Checklist for Employment of Permanent EPA ... - UNC Charlotte



2124075-351790The University of North Carolina at CharlotteCharlotte, NC 28223Checklist for Employment of Permanent EPA StaffForms Referenced in this Checklist can be found at: for the Recruitment__/__/__Review the UNC Charlotte Academic Personnel Procedures Handbook. Authority (Director, Unit Head, etc)Recruitment Process__/__/__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) to the Division Designee and provide ready-to-mail advertisements. Unit Head**Advertisement must require our on-line application process, and list documents to be included electronically with the on-line profile. Advertisements must also include the AA/EOE statement and the criminal background check statement__/__/__6.Approve the Recruitment Plan for EPA Staff (AA-22) and informs the UnitDivision Designee__/__/__7.Forward an information copy of the Plan for Recruitment of EPA Staff (AA-22) to the University’s Affirmative Action Officer.Division Designee__/__/__rm department to send advertisement electronically to Human Resources (EPARecruitment@uncc.edu)Division Designee__/__/__9.Mail advertisements and processes direct pays for payment.Division DesigneeAs 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 for on-line application software is assigned 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 Selected as Finalist.” An email is automatically generated, if they provided an email address, once their status is changed in the system to inform them they are not 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).Search CommitteeInterview ProcessFor 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 interview. If any top candidates are non-residents, 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.Search Committee__/__/__plete Foreign Visitor Information Form for each non-resident alien to be interviewed.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 (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 HeadDivision 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.CandidateAppointment Process__/__/__1.Consider opinions of participants in the interviews and selects the finalist to be recommended for appointment.Unit Head__/__/__2.Fax completed Criminal Background Check Disclosure Form (AA-38) to Academic Affairs for the selected candidate.Unit Head__/__/__plete Verification of Credentials for EPA Staff (AA-34 Staff) form for the selected candidate.Unit Head__/__/__4.Negotiate terms and conditions of appointment with the candidate.Unit Head / Division Designee__/__/__5.Prepare Recommendation for Appointment of EPA Staff (AA-25) and forward it with the candidate’s complete file to the Division Designee. Unit Head__/__/__6.Approve the Recommendation for Appointment of EPA Staff (AA-25) Division Designee__/__/__7.Submit PD-7 and candidate’s complete file to the Division Designee or Vice Chancellor. 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 FormVerification of Credentials (AA34 Staff)Updated position (job) descriptionResumeOfficial Transcripts (optional for EPA Staff hire) – Must be sent directly to the UniversityCriminal Background Check Disclosure Form (AA-38)Foreign Visitor Information Form for non-residential aliens__/__/__8.Prepare and mail Agreement for Appointment of Full-Time EPA Staff (AA-26) with cover letter and required enclosures to the candidate. Vice Chancellor or Division Designee__/__/__9.Forward the accepted Agreement for Appointment of Full-Time EPA Staff (AA-26) and PD-7 with complete file to the Office of Academic Affairs. Vice Chancellor__/__/__10.Change status on remaining candidates in pool to applicants “not selected as finalist” or “finalist” which completes the on-line process.Hiring manager__/__/__11.Email HR or Academic Affairs and request to close posting.Hiring manager__/__/__12.Establish the Chancellor’s personnel file for the staff member.Academic Affairs__/__/__13.Submit PD-7 to the Budget Office and Human Resources.Academic Affairs__/__/__14.Send a copy of the Recommendation for Appointment to the University Affirmative Action Officer for evaluation of the effectiveness of affirmative action recruitment efforts.Academic Affairs__/__/__15.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.University Affirmative Action Officer ................
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