IV. Faculty Interview Process

When the short list of top candidates for a position has been compiled and the candidates to be invited to campus for interview are selected, the recruiting department compiles a report of recruitment results and requests authorization to interview. This is accomplished by completing and processing a Report of Recruitment Results and Request to Interview (Form AA-04). The recruiting unit completes the first two pages of the form and forwards a copy to the EO/AA Programs and Compliance Administrator in the Department of Human Resources thereby requesting completion of the third page. The EO/AA Programs and Compliance Administrator completes the third page and sends it to the recruiting department. The recruiting department forwards the completed form including the third page completed by Human Resources to the Dean for approval.

Special procedures are involved when candidates for interview are non-resident aliens (See Section IV.A.)

A. Request for Authorization to Interview Candidates

Invitations to candidates for on-campus interviews must be authorized in advance by the Dean. Preparation of the request for authorization to interview should include consultation with appropriate offices to determine possible dates available for interview. The offices to be contacted will depend on the type of position to be interviewed.

All candidates are interviewed by the Department Chair and Dean. The Provost and Chancellor interview all candidates for distinguished professorships (unless schedule conflicts would disrupt the interview process) and for appointment as department chairs. The Dean of the Graduate School interviews all candidates for distinguished professorships and, on the recommendation of the Dean of the recruiting unit, other senior candidates expected to have a major impact on graduate programs. The Provost and the Dean of the Graduate School may be requested to interview candidates for other faculty appointments at the request of a Dean.

A Report of Recruitment Results and Request to Interview (Form AA-04), credentials, and justification for each candidate to be interviewed must be processed far enough in advance of proposed interview dates to allow for careful review by the Dean. Justifications for interviews are expected to address the following: (1) relevant prior experience, (2) academic preparation and specialization, (3) qualifications specifically relevant to the position, and (4) other qualifications and experience relevant to educational diversity and other goals and programmatic needs of the department, college, and university. Note: While unofficial copies of transcripts may be sufficient for interviewing, an official transcript showing the highest degree earned by the candidate recommended for appointment must be submitted to the Office of Academic Affairs as part of the official personnel file within 30 days of the recommendation for appointment. (SACS requires the transcript to be kept on file and it is used to meet State requirements for reporting and verification of credentials.)

Review of Visa Status of Non-Resident Aliens. If a candidate to be interviewed is not a U.S. citizen or permanent resident (See List of Visa Categories), the Director of the International Student/Scholar Office is consulted to review the candidate's current visa status and to assist the recruiting unit with the procedures for hiring foreign faculty/staff members. A completed UNC Charlotte Visitor/Information Form and an IRS Form 8233 signed by the candidate must accompany the Request to Interview.

B. Report of Recruitment Results

The Report of Recruitment Results and Request to Interview form is used by the recruiting department to provide documentation regarding: (1) all the applications received for the position and (2) affirmative action data obtained from the EPA Faculty Profile. The EO/AA Programs and Compliance Administrator supplies a summary of the information disclosed by applicants on the EPA Faculty Profile and relevant information from the Affirmative Action Plan.

C. Consideration of Candidates for whom English is a Second Language

Candidates for whom English is a second language may be required to make a formal presentation (e.g. teach a class, make a research presentation, or submit a video of teaching) to enable an assessment of their command of the English language in a teaching context. The Director of UNC Charlotte's English Language Training Institute or his or her representative will observe this presentation and submit such assessment to the chair in an observation report. The chair and dean may consider this observation report in making a recommendation for appointment. If the candidate is appointed as a faculty member, the observation report may signal the need for an appropriate ELTI support program for that faculty member as he or she begins work at UNC Charlotte.

Candidates for positions in the Department of Languages and Culture Studies are interviewed both in English and the language they will teach.

D. Authorization to Interview Candidates

After reviewing the report of recruitment results and the credentials and justification for interview of each candidate, the Dean uses the Report of Recruitment Results and Request to Interview (Form AA-04) to indicate approval, required modifications, or denial of the request for authorization to interview candidates. The original form is forwarded to the Office of Academic Affairs as part of the appointment file when an offer of appointment has been accepted.

E. Arrangements for the Interview

Final arrangements for the interview are made as soon as Form AA-04 has been approved by the Dean. This involves:

• making arrangements for the candidate's travel and accommodations;
• establishing an interview schedule and itinerary for the visit; and
• distributing the interview schedule and itinerary to participants in the interview.

If the Chancellor, Provost and/or the Dean of the Graduate School are to interview the candidate, the Dean's Office makes the arrangements and forwards a copy of the candidate's interview schedule and file far enough in advance of the interview to provide the interviewer(s) an opportunity to review the candidate's file.

