University of North Carolina at Chapel Hill

MERIT-BASED RECRUITMENT AND SELECTION PLAN

Introduction

The purpose of this recruitment and selection plan is to ensure that the University fills positions subject to the State Personnel Act from among the most qualified individuals.

In the recruiting and selection process, the University of North Carolina at Chapel Hill (UNC - Chapel Hill) will give equal employment opportunity to all applicants, without regard to race, religion, color, creed, national origin, sex, age, disability, or political affiliation/influence. Selection decisions will be based solely on job-related criteria. The recruitment and selection process will be consistently applied and nondiscriminatory, and will promote fairness, diversity, and integrity. The recruitment and selection process will comply with all Federal and State laws, regulations, and policies.

MANAGEMENT RESPONSIBILITY

The Chancellor, Associate Vice Chancellor for Human Resources, and Deans, Directors and Department Heads, as well as all managers and supervisors accept responsibility for ensuring that all hiring practices are applied consistently and equitably, thereby demonstrating commitment to and support of the recruitment and selection plan.

The citizens of North Carolina and the University's workforce deserve strong assurances that knowledge, skills and abilities are the basis for University hiring decisions. In order to assure the integrity of University employment, every employee has a responsibility to view public service as a public trust and to act impartially. Preferential treatment will not be given to any private organization or individual based on undue influence.

COMMUNICATION

After receiving approval from the Human Resources Commission, UNC - Chapel Hill will provide information to current employees using existing University sources such as the University Gazette, the new employee orientation process, and others to explain the recruitment and selection policy and processes. A copy of the University policy will be available in the Employment Department Office. This policy will become a part of the Human Resources Manual, available electronically at the UNC - Chapel Hill Office of Human Resources web site at http://www.ais.unc.edu/hr/. Persons with questions should contact the Employment Department at 919-962-2991. A general information sheet is available on the University's Employment web site and at the Employment Department offices at 725 Airport Road, Chapel Hill.

In addition, UNC - Chapel Hill will post the recruitment and selection Introduction statement on the bulletin board at 725 Airport Road. The following statement will appear on each vacancy announcement and at the beginning of our web site job listings:

"Equal employment opportunity is given to all applicants, without regard to race, religion, color, creed, national origin, sex, age, disability, or political affiliation/influence."

TRAINING

The University of North Carolina - Chapel Hill will provide recruitment and selection training to managers, supervisors and Human Resources Facilitators on a scheduled basis through such courses as Supervisory Resources Training, Human Resources Facilitator training and other programs. Updates and revisions to the University of North Carolina - Chapel Hill recruitment and selection plan will be communicated through written materials and training sessions. Special training will be available on request from hiring departments and selection committees.

PRE-RECRUITMENT/ RECRUITMENT  ACTIVITIES 
  
The University of North Carolina - Chapel Hill will strive to recruit actively from a variety of sources to achieve a diverse workforce that successfully meets the needs and demands of the University.

The hiring department, with assistance and guidance from the Human Resources staff, will:

assess the need for the position to ensure it contributes to meeting the goals, objectives, and mission of the work unit;

 

conduct a job analysis including a review of the duties and responsibilities of the position, and the qualifications required for successful performance;

 

and

 

if necessary, revise the position description.

 

Job analysis is necessary only when there is a change in the duties and responsibilities that impacts the qualifications required. If a current, accurate job analysis already exists for a given job type, there is no need to conduct an analysis for each vacancy. For example, in instances where there is a high volume of positions in a class, frequent turnover in a class, or little job change, there will likely not be a need to conduct a new job analysis each time a vacancy occurs.

The hiring department and Human Resources staff should work together to assure that the critical tasks (essential functions), knowledge, skills and abilities, training and experience requirements necessary for successful performance of the duties of the position are identified (including any additional position-specific selective factors). The knowledge, skills and abilities described in class specifications developed by the Office of State Human Resources may be used for recruitment and selection purposes where they are sufficient to differentiate among the qualifications of applicants.

Human Resources staff will use information from the state job specification, as well as any additional information provided by the hiring department, to write the vacancy announcement to meet State and University requirements. Human Resources staff will also consult with the department about adding additional job duty information, as well as preferred qualifications, to vacancy announcements. In addition, Human Resources staff will consult with the hiring department to determine the need for additional recruitment sources including professional journals, newspapers, and technical colleges/universities to target specific audiences.

Prior to the vacancy closing date, the hiring department will determine any selection tool(s) that will be used in the final evaluation process. Any selection tool(s) used will be objective, based upon job-related knowledge, skills and abilities, and be consistently applied to all applicants in the final selection pool. Human Resources staff will be available for consultation and assistance in this area. Some examples of selection tools include structured interview, in-basket exercises, written tests, skills tests, and reference checks (excluding typing and spelling tests).

