p.m. EST on the position's posted closing date. The University's OHR Employment and Staffing unit is available for those who need assistance with the applicant portal.
B. Application Falsification
Individuals who knowingly and willfully submit false or misleading information or fail to disclose relevant information 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. The University is required by law to verify an applicant’s representations about credentials and other qualifications relevant to employment. Additional requirements related to application falsification are outlined in The UNC Policy Manual, 300.2.3[R].
Applicant Screening and Selection Process
A. Applicant Review Process
Hiring units and search committees must follow the selection requirements outlined in the Recruitment Tools. These requirements include:
- Completing the mandatory search committee trainings prior to engaging in the search process;
- Creating a search committee with the required number of members;
- Screening and/or interviewing the required number of candidates;
- Acquiring all necessary approvals from OHR; and
- Requesting prior approval from the Equal Opportunity and Compliance Office (“EOC Office”) of any pre-employment testing that the hiring unit or search committee wants to administer as part of the evaluation process.
B. Disability, Pregnancy, and Religious Accommodations
Candidates may request accommodations at any point in the recruitment process from the EOC Office. However, 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 interview process. Requests for interview accommodations must be approved by the EOC Office prior to the interview. For more information about accommodations, contact the EOC Office.
C. Selection for Hire
The hiring unit must use identified objective standards to make hiring decisions and must also comply with University and UNC System Office policies by following the steps outlined in the Recruitment Tools, which include:
- Following the steps in the Nepotism and Interpersonal Relationships Procedure to ensure compliance with the University Policy on Nepotism and Interpersonal Relationships, if needed;
- Completing required reference checks;
- Submitting a completed hiring proposal for approval to the OHR EHRA Human Resources unit via the applicant tracking system (OHR will facilitate all necessary approvals (e.g. from the System Office) in this step);
- Once the hiring proposal is approved by OHR, making a contingent offer of employment in writing;
- After making a contingent offer, completing the required background check and all other appointment contingencies (See the University's Background Check Procedure);
- Making a final offer once the background check process and all other appointment contingencies have been satisfactorily completed;
- Entering the appropriate reasons for non-selection for the remaining applicants.
D. 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.
E. Final Offer and Completion of Recruitment Process
The hiring unit extends the final offer to the candidate. The candidate must, as applicable, complete the recruitment process by:
- Accepting the offered position in writing;
- Confirming the date of new employee orientation;
- Completing the following forms:
- Form I-9 - Employment Eligibility Verification (in compliance with the University’s Form I-9 & E-Verify Policy),
- State Creditable Service form, and
- Payroll forms; and
- Signing the relevant conditions of employment.
Candidates must be eligible to work in the United States on the date they begin employment at the University.
Records
The hiring unit, hiring manager, and search committee must maintain all records of the recruitment process in accordance with the University General Records Retention and Disposition Schedule.
Related Requirements
External Regulations
- The Code and UNC Policy Manual
- 300.2.3[R], Regulation Governing Fraudulent Job Applications
- 300.4.1, Policy on Interpersonal Relationships among Faculty, Staff, and Students
- 300.8.1, Selective Service Registration of Applicants for employment
- 300.8.7[R], Regulation on Pre-Employment Background Checks and Applicant Salary History
University Policies, Standards, and Procedures
Contact Information
Office of Human Resources
Unit: EHRA Human Resources
Email: ehranf@unc.edu
Unit: Employment and Staffing
Email: employment@unc.edu