REG 05.55.02 – Hiring Procedures for Faculty and EHRA Personnel

1. COVERED POSITIONS

Positions Exempt from the State Human Resources Act (EHRA positions) are those positions that are not subject to the North Carolina Human Resources Act (N.C.G.S. § 126-1 et seq) and are classified in one of three categories: 1) Senior Academic and Administrative Officer (SAAO), 2) Faculty, or 3) Exempt Professional Staff (EPS). All EHRA employee positions at NC State University are subject to the procedures outlined in this regulation.  Postdoctoral appointments are covered under NCSU REG10.10.08 – Postdoctoral Scholars, rather than this regulation.

2. PURPOSE

This regulation outlines the procedures to be followed when hiring EHRA employees at the University to ensure our obligations are fulfilled and to support consistency of administration across the institution.

3. EHRA RECRUITMENT PROCEDURES

A full search must be conducted when filling faculty positions, EHRA positions of instruction, research, extension and “senior academic and administrative officer” (SAAO) positions.  A full search includes widespread publicity of the available position, efforts to encourage all qualified candidates to apply, review of applications, and interviews.

Appropriate recruitment activities must be undertaken to fill vacant positions at NC State when the appointment will be more than 3 days in length.  While there is flexibility on how each department conducts its individual searches, the documentation requirements are the same for all.

3.1 Vacancy Notice

3.1.1 To post a position whether full-time or part-time, a department must submit a posting through the HR online employment system.  EHRA vacancies are posted by Human Resources on the University’s jobs website.

3.1.2 All tenured/tenure track faculty vacancies and all SAAO vacancies must be advertised in a national publication with broad circulation.  Electronic, web and listserv media are acceptable.  Tenured/tenure track faculty and SAAO vacancies must accept applications for at least twenty (20) business days.

3.1.3 All other EHRA positions, including professional  faculty and exempt professional staff (EPS) positions, must be posted for at least ten (10) business days.  In addition, media sources deemed appropriate for the level and specialization of the position should be used to ensure a qualified applicant pool.

3.1.4 Human Resources must review and endorse all proposed advertisements for compliance with university policies and state and federal law and regulations prior to the advertisement being distributed through any venue.

3.2 Review and Consideration of Applications

3.2.1 Applicant Statuses.  Hiring departments must update each applicant’s status in the online employment system including, but not limited to, assigning a final disposition to candidates not selected for interview or hire..

3.2.2 Eligible veterans and eligible members of the National Guard are entitled to preferences as set forth in 126-80 et seq. Hiring departments may contact Talent Acquisition for assistance in applying “veterans and national guard preference”.

3.2.3 Departments must consider all applications that are received during the posting period and that meet the minimum required qualifications for the position.

3.3 Hiring Proposal

3.3.1 Applicant Statuses.  Hiring departments must update each applicant’s status in the online employment system to identify which candidates were interviewed and to indicate a disposition reason for each non-selected candidate.

3.3.2 After conducting interviews and narrowing the applicant pool to its top candidate, but before extending an offer of employment, the department must complete the Hiring Proposal via the online employment system and submit it for review and approval.  The Hiring Proposal indicates the person to whom the hiring department proposes to extend an offer.   Only after a department has received notification by Human Resources of approval of the Hiring Proposal may an offer be extended to the chosen candidate.

3.4 Exceptions to the EHRA Recruitment Process

3.4.1 CVM Interns and Residents

Individuals appointed as interns and residents (House Officers) in the College of Veterinary Medicine (CVM) may be selected through the process utilized to place interns and residents at colleges of veterinary medicine.

3.4.2 Request for Waiver of EHRA Recruitment Procedures

To ensure that the University employs faculty, staff and administrators of the highest quality, concerted recruitment efforts to reach large and broad audiences are strongly encouraged; however, there are limited circumstances that may warrant a Waiver of Recruitment Procedures.  The Request for Waiver of EHRA Recruitment is to be used only in exceptional circumstances.

3.4.2.1 The hiring unit must submit  a request via the position management system and identify it as an EHRA Waiver.

3.4.2.2 Hiring departments may proceed with hiring candidates using a waiver only after the OEO approves the request in the online employment system.