APPLICATION PROCESS

Candidates for a posted vacant position must complete and submit the appropriate application, application addendum and any supplemental forms related to the specific position of interest within the posting period.  The completed application must identify the specific position number, department number and position title being sought.  The University will not  consider applications unless they identify the specific position being sought.  Applications that are not complete will not be considered. A complete application, which must be on a UNC - Chapel Hill Application for Staff Employment (or its electronic equivalent), must identify the specific position, position title and department number for which application is being made and contain:

 

 

Complete information on education and all work experience; this includes dates and, if part-time, number of hours worked per week,

Complete personal information, including demographic information, veteran's preference eligibility, nepotism information, and information about criminal convictions;

A signature or its electronic equivalent when submitted by email.

Unless an exception to the posting policy is approved, vacancies will be posted for a minimum of ten calendar days. [Note: Vacancies must remain posted for at least seven working days, which may be more than ten calendar days.] The vacancy may be posted for up to sixty calendar days. Applications received after the posted closing date will only be considered if the position is re-advertised.

SELECTION PROCESS

A. Definitions

Selective criteria - additional essential qualifications specifically related to the duties and responsibilities of the individual position; these are determined prior to the vacancy being listed. An applicant who does not show possession of selective criteria is not qualified for the position.

Knowledge, skills, and abilities (KSAs)

Knowledge - information that makes adequate performance of the job possible

Skill - a proficiency that is readily observable, quantifiable, and measurable (such as skill in typing; skill in operating a vehicle)

Ability - capacity to perform an activity at the present time.

Preferences - specific types of experiences, degrees, licenses, KSAs, or other selection factors above those minimally required to perform the duties and responsibilities of a position as determined by the hiring department in consultation with Human Resources;

Essential qualifications (minimum qualifications) - minimum training and experience requirements including knowledge, skills, abilities, and selective criteria necessary to perform the work which are included on the vacancy announcement, and without which a candidate will not be considered;

Qualified - applicants whose credentials indicate the possession of required training and experience, selective criteria, and KSAs included in the vacancy announcement;

Most qualified - the individual or group of applicants who, to the greatest extent, possess the qualifications for the position, as described in the vacancy announcement. The person(s) interviewed or otherwise participating in the final selection process will constitute the most qualified candidates.

B. Identifying qualified and the most qualified applicants 
 

Applications are submitted to the Employment Department. Human Resources staff will screen all applications for the specific vacancy to determine which applicants meet minimum qualification requirements, including any additional job-specific selective criteria.

When there are 5 or fewer qualified applicants, all may be forwarded directly to the hiring department. If the quality of applications forwarded is deemed insufficient, the hiring department may choose to re-advertise the position. If a position is re-advertised, candidates who applied under the original announcement do not need to re-apply. Their applications will be considered again.

If there are more than 5 qualified applicants, applications will be evaluated further to determine to what extent minimum qualifications are exceeded in order to identify the group of most qualified applicants. At the choice of the hiring department, they may receive all applications meeting the minimum qualifications (including any additional position-specific selective factors) and perform this second level of evaluation within the hiring department. Alternatively, the hiring department may choose to have the Human Resources staff perform this second level of evaluation and forward only the group of most qualified applicants.

After reviewing the Permanent Staff Employee Requisition and analyzing the position description either the hiring department or the Human Resources staff will evaluate the applications to identify those that are most qualified. When the Human Resources Department is responsible for performing the second level of evaluation, it will refer a manageable number of applications: typically 5 -10 applicants for a single vacancy. In the case of multiple positions being filled from the same announcement, additional applications may be referred. If the number of most qualified applications exceeds this range, a more detailed analysis may be done. Any further analysis will be based upon the job-related qualifications identified in the vacancy announcement.

The determination of the pool of most qualified applicants cannot be made, either by the hiring department or the Human Resources Department, until after the vacancy has been posted a minimum of ten calendar days. [Note: Vacancies must remain posted for at least seven working days, which may be more than ten calendar days.]

The Human Resources Department may request a meeting with subject matter experts from the hiring department to help identify critical knowledge, skills, abilities and selective criteria, and evaluate applications to identify the most qualified candidates.

If no applicants clearly exceed the minimum qualifications, the hiring department may consider the existing applicants to be the most qualified applicant pool or decide to re-advertise the vacancy.

C.  Use of panel/individual for evaluation process

Key Points

- applications will be submitted to the designated Human Resources staff who will be responsible for screening all applicants to determine whether the applicant meets the minimum qualification requirements 
- if a panel is being used, the hiring department will identify potential panel members and appoint a chair; assistance in this process will be available from the Human Resources Department 
- all participants in the process will maintain the confidentiality of the material they review

When a panel evaluates applications, panel members will: 
 

be selected from the same or a closely related field to the position being filled or may be customers of the hiring department familiar with the function of the position being filled

be familiar with selection guidelines, if not previously trained in selection processes, learn selection policies, guidelines and procedures through specific training or through self-study

represent the organization's diversity

consist of an appropriate number of members, depending upon the number of applicants being rated.

The Human Resources staff will be available as needed as an advisor to ensure that merit-based policies and procedures are consistently applied. When a hiring department representative evaluates applications, he or she will: 

be a subject matter expert with specific knowledge of the job(s) being filled;

 

have received training/selected information on the selection process and policy.

 

Decisions for SPA employment will be made in accordance with the University's EEO Plan, which is annually reviewed and approved by the Office of State Human Resources.

EMPLOYMENT/RE-EMPLOYMENT PRIORITIES

The Human Resources staff will review the initial applicant pool to identify applicants with priority status. All employment/re-employment priorities are to be afforded in accordance with State and University policy. This will require, in some instances, that applications of individuals with certain priorities will be included among those referred to the hiring department. Individuals involved in application evaluation will receive advice and guidance from the Human Resources Department regarding the priority consideration that must be afforded.

Consideration must be given to applicants who have the following priorities:

Priority Re-employment

Employees separated or scheduled to be separated through reduction-in-force have priority consideration over non-state applicants. RIF candidates must only meet minimum qualifications (including selective criteria) to be referred. They  have the same priority as other current State employees over non-State employee candidates,

Exempt Policy-Making/Confidential and Exempt Managerial

Employees separated from exempt policy-making/confidential and exempt managerial positions for reasons other than just cause have priority consideration over non-state applicants and only must meet minimum qualifications (including selective criteria) to be referred.

Veterans Preference 

Preference is to be given in initial employment opportunities to qualified veteran applicants.

Promotional Priority

Career state employees (those having 24 months of continuous SPA service), being considered for promotion are eligible for priority consideration over non-state applicants when the individuals possess substantially equal qualifications.

Workers' Compensation

Employees injured on the job, placed on workers' compensation leave, and who have been released by their physician to return to work have re-employment priority based upon maximum medical improvement. They must meet the minimum qualifications (including selective criteria) for any job for which considered.

D. Making the Final Selection Recommendation/Decision

The final selection recommendation or decision will be made from among the most qualified applicants, which includes applicants with re-employment priority. The hiring department will use selection tools that are objective and based upon job-related knowledge, skills and abilities. Any selection tool(s) will be consistently applied to all persons in the referred group of most qualified applicants.

DOCUMENTATION OF PROCESS

The hiring department also will be responsible for documenting the selection process and justifying the hiring recommendation and decision. The Human Resources department will be available for guidance and assistance to the hiring department at any time during the selection process. Human Resources staff will review the selection documentation to ensure employment/re-employment procedures have been followed.

The UNC - Chapel Hill Employment Department will maintain supporting documentation of the recruitment and selection process to provide fact-based information for monitoring and evaluating departmental recruitment and selection practices and procedures.

A record in a format useful to the University and acceptable to the Office of State Personnel will be maintained for each selection or canceled vacancy for a minimum of three years. Each record will consist of the:

        job analysis (if any) conducted for the vacancy including, any additional KSAs and/or selective criteria that resulted from job analysis (or a reference to the job analysis used for the vacancy)

        vacancy announcement recruitment sources

        selection tools and criteria applications received

        priority re-employment inventory/register Referral Record

        listing of applicants as not qualified, qualified, and most qualified as appropriate recruitment and selection checklist

        any electronic form containing the above information that replaces current University forms

        the referral record.

Applicants not selected for the position will receive timely written notice of the selection decision.

APPEALS PROCESS

If an applicant has reason to believe she or he was denied employment due to political affiliation or influence, the applicant may appeal the hiring decision directly to the Civil Rights Division, Office of Administrative Hearings within 30 calendar days of written notification that the position has been filled.

MONITORING/EVALUATION

Human Resources staff will periodically review process data from across the University to ensure that recruitment and selection activities are in compliance with this plan. Human Resources staff will compile and analyze an annual summary of selection activity for the Chancellor, and write a report that will include analysis of the impact on demographic groups (which is also a part of the University's Equal Employment Opportunity Plan), exceptions to policy, and other relevant factors. Human Resources also will comply with the reporting and plan update requirements of the Office of State Human Resources. Effective Date: The effective date of this policy is the first business day following approval by the State Personnel Commission.

James B. Moeser, Chancellor, UNC - Chapel Hill 
Date Laurie Charest, Associate Vice Chancellor for Human Resources UNC - Chapel Hill 
Date

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