REG 05.05.01 – Application for SHRA Employment

Authority: Vice Chancellor for Finance and Administration

History: First Issued: October 1, 2002. Last Revised: February 20, 2013.

Additional References:
Employment Application
Recruitment and Selection Plan

Contact Info: Assistant Director for Employment Services (919-515-2135)

1. Purpose
This regulation describes the application procedures for candidates for vacant SHRA staff positions (positions subject to the State Human Resources Act).

2. Covered Individuals
Applicants for SHRA staff vacancies are covered by this policy.

3. Procedures

3.1 Application – Individuals interested in SHRA staff employment must submit application materials through the University’s online application system. An individual must submit a separate application for each vacant position in which the individual is interested. Candidates may store and attach resumes, references, cover letters, and other required documents in the online system. Departments may not accept employment applications or resumes other than those received through the online system. HR Employment Services maintains documentation on applicant activity for University reporting and compliance purposes.

3.2 Minimum Job Posting Period – SHRA position vacancies are posted for five (5) business days, during which candidates may submit application materials. After five (5) business days, the position may be closed at any time. At the hiring unit’s request, or if the applicant pool is insufficient, the vacancy posting period may be extended.

3.3 Screening and Referral – HR and the hiring department use the online system to screen applications for minimum qualifications and other selection criteria (e.g., related education, training, experience, skills, and competencies). Individuals who meet the minimum requirements are referred by HR to the hiring department for further consideration. The hiring official screens the referred applications and based on the position requirements in the vacancy posting, determines the pool of the most qualified applicants. Previous work record, schedule availability, responses to supplemental application questions, and other job-related factors are considered when screening the pool.

3.4 Interviewing – The hiring official and/or other departmental representatives are expected to conduct structured interviews and to maintain documentation (e.g. list of questions, notes) from the interviews.

3.5 Selection – The hiring official’s selection of a top candidate is made from the most qualified applicant pool. Decisions must be based on valid selection criteria, and the hiring official is responsible for documenting the selection process. HR Employment Services reviews the proposed selection to ensure compliance with relevant employment laws, policies and regulations, consults with the hiring official to establish an appropriate rate of pay within the approved pay structure for the position, and endorses the selection before an offer is finalized and extended.

3.6 Communication to Applicants – Candidates can check the status of their applications at any time using the online application system. The hiring official must provide written notice to each unsuccessful applicant in the pool of most qualified applicants for the position that the position has been filled.

3.7 Merit Based Hiring Complaint – In accordance with N.C. Gen. Stat. § 126-14.2, applicants in the most qualified pool who believe they were denied employment due to political affiliation or political influence may file a complaint with the Office of Administrative Hearings-Civil Rights Division within 30 days from the receipt of written notification from the hiring official. In order to maintain a valid complaint, the following conditions must apply: 1) the person alleging the violation applied for the position in question during the open application period; 2) the person alleging the violation was not hired into the position in question; 3) the person alleging the violation was among the pool of the most qualified applicants; 4) the successful applicant for the position was not among the pool of the most qualified applicants; and 5) the hiring decision was based upon political affiliation or political influence.