Checklist for Employment of Permanent EPA Staff



2124075-351790The University of North Carolina at CharlotteCharlotte, NC 28223Checklist for Employment of Permanent EPA StaffForms Referenced in this Checklist can be found at: ProcessResponsibility__/__/__1.Identify the need to fill a vacant positionUnit Head__/__/__2.Confirm that the position description and statement of physical requirements are up-to-dateUnit Head__/__/__3.Obtain authorization to recruit from Division Designee/Vice Chancellor.Unit Head__/__/__4.Appoint and charge search and screening committee.Unit Head or Division Designee__/__/__5.Recommend Plan for Recruitment of EPA Staff (AA-22) and submit to the Division Designee for signature.Unit Head__/__/__6.Approve and sign the Recruitment Plan for EPA Staff (AA-22) and inform the Unit that they may proceed. Division Designee__/__/__7.Email the signed AA-22 and advertisement to eparecuritment@UNCC.edu. Advertisement and/or job description must be in Word format.Division Designee__/__/__8.All advertising, including and The Charlotte Observer, is coordinated through Graystone Group Advertising. Please contact Linda Reed at 203/549-0060 ext. 314 or email at ads@. All advertisements must require online-application process and include the AA/EOE statement, the criminal background statement and the position number.Division DesigneeScreening ProcessResponsibility__/__/__1.Guest user account for on-line application software is assigned when position is posted and emailed to department contact.Human Resources__/__/__2.Conduct 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. Unit Head__/__/__3.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 an email address, once their status is changed in the system to inform them they are no longer being considered for the position. Hiring Manager__/__/__4.Conduct 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.Search Committee__/__/__5.Screen completed electronic files to identify those to be invited to campus for interviews. Search Committee__/__/__6.Update the list of applicants for submission as part of the Report of Recruitment Results and Request to Interview EPA Staff Candidates (Form AA-24), which will be submitted to HR prior to scheduling interviews.Search CommitteeInterview ProcessResponsibilityFor 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__/__/__2.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 contact the Director of the International Student/Scholar Office (x77746) as soon as possible to discuss potential employment status and eligibility matters.Unit Head__/__/__3.Prepare Section 1 of the Report of Recruitment Results and Request to Interview EPA Staff Candidates (AA-24) and forward a copy electronically to (EPARecruitment@uncc.edu) to the HR Affirmative Action Office to request completion of Sections 1, 2, and 3 as appropriate.Unit Head__/__/__plete Sections 1, 2 and 3 of the Report of Recruitment Results and Request to Interview EPA Staff Candidates (AA-24) and return to Unit.HR Affirmative Action Office__/__/__5.Review the completed AA-24 received by the HR – Affirmative Action Office and complete Section 4. Unit Head__/__/__6.Forward the completed AA-24 form (with the completed files for the candidates recommended for interview) to the Division Designee for approval.Unit Head__/__/__7.Approve the Report of Recruitment Results and Request to Interview EPA Staff Candidates (AA-24). Informs the Unit Head that they may proceed. Division Designee__/__/__8.Make final arrangements for interviews and distributes interview schedule and itinerary to participants in the interviews.Search Committee__/__/__9.During the Interview, complete the *Criminal Background Check Disclosure Form (Form AA-38) and Taxpayer Information Form (if applicable.) CandidateAppointment ProcessResponsibility__/__/__1.Consider opinions of participants in the interviews and selects the finalist to be recommended for appointment.Unit Head__/__/__2.Department must fill out the top portion of the completed CBC form and fax completed Criminal Background Check Disclosure Form (AA-38) to Human Resources at 7-5255 for the selected final candidate. Do not move forward until you have received notification from HR that a satisfactory background check has been received. Unit Head__/__/__3. Prior to making an offer, confirm proposed salary with Human Resources.Unit Head__/__/__plete Verification of Credentials for EPA Staff (AA-34 Staff) form for the selected candidate.Unit Head__/__/__5.Negotiate terms and conditions of appointment with the candidate.Unit Head / Division Designee__/__/__6.Prepare Recommendation for Appointment of EPA Staff (AA-25) and forward it with the candidate’s complete file to the Division Designee. Unit Head__/__/__7.Approve and sign the Recommendation for Appointment of EPA Staff (AA-25) Division Designee__/__/__8. Submit PD-7 and candidate’s complete file to the Division Designee or Vice Chancellor for approval and signatures. Complete file consists of:Unit HeadPlan 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 HRMSVerification of Credentials (AA34 Staff)Updated position (job) descriptionResumeCriminal Background Check Disclosure Form (AA-38)Foreign Visitor Information Form for non-residential aliens, if applicablePrepare and mail Agreement for Appointment of Full-Time EPA Staff (AA-26) with cover letter and required enclosures to the candidate. __/__/__9.Once reviewed and signed by Division Designee or Vice Chancellor, forward the complete file to Human Resources. Vice Chancellor or Division Designee__/__/__10.Change status on remaining candidates in pool to applicants “not selected as finalist” or “finalist” for the selected candidate, which completes the on-line process.Vice Chancellor__/__/__11.Email eparecruitment@uncc.edu and request to close posting.Hiring manager__/__/__12.Shred any remaining criminal background consent forms for candidates not selected. These cannot be kept in the department.Hiring manager__/__/__13.Establish the Chancellor’s personnel file for the staff member, which is kept in the department office.Hiring Manager__/__/__14.Submit PD-7 to the Budget Office and Human Resources.Human Resources__/__/__15.Send a copy of the Recommendation for Appointment to the University Affirmative Action Officer for evaluation of the effectiveness of affirmative action recruitment efforts.Human Resources__/__/__16.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.Human Resources ................
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