REG 05.55.04 – SHRA Recruitment and Selection

Authority: Executive Vice Chancellor for Finance and Administration

History: First Issued: July 1, 2001. Last Revised: April 15, 2025.

Additional References:
NCSU Jobs website (Online Employment System)
NC State University Merit-Based Recruitment and Selection Plan for Employees Subject to the State Personnel Act
REG 01.25.12 – University Record Retention and Disposition Regulation

Contact Info: Director, Talent Acquisition and Employment (919-515-2135)

1. Purpose

This regulation establishes standards for the recruitment and selection of candidates for SHRA positions (those subject to the State Human Resources Act), consistent with federal and state requirements. Exceptions to normal hiring practices may require approval by the Chancellor/designee, UNC Board of Governors, UNC System President, and/or the Office of State Human Resources (OSHR).

2. Procedures

To post and recruit for a SHRA position, a current position description must have been endorsed by Human Resources Classification and Compensation and be on file in the University’s online employment system.

2.1. Hiring Standards – Each SHRA position has minimum requirements for training and experience (knowledge, skills, abilities, and competencies) that are deemed necessary for successful job performance. In most cases, formal education and directly-related experience are interchangeable to meet minimum requirements. Hiring departments, in consultation with Human Resources, determine any additional preferred job-related qualifications. Management is responsible for determining the vacancy-specific qualifications that are in addition to minimum education and experience requirements. Management may not add a requirement or preference for a degree or license or additional years of experience when the classification allows substitution of experience for education, except as approved by the associate vice chancellor for human resources or designee. This does not prevent management from adding a preference that a candidate possess a certification that is job related.

2.2. Vacancy Posting – Vacancies are posted via the online employment system for a minimum of five (5) business days. At the hiring unit’s request, or if the applicant pool is insufficient, the vacancy posting period may be extended. Postings are accessible 24/7 online through the NC State jobs site, the OSHR and NC Division of Employment Security employment sites, and may be linked by other online job boards and posting sites.

2.2.1 Application for SHRA Employment – Individuals interested in SHRA staff employment must submit application materials through the University’s online employment 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 or consider employment applications or resumes other than those received through the online system. Human Resources Information Management and Analytics maintains documentation on applicant activity for University reporting and compliance purposes.

2.3. Advertising – To ensure compliance with state and federal laws, Human Resources reviews draft advertisements and facilitates their placement in appropriate publications.

2.4. Waiver of Posting – A waiver of posting may be requested only in extenuating circumstances as noted in the OSHR Recruitment and Posting of Vacancies policy. The waiver must have approval of the College/Division Equal Opportunity Officer and Talent Acquisition.

2.5. Fair and Valid Selection Criteria – Hiring officials shall use a recruitment and selection process based on defined job-related qualifications. In addition to defined job-related criteria and competencies, hiring officials shall consider applicability of relevant policies and preferences as defined by the Office of State Human Resources (OSHR) including but not limited to: Reduction in Force Priority Policy, Promotional Priority Policy, Priority Reemployment for Policy-Making and Exempt Managerial Employees Policy, and Veteran’s & National Guard Preference Policy.

2.6. Retention of Documentation – Hiring officials shall be responsible for maintaining recruitment and selection data and documentation to support decisions. Summaries of interviews, including reference checks and interview notes, must be maintained by the hiring department in compliance with the University’s record retention schedule outlined in REG 01.25.12 – University Record Retention and Disposition Regulation.

2.7. Credentials Verification – Human Resources is responsible for verifying the highest educational level/degree possessed by the final candidate prior to the candidate beginning work. Hiring officials are responsible for verifying additional credentials such as any required licenses or certifications.

2.8 Hiring Complaint and/or Grievance – A state employee or applicant for state employment who believes they were denied selection due to a violation of EEO law or NC State’s Equal Opportunity and Non-Discrimination Policy should contact the Office of Equal Opportunity. A state employee or applicant for state employment who believes they were denied a priority consideration based on one of the special employment/re-employment statuses listed in the Selection of Applicants Policy should contact Employee Relations. Individuals should refer to the UNC System SHRA Employee Grievance Policy to determine any grievance rights.