F. Travel Authorization and Arrangements

To qualify for reimbursement of travel expenses, the candidate’s travel must be approved in advance of the visit. (State funds may not be used to reimburse travel expenses for members of the candidate’s family.) The recruiting department accomplishes this by completing the Report of Recruitment Results and Request to Interview (Form AA-04) and specifying the estimated cost of travel, including hotel and meals. Note: The first page of AA-04 replaces the Travel Authorization form previously required if the following information is provided for each candidate to be interviewed:

Name: Traveler’s Name

Travel From: Point of departure

Anticipated Travel Dates: Enter the beginning and end dates of the travel.

Hotel Voucher Number Needed: Check this line on the form to obtain a hotel reservation voucher number. A voucher number is assigned by the accounts payable travel clerk and communicated to the department. When making the hotel reservations, the hotel will require the voucher number as a part of the reservation information. This voucher number gives the hotel the authority to invoice the University for the lodging. Leave the line blank if the candidate will not be staying at a hotel that has a direct billing agreement with the university. See UNC Charlotte Direct Billing Hotels. (Scroll to bottom of page for list).

Mode of Transportation: Please specify the mode of transportation; air, personal auto, rental, other (specify).

Airline Travel Code Needed: Check this line to obtain an airline travel code if the department is making the reservation for the candidate. A travel code is assigned by the accounts payable travel clerk and communicated to the department. The University's travel agent (AAA) will require the travel code in order to make the reservation. This code gives the travel agent (AAA) the authority to invoice the University for the airline travel. Leave the line blank if the candidate is making the reservation.

Rental Vehicle Authorized: Check this line if a rental car is necessary and the Dean is giving advance authorization for the rental.

Estimated Cost: Enter estimated expenses for transportation, subsistence at the in-state rate, and total expenses.

Excess Lodging Including Tax: If lodging expenses exceed the State rate, they must be approved in advance. Indicate the total per night (including tax) if lodging exceeds the approved in-state limit.

Account Numbers: Provide the University account number(s) against which the expenses will be charged.

The Dean's office is responsible for forwarding a copy of the first page of AA-04 with original signatures to the Travel Clerk in Financial Services before the travel dates.

Following are guidelines to facilitate travel authorization and arrangements:

1. Arrange interview dates to take advantage of the best airline rates available for dates mutually agreeable to the recruiting unit and the candidate and determine whether the department or candidate will make the reservations.

The department can make reservations and send the candidate a prepaid ticket or the candidate can purchase the ticket and be reimbursed. Since the best airfares often are available for nonrefundable tickets or tickets that charge a penalty if changes are made, prepaid tickets should be used prudently.

Clarify that the State will reimburse air travel only at the coach rate and that it may pay mileage (as of 1/1/08, 50.5 cents per mile) for a private automobile up to the cost of coach airfare for the same trip.

2. To take advantage of the State rate for local motels, please contact the Travel Desk at x74089 for a recent list of hotel rates in our area.

• The travel Clerk must have a copy of the first page of the Report of Recruitment Results and Request to Interview (Form AA-04) approved by the Dean in order to assign the voucher number. That form must clearly specify the dates of travel and the number of nights of lodging that are authorized.
• Only the room and tax charges will ge billed to the University through this process. Any additional expenses must be paid by the candidate and, if appropriate, reimbursed through normal procedures. Candidates are responsible for paying personal expenses including telephone calls, laundry and cleaning.
• The University will pay only for the number of nights authorized by the first digit in the voucher number. The maximum number of nights that can be reimbursed from State funds is three (3) unless documentation is provided that demonstrates an overall savings to the State due to decreasing airfare resulting from additional days of layover in Charlotte. Lodging for additional nights not supported by decreased airfare must be paid from non-state funds.

3. Explain that the candidate must pay any travel expenses not arranged to be prepaid or billed directly to the University but will be reimbursed after the visit. Airline ticket, hotel, parking, and taxi receipts are required. Receipts for meals are not required. Use of a rental car requires special prior approval which is obtained by submitting a justification for use of rental car with the request for authorization to interview.

4. During the campus visit, the candidate's signature and social security number are obtained on the travel reimbursement form.

G. Reimbursement of Travel Expenses

Travel expenses of a candidate are reimbursed from resources allocated to the colleges. Deans authorize reimbursement on the basis of a properly completed Request for Reimbursement of Travel Expenses with required receipts and a copy of the first page of the Report of Recruitment Results and Request to Interview (Form AA-04).

Guidelines for Reimbursement of Travel Expenses. Following are guidelines to facilitate the reimbursement of travel expenses:

1. Each candidate is asked to sign a Request for Reimbursement of Travel Expenses during the interview and to provide his/her social security number and the address to which the reimbursement is to be sent. The recruiting department completes the Request after receiving an itemized list of expenses and the required receipts from the candidate. The completed form is sent to the Dean's Office for approval and an account number. The Dean's Office submits the Request to the travel clerk for processing. The reimbursement check is mailed directly to the candidate by Accounts Payable.

2. Candidates must pay all expenses not arranged to be prepaid or billed directly to the University. They must provide receipts for airfare, hotel (unless the University has arranged direct billing), taxi over $20 one way or $40 round trip), and parking (over $3).

• Airport parking is limited to 96 hours and a receipt is required
• Candidates who travel by air can be reimbursed only at the tourist (coach) rates. We are allowed to pay mileage for a private automobile up to the cost of coach airfare for the same trip.
• The cost of rental cars cannot be reimbursed unless approval for their use has been obtained in advance. Approval for use of a rental car is based on a justification submitted with the Report of Recruitment Results and Request to Interview (Form AA-04).
• State resources may not be used to reimburse for the following: purchase of alcoholic beverages, telephone calls, travel expenses for other than the candidate.

Reimbursement of Faculty Members for Purchase of Meals for Candidates and Faculty Entertainment Expenses. The following procedure is followed to reimburse a faculty member for purchase of meals for a candidate.

1. The recruiting department prepares a check request made payable to the faculty member, attaches receipt(s) for meal(s), and submits it to the Dean's Office with the request for travel reimbursement for the candidate.

2. The check request identifies the faculty candidate by name and specifies the date and type (breakfast, lunch, dinner) of meal.

3. The cost of the meal(s) for the candidate may be reimbursed at the in-State subsistence rate from a State 925000 (domestic) or 926000 (foreign) travel account.

4. Any amount over the in-State subsistence rate for the candidate, the cost of meal(s) for the faculty member, and the cost of alcoholic beverages must be reimbursed from a discretionary/institutional trust 951000 (Other Admin Expenses) account.

Reimbursement for Faculty Expenses. Academic Affairs allocates non-State resources to a College Faculty Recruitment Discretionary Account to be used by the Dean to reimburse faculty members for expenses incurred while entertaining candidates, e.g., alcoholic beverages and meals for faculty members. The allocation is based on the number of tenure-track positions planned to be recruited during the year. Each college has a set of guidelines for use of these resources.

5. The check request to reimburse the faculty member is processed with the candidate's travel reimbursement form. The candidate's travel reimbursement form will not include meals for which a faculty member is being reimbursed.

H. Employee Benefit Information for Full-Time Faculty

A summary of Employee Benefit Information for Full-Time Faculty and another of Employee Benefit Information for Permanent Full-Time Staff Members are updated by the Benefits Office. Detailed information is available upon request from the Benefits Office (King 225) and each new employee receives a packet of information about employee benefit programs and options. The packet may be obtained from the Benefits Office anytime after an offer of employment is accepted.

Eligibility for Optional Retirement Program (ORP). The following employees are eligible for participation in optional retirement programs approved by the State: Lecturers and other Full-Time Special Faculty, Instructors, Assistant Professors, Associate Professors and Professors.

Effective Date for Health Insurance. The effective date for the health insurance benefit provided for eligible employees is the first of the month following employment. For example, faculty members employed on August 16 would have an effective date of September 1 provided proper application has been made. Contact the Benefits Office for additional information.

I. Authorization for Release of Information for Verification of Credentials, Statement of Selective Service Registration, and Notice of Immigration Law Requirements

The University is required to verify "credentials or other information significantly related to job qualifications" (i.e., information about qualifications and experience used to make the employment decision) within 90 days after the date of initial employment for each person employed by the State. Some of this information may be verified in letters of recommendation for the candidate that have been provided by appropriate authorities. Verification of this information may be requested orally or in writing. (See Section XII.G.) In addition, the University is required to verify that all employees are eligible for employment in the United States. (See Certification of Employment Eligibility.)

J. Negotiation of Salary and Other Terms and Conditions of Employment

The Chair/Dean are responsible for negotiations with the candidate regarding salary and other terms and conditions of employment, such as teaching load, laboratory start-up support, equipment, and moving expenses. The range of negotiation generally is limited, for example, by the salary resources allocated to the position and the availability of resources to support other needs. Since not all candidates are equally experienced or skilled in negotiation, care should be taken not to disadvantage the less experienced negotiator who presents comparable professional qualifications.

The Dean is expected to consult with the Provost before making even an informal offer against resources, such as moving expenses, that are not within control of the Dean.

K. Review of Criteria and Procedures for Evaluation of Tenure-Track Faculty Members

The Chair and Dean are responsible for discussing the criteria and procedures for evaluation of faculty performance at each level of review (department, college, and University) with each candidate interviewed for a tenure-track appointment.