EHRA Recruitment Policy 609

I. Purpose

This policy is established to ensure compliance with federal and state EEO laws in EHRA recruitment and selection.

II. Scope

This policy applies to recruitment and selection for all EHRA positions except the position of Chancellor.

III. Definitions

A. “Abbreviated Search” means a request to advertise less than the standard 30 days for teaching and non-teaching positions.

B. “Internal Search” means a search where only candidates internal to UNCSA are allowed to apply to the open position.

C. “Regional Search” means a search where the recruitment methods are limited to a specific region or area, generally locally, rather than the standard national search.

D. “Waived Search” means a search to hire a specific individual without advertising due to extenuating circumstances in a situation where a search would normally be required.

IV. Policy

A. Search Committees

1. A search committee must be used when filling full-time multi-year faculty positions and Senior Academic and Administrative Officer I (SAAO I) positions.

2. In most cases, UNCSA will establish a search committee to fill EHRA positions of instruction or research, and Senior Academic and Administrative Officer II (SAAO II) positions. Only the Associate Vice Chancellor and Chief Human Resources Officer, in consultation with General Counsel, may authorize a search process without a search committee.

3. Composition of each search committee will be dictated by the type of position to be filled, pursuant to the procedures associated with this policy.

4. In determining the appropriate nominees to a search committee, the hiring supervisor should make every attempt to conduct a diverse search committee as well as take into consideration the time required to devote to a complete and thorough search.

5. All prospective members of a search committee must seek approval from their direct supervisor before agreeing to serve on a search committee.

6. In some circumstances, committees may be subject to the open meetings law. The chairman of a search committee should discuss with General Counsel the application of the open meetings law to the specific committee.

B. All search committees must complete an EHRA Recruitment Plan for each vacancy.

C. Vacancy Notices

1. Multi-Year Contract Faculty & SAAO-Tier I Vacancies

a. Vacancies should be advertised in a national publication with broad circulation. Electronic, web and listserv media are acceptable.

b. UNCSA will accept applications for a minimum of at least ten to thirty days for these positions.

2. All Other EHRA Positions Vacancies

a. Media sources deemed appropriate for the level and specialization of the position should be used to ensure a qualified, diverse applicant pool.

b. UNCSA will accept applications for a minimum of at least ten to thirty days for these positions.

3. 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.

D. Candidate Consideration

1. All applications that are received during the posting period and that meet the minimum required qualifications for the position must be considered.

2. Hiring departments must update each applicant’s status in the online employment system in a timely manner.

3. Preference in employment must be given to “eligible veteran” applicants.

4. No candidates may be interviewed until after the closing date for the vacancy

E. Modified Search Procedures

1. The Office of Human Resources and the General Counsel may authorize exceptions to the standard search procedures for EHRA positions. Only the UNCSA Board of Trustees may approve a waved search via its Personnel Committee.

2. Extenuating circumstances which may justify a modified search process include but are not limited to:

a. A principle investigator or co-principle investigator is named in a grant proposal and funding is contingent upon individuals named.

b. Requests to use a current, well-populated, diverse applicant pool to fill a new position.

c. Request to abbreviate a search due to severe time constraints (potential loss of qualified candidates the more protracted a search becomes) or immediate departmental needs.

d. Knowledge of strong candidates who are already employed by UNCSA.

V. Revision History

A. February 17, 2011 – Adopted by Board of Trustees as part of UNCSA Policy Manual

B. May 3, 2013 – Modified to streamline search process.

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UNIVERSITY OF NORTH CAROLINA SCHOOL OF THE ARTS

EHRA Recruitment Procedures

Procedure 609

I. General Recruitment Procedures

A. The hiring department will complete and submit an EHRA Action Form 101 to Human Resources for approval to establish and/or recruit for a vacancy.

B. The search committee will then be selected, if applicable.

C. For searches without a search committee, the hiring supervisor will perform all functions normally conducted by the search committee as set forth in these procedures.

D. The search committee, in conjunction with the hiring division and Human Resources, will develop a recruitment plan, which shall include:

1. establishing a timetable for advertising the vacancy, reviewing applications, and selecting an anticipated date of appointment;

2. establishing selection criteria including, but not limited to, the specific knowledge, skills and abilities which will be considered in evaluating the candidates; and

3. developing an advertising plan for the vacancy.

E. The Equal Employment Opportunity Officer will approve the recruitment plan, or make any necessary modifications to the plan before approval.

F. Upon initial review of the applicants, the search committee will update each applicant’s status in the PeopleAdmin system.

G. After consideration of all minimally qualified applicants, the search committee will select candidates for interviews. The status of candidates not selected to be interviewed, or who do not move forward in the event of multiple rounds of interviews will be updated in the PeopleAdmin system promptly upon making such a decision.

H. Upon completion of the interview process, the search committee will make a recommendation to the hiring supervisor; and the hiring supervisor will make a final selection to fill the vacancy.

I. The actual appointment of the candidate must be made pursuant to UNCSA’s Management Flexibility Policy.

II. Search Committee Composition

A. Faculty Positions

1. Committee members and the Chair are appointed by the dean from those with appropriate qualifications and credentials to conduct the review.

2. Each committee shall consist of a minimum of three faculty members from within the school or division in which the appointment is to be made.

3. Additional faculty members outside of the school or division may be appointed.

B. Provost, Chief Advancement Officer, Vice Chancellor for Finance and Administration & General Counsel

1. The Chair of the committee will be appointed by the Chancellor.

2. The Chancellor and committee Chair shall consult with Faculty Council, Student Government Association, and the Staff Council to solicit nominations to the committee.

3. The committee shall consist of no fewer than four members and may include faculty, administrators, students, and staff with appropriate qualifications, credentials and organizational awareness to conduct the search.

C. Deans & Director of Library Services

1. The Chair of the committee will be appointed by the Provost, in consultation with the Chancellor.

2. The Provost shall consult with Faculty Council, Student Government, and the Staff Council to solicit nominations to the committee.

3. The committee shall consist of no fewer than four members and may include faculty, administrators, students and staff with appropriate qualifications, credentials and organizational awareness to conduct the review.

D. All Other EHRA Positions

1. The Chair of the committee will be appointed by the division head, in consultation with the hiring supervisor of the position being recruited.

2. The division head shall consult with Human Resources and appropriate councils as appropriate for the available position.

3. The committee shall consist of no fewer than three members with appropriate qualifications, credentials and organizational awareness to conduct the review.

III. Modified Search Request Procedures

A. The hiring official must provide a complete, detailed explanation outlining the need for special permission and a description of the accommodation requested to Human Resources.

B. All exceptions must be approved by the Office of Human Resources and General Counsel. Additionally, waived searches require approval by the Board of Trustees (submitted through the Personnel and Policies Committee).

C. Upon review and approval, the Associate Vice Chancellor and Chief Human Resources Officer will communicate with the person originating the request and provide guidance as needed.