Checklist For Employment of Full-Time Faculty

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Recruitment Process

_____ 1. Dean authorizes recruitment.

_____ 2. Department Chair requests waiver of search in extraordinary circumstances when it is not possible or appropriate to conduct a national search.

_____ 3. Dean approves waiver of search for temporary or interim appointment of one year or less. Provost and Chancellor must approve requests for a permanent waiver of search for tenure track appointments and other appointments of more than one year.

_____ 4. Department Chair or Dean appoints and charges search and screening committee.

_____ 5. Department Chair recommends Recruitment Plan (AA-02) to the Dean 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 faculty will need to attach a vitae. If the college/department wants to provide additional general information about the unit or very specific guidelines about attachments, a link to the college/department website should be a part of the advertisement.]

_____ 6. Dean approves the Recruitment Plan (AA-02) and informs the department.

_____ 7. Dean forwards an information copy of the Recruitment Plan (AA-02) to the University’s Affirmative Action Officer along with advertisement for posting on our website.

_____ 8. Advertisements are mailed and paid for by the College or Department office.

_____ 9. As applicants apply for 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 Search Committee 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 Finalists.” An email is automatically generated once their status is changed in the system to inform them they are not being considered for the position. (if they provided an email address on their EPA Faculty Profile.)

_____ 2. Search Committee conducts second 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. Search Committee screens completed electronic files to compile short list of top candidates and 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 (Form AA-04).

Interview Process

_____ 1. Department consults with appropriate offices to determine possible dates for interview. If any top candidates are non-residents, it is advisable that the department chair or hiring authority contact the Director of the International Student/Scholar Office (x77746) as soon as possible to discuss potential employment status and eligibility matters.

_____ 2. Department Chair prepares pages 1 and 2 of the Report of Recruitment Results and Request to Interview (Form AA-04) and forwards them with a copy of the justification for each candidate to be interviewed to the EO/AA Programs and Compliance Administrator to request completion of page 3 and comments on page 2 as appropriate.

_____ 3. Department Chair reviews the completed AA-04 received from EO/AA Compliance Administrator and forwards the completed form (with the completed files for the candidates recommended for interview) to the Dean for approval.

_____ 4. Dean provides information to the Office of Academic Affairs about candidates to be interviewed who are employed at another UNC institution.

_____ 5. Dean approves the Report of Recruitment Results and Request to Interview (Form AA-04), informs the Department Chair, and forwards a copy of page 1 of the form (with original signatures) to the Travel Desk in Financial Services.

_____ 6. The Dean's Office makes arrangements as appropriate for interviews by the Chancellor, Provost, and/or Dean of the Graduate School and provides copies of the candidate's materials to the interviewers.

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

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

_____ 9. Department receives statement of travel expenses and original receipts from candidates and submits them to Dean's Office for authorization of payment.

_____ 10. Dean's Office approves Travel Reimbursement Form and forwards it to Travel Desk for payment.

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

Appointment Process

_____ 1. Search Committee interviews and identifies the finalist(s) to be recommended for appointment.

_____ 2. Department completes Verification of Credentials For Faculty (AA-34 Fac) form for the selected candidate.

_____ 3. Chair/Dean negotiate terms and conditions of appointment with the candidate.

_____ 4. Department Chair attaches PD-7 to the Recommendation for Initial Appointment and forwards it with the candidate's file to the Dean.

_____ 5. Dean prepares and mails Appointment Agreement and cover letter to candidate offered a Special Faculty appointment or appointment as an Instructor or Assistant Professor. When signed agreement is returned, Dean then forwards completed Criminal Background Check Disclosure Form to Academic Affairs for the selected candidate.

_____ 6. Dean prepares Appointment Agreement and forwards Recommendation for Initial Appointment for Associate Professor or Professor with candidate's file to the Provost.

_____ 7. Provost issues Appointment Agreement with cover letter to candidates offered appointment as Associate Professor or Professor.

_____ 8. Dean forwards accepted appointments with complete file which includes Vitae, Official Transcript, Verification of Credentials for Faculty (AA-34 Fac), and copies of Recruitment Plan (AA-02), Report of Recruitment Results and Request to Interview (AA-04), Copy of the EPA Profile form, and Recommendation for Initial Appointment to the Office of Academic Affairs. Administrator changes status on the remaining candidates in pool to applicants “not selected as finalist” or ‘finalist” which completes the on-line process.

_____ 9. Academic Affairs prepares letters for Chancellor's signature to notify candidates of action taken by Board of Trustees.

_____ 10. Academic Affairs submits PD-7 to the Budget Office and establishes official personnel file for the faculty member.

_____ 11. Academic Affairs sends a copy of the Recommendation for Initial Appointment to the University Affirmative Action Officer for evaluation of the effectiveness of affirmative action recruitment efforts.

_____ 12. The University Affirmative Action Officer prepares a written evaluation of the effectiveness of affirmative action recruitment efforts that is provided to the Provost at the conclusion of recruitment each year.