Checklist for Employment of Permanent EPA Staff
Using the On-line Application Process

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Recruitment Process

_____ 1. Unit Head identifies the need to fill a vacant position, confirms that the position description and statement of physical requirements are up-to-date, and obtains authorization to recruit from Division Designee/Vice Chancellor.

_____ 2. In extraordinary circumstances when it is not possible or appropriate to conduct a regular national/regional search, Unit Head prepares Request for Waiver of Search for EPA Staff (AA-23) to make an interim appointment of up to one year.

_____ 3. Division Designee approves waiver of search for temporary or interim appointments of up to one year as appropriate.

_____ 4. Unit Head or Division Designee appoints and charges search and screening committee.

_____ 5. Unit Head recommends Plan for Recruitment of EPA Staff (AA-22) to the Division Designee and provides ready-to-mail advertisements. The advertisement must require our on-line application process, reference to our website at https://jobs.uncc.edu and list documents to be included electronically with the on-line profile. [The profile completed by all applicants will include the demographic data formally requested through the HR letters sent in the past. The profile will contain all information in AA-33—thus making this document unnecessary. The profile will not contain any educational or experience background so applicants will need to attach a resume. If the unit/division wants to provide additional general information or very specific guidelines about attachments, a link to the unit/division website should be a part of the advertisement.]

_____ 6. Division Designee forwards an information copy of the Plan for Recruitment of EPA Staff (AA-22) to the University’s Affirmative Action Officer along with advertisement for posting on our website.

_____ 7. Division Designee’s Office mails advertisements and processes direct pays for payment.

_____ 8. As applicants apply for a position, an automated e-mail is sent to them provided they included their e-mail address.

Screening Process

_____ 1. Guest user account is assigned from HR & then unit conducts initial screening of applications to identify applicants who do not meet the 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 Selected as Finalist.” An email is automatically generated once their status is changed in the system to inform them they are not being considered for the position.

_____ 2. Unit conducts additional screening to identify a smaller pool of candidates that meet all the criteria of the job description. If a candidate’s electronic file is incomplete, the department will need to request additional information to complete the file.

_____ 3. Unit screens completed electronic files to identify those to be invited to campus for interviews. The list of applicants is updated for submission as part of the Report of Recruitment Results and Request to Interview EPA Staff Candidates (AA-24).

Interview Process

_____ 1. Unit consults with appropriate offices to determine possible dates for interview and the visa status of non-resident aliens.

_____ 2. Unit Head completes Foreign Visitor Information Form for each non-resident alien to be interviewed.

_____ 3. Unit Head prepares pages 1 and 2 of the Report of Recruitment Results and Request to Interview EPA Staff Candidates (AA-24) and forwards a copy to the EO/AA Programs and Compliance Administrator to request completion of page 3.

_____ 4. Unit Head reviews information provided by EO/AA Programs and Compliance Administrator and incorporates page 3 Programs and Compliance Administrator into the AA-24 and forwards the completed form (including the completed files for the candidates and Visitor Information Forms and IRS 8233 Forms for non-residential aliens recommended for interview) to the Division Designee for approval.

_____ 5. Division Designee approves the Report of Recruitment Results and Request to Interview EPA Staff Candidates (AA-24), informs the Unit Head, and forwards a copy of page 1 of the form (with original signatures) to the Travel Clerk in Financial Services.

_____ 6. Travel Clerk provides information required to complete travel and housing arrangements for candidates to be interviewed.

_____ 7. Unit makes final arrangements for interviews and distributes interview schedule and itinerary to participants in the interviews.

_____ 8. During the Interview, candidate completes the Criminal Background Check Disclosure Form (AA-38). Also during the interview, Unit obtains candidate’s social security number and signature on Travel Reimbursement Form.

_____ 9. Unit receives statement of travel expenses and receipts from candidates and submits them to Division Designee’s Office for authorization of payment.

_____ 10. Division Designee’s Office approves Travel Reimbursement Form and forwards it to Financial Services for payment.

_____ 11. Financial Services processes Travel Reimbursement Form and mails reimbursement check to the candidate.

Appointment Process

_____ 1. Unit Head considers opinions of participants in the interviews and selects the finalist to be recommended for appointment.

_____ 2. Unit Head verifies previous work experience using the Verification of Credentials for EPA Staff (AA-34 Staff) form.

_____ 3. Unit Head/Division Designee negotiates terms and conditions of appointment with the candidate.

_____ 4. Unit Head prepares Recommendation for Appointment of EPA Staff (AA-25) and forwards it with the candidate’s complete file to the Division Designee.

_____ 5. Division Designee approves the Recommendation for Appointment of EPA Staff (AA-25) and submits it with the candidate’s complete file and copies of the Plan for Recruitment of EPA Staff (AA-22), Report of Recruitment Results and Request to Interview EPA Staff Candidates (AA-24), copy of the EPA Profile form, Verification of Credentials (AA34 Staff) and PD-7 to the Vice Chancellor.

_____ 6. Vice Chancellor or Division Designee prepares and mails Agreement for Appointment of Full-Time EPA Staff (AA-26) with cover letter and required enclosures to the candidate. When signed agreement is returned, Unit Head then forwards completed Criminal Background Check Disclosure Form to Academic Affairs for the selected candidate.

_____ 7. Vice Chancellor forwards the accepted Agreement for Appointment of Full-Time EPA Staff (AA-26) with complete file containing 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), PD-7, Resume, Official Transcripts, copy of the EPA Profile form, Letters of Recommendation, and Verification of Credentials for EPA Staff (AA-34 Staff) to the Office of Academic Affairs. Administrator changes status on remaining candidates in pool to applicants “not selected as finalist” or “finalist” which completes the on-line process.

_____ 8. Academic Affairs establishes the Chancellor’s personnel file for the staff member.

_____ 9. Academic Affairs sends a copy of the Recommendation for Appointment to the University Affirmative Action Officer for evaluation of the effectiveness of affirmative action recruitment efforts.

_____ 10. Academic Affairs submits PD-7 to the Budget Office and Human Resources.

_____ 11. The University Affirmative Action Officer prepares a written evaluation of the effectiveness of affirmative action recruitment efforts that is provided to the appropriate Vice Chancellor at the conclusion of recruitment each year.