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The University of North Carolina at Charlotte Charlotte, NC 28223 Checklist for Employment of Permanent EPA Staff Forms Referenced in this Checklist can be found at: http://hr.uncc.edu/epa-non-faculty-administration/epa-staff-forms
Recruitment Process Responsibility __/__/__ 1. Identify the need to fill a vacant position Unit Head Confirm that the position description and statement of physical requirements are __/__/__ 2. Unit Head up-to-date __/__/__ 3. Obtain authorization to recruit from Division Designee/Vice Chancellor. Unit Head Unit Head or __/__/__ 4. Appoint and charge search and screening committee. Division Designee Recommend Plan for Recruitment of EPA Staff (AA-22) and submit to the Division __/__/__ 5. Unit Head Designee for signature. Approve and sign the Recruitment Plan for EPA Staff (AA-22) and inform the Unit __/__/__ 6. Division Designee that they may proceed. Email the signed AA-22 and advertisement to [email protected]. __/__/__ 7. Division Designee Advertisement and/or job description must be in Word format. All advertising, including careerbuilder.com and The Charlotte Observer, is coordinated through Graystone Group Advertising. Please contact Linda Reed at __/__/__ 8. 203/549-0060 ext. 314 or email at [email protected]. All advertisements Division Designee must require online-application process and include the AA/EOE statement, the criminal background statement and the position number.
Screening Process Responsibility Guest user account for on-line application software is assigned when position is __/__/__ 1. Human Resources posted and emailed to department contact. Conduct initial screening of applications to identify applicants who do not meet the __/__/__ 2. Unit Head minimum criteria advertised for the position and who will not be considered further. The ineligible applicants can be coded using the on-line application software as “Not Best Qualified (EPA)”. An email is automatically generated, if they provided __/__/__ 3. Hiring Manager an email address, once their status is changed in the system to inform them they are no longer being considered for the position. Conduct additional screening to identify a smaller pool of candidates that meet all __/__/__ 4. the criteria of the job description. If a candidate’s electronic file is incomplete, the Search Committee department will need to request additional information to complete the file. Screen completed electronic files to identify those to be invited to campus for __/__/__ 5. Search Committee interviews. Page 2 of 3 Updated 06/2014 ald
Update the list of applicants for submission as part of the Report of Recruitment __/__/__ 6. Results and Request to Interview EPA Staff Candidates (Form AA-24), which will Search Committee be submitted to HR prior to scheduling interviews.
Interview Process Responsibility
For travel procedures (travel authorizations, travel reimbursements, etc) pertaining to candidate interviews please refer to the Travel Manual. __/__/__ 1. Consult with appropriate offices to determine possible dates for interviews. Search Committee Special note about non-residents: Complete Foreign Visitor Information Form for each non-resident alien to be interviewed. It is advisable that the hiring authority __/__/__ 2. Unit Head contact the Director of the International Student/Scholar Office (x77746) as soon as possible to discuss potential employment status and eligibility matters. Prepare Section 1 of the Report of Recruitment Results and Request to Interview EPA Staff Candidates (AA-24) and forward a copy electronically to __/__/__ 3. Unit Head ([email protected]) to the HR Affirmative Action Office to request completion of Sections 1, 2, and 3 as appropriate. Complete Sections 1, 2 and 3 of the Report of Recruitment Results and Request to HR Affirmative __/__/__ 4. Interview EPA Staff Candidates (AA-24) and return to Unit. Action Office Review the completed AA-24 received by the HR – Affirmative Action Office and __/__/__ 5. Unit Head complete Section 4. Forward the completed AA-24 form (with the completed files for the candidates __/__/__ 6. Unit Head recommended for interview) to the Division Designee for approval. Approve the Report of Recruitment Results and Request to Interview EPA Staff __/__/__ 7. Division Designee Candidates (AA-24). Informs the Unit Head that they may proceed. Make final arrangements for interviews and distributes interview schedule and __/__/__ 8. Search Committee itinerary to participants in the interviews. During the Interview, complete the *Criminal Background Check Disclosure Form __/__/__ 9. Candidate (Form AA-38) and Taxpayer Information Form (if applicable.)
Appointment Process Responsibility Consider opinions of participants in the interviews and selects the finalist to be __/__/__ 1. Unit Head recommended for appointment. Department must fill out the top portion of the completed CBC form and fax completed Criminal Background Check Disclosure Form (AA-38) to Human __/__/__ 2. Resources at 7-5255 for the selected final candidate. Do not move forward until Unit Head you have received notification from HR that a satisfactory background check has been received. __/__/__ 3. Prior to making an offer, confirm proposed salary with Human Resources. Unit Head Complete Verification of Credentials for EPA Staff (AA-34 Staff) form for the __/__/__ 4. Unit Head selected candidate. Unit Head / __/__/__ 5. Negotiate terms and conditions of appointment with the candidate. Division Designee Prepare Recommendation for Appointment of EPA Staff (AA-25) and forward it __/__/__ 6. Unit Head with the candidate’s complete file to the Division Designee. __/__/__ 7. Approve and sign the Recommendation for Appointment of EPA Staff (AA-25) Division Designee Page 3 of 3 Updated 06/2014 ald
__/__/__ 8. Submit PD-7 and candidate’s complete file to the Division Designee or Vice Unit Head Chancellor for approval and signatures. Complete file consists of:
Plan for Recruitment of EPA Staff (AA-22) Report of Recruitment Results and Request to Interview EPA Staff Candidates (AA-24), Recommendation for Appointment of EPA Staff (AA-25) EPA Profile, printed from HRMS Verification of Credentials (AA34 Staff) Updated position (job) description Resume Criminal Background Check Disclosure Form (AA-38) Foreign Visitor Information Form for non-residential aliens, if applicable Prepare and mail Agreement for Appointment of Full-Time EPA Staff (AA- 26) with cover letter and required enclosures to the candidate. Once reviewed and signed by Division Designee or Vice Chancellor, forward the Vice Chancellor or __/__/__ 9. complete file to Human Resources. Division Designee Change status on remaining candidates in pool to applicants “not selected as __/__/__ 10. finalist” or “finalist” for the selected candidate, which completes the on-line Vice Chancellor process. __/__/__ 11. Email [email protected] and request to close posting. Hiring manager Shred any remaining criminal background consent forms for candidates not __/__/__ 12. Hiring manager selected. These cannot be kept in the department. Establish the Chancellor’s personnel file for the staff member, which is kept in the __/__/__ 13. Hiring Manager department office. __/__/__ 14. Submit PD-7 to the Budget Office and Human Resources. Human Resources Send a copy of the Recommendation for Appointment to the University Affirmative __/__/__ 15. Action Officer for evaluation of the effectiveness of affirmative action recruitment Human Resources efforts. Prepares a written evaluation of the effectiveness of affirmative action recruitment __/__/__ 16. efforts that is provided to the appropriate Vice Chancellor at the conclusion of Human Resources recruitment each year.