Body
Unit Procedure
Title
Carolina Performing Arts: Procedure for Student Staff Hiring
Introduction
Purpose
To outline the standardized process for recruiting, interviewing, selecting, and communicating with candidates for Carolina Performing Arts (CPA) student staff positions during the summer hiring cycle.
Scope
This procedure applies to all CPA student staff hiring managers and the Assistant Director of People and Culture. It governs all hiring activities related to student employment for the upcoming academic year, beginning with the summer recruitment cycle.
Responsibilities
Student Staff Managers (SSM): Responsible for application review, candidate selection for interviews, conducting interviews, completing evaluations, and participating in final selection discussions.
Assistant Director of People and Culture (ADPC): Responsible for managing SharePoint list updates, triggering automated candidate communications, coordinating interview and offer processes, and maintaining candidate status records
Procedure
Application Submission
Students submit their applications. Responses are recorded in both the Student Employee Application Excel spreadsheet and the Carolina Performing Arts Student Staff Application SharePoint list.
Interview Selection
SSM review applications and identify candidates for interview consideration. The selected candidate names are emailed to the ADPC.
Upon receiving the interview lists, the ADPC updates the relevant fields in the SharePoint list to reflect which departments have selected each candidate for an interview.
This update triggers an automated email to the student with the appropriate manager’s Microsoft Bookings link for interview scheduling.
Candidates schedule their interviews using the provided booking link. Managers conduct interviews as scheduled and complete the Interview Evaluation Form immediately following each interview.
Post-Interview Follow-Up
Submission of the Interview Evaluation Form triggers an automated email to the student containing information on next steps, including:
- I-9 employment eligibility documentation requirements
- Upcoming student staff orientation dates
- Instructions for International Students to apply for a SSN
Candidate Selection
Following the completion of interviews, all SSMs convene to discuss interview outcomes and determine which candidates will receive offers.
Offer Status Update
Offer Letter: ADPC records offer decisions in the SharePoint list, specifying which department is extending each offer. This action triggers the generation and distribution of formal Offer Letters to selected candidates.
Spring Consideration: Managers indicate whether they would like the candidate to be considered for future spring hiring opportunities. The ADPC updates this status in the SharePoint list.
Disposition: The ADPC updates the SharePoint list to reflect their final status. This action triggers an automated "Application Status Update" letter notifying the candidate of the outcome.
Contact Information
Any reader of this Procedure needs to be able to contact someone with questions about this Procedure or to provide feedback. The Procedure can name:
- A particular individual (i.e. John Doe),
- A specific title (i.e. Associate Director of Ethics and Policy), or
- A general contact (i.e. policy@unc.edu).
That person will be the point of contact for all questions relating to the Procedure in general.
If there are individuals/groups that have particularized knowledge of subsections of this Procedure, those people/groups may be listed under “Other Contacts” to provide additional information to the reader.
Primary Contact
Name: Jah'Mar Coakley, Assistant Director of People and Culture
Telephone: 919-843-7776
Email: CPABusinessOffice@unc.edu
Important Dates
- Effective Date and title of Approver: Jah'Mar Coakley, Assistant Director of People and Culture
- Effective Date: July 1, 2025
- Approver: Jah'Mar Coakley
- Next Review Date: July 1, 2026