200.3.2
Adopted: 06/14/05
Amended: 03/04/08
Amended: 12/16/08
Amended: 09/15/09
Amended: 06/11/13
Page 1 of 6
ELIZABETH CITY STATE UNIVERSITY
Hiring Procedure for Faculty
Preamble
Elizabeth City State University (ECSU) strives to actively recruit from a variety of
sources to achieve a diverse and qualified workforce that successfully meets the needs
and demands of the university. ECSU utilizes an online employment system to manage
the various components of the employment process. The following procedures shall be
used in the recruitment and selection process for faculty positions.
I.
New Positions
The Dean, in consultation with the Provost/Vice Chancellor for Academic Affairs,
determines the need for a new position to ensure that it contributes to the goals
and mission of the School, consistent with institutional goals and the mission.
The Establish New Position Description form is used to include pertinent
information to establish the job, including budget information. A description of
how the position will function in the School is included in the form. The Dean
forwards the form to the Division Head. When the form is approved by the
Division Head, it is forwarded to the Budget office. The Budget Office forwards
the form to the Chancellor; the Chancellor forwards the approved position
description form to the Division of Human Resources (HR) for posting
(advertising).
II.
Vacant Positions
Employees should submit a letter of resignation/retirement to the Chairperson,
Dean, and to HR. Upon receipt of the letter, HR shall generate a Requisition
(formerly Request to Advertise Position Form) via the online employment system
and shall forward the Requisition electronically to the Provost/Vice Chancellor
for Academic Affairs. When the Requisition is properly completed and approved,
the position is advertised accordingly.
III.
Advertising
A. The Provost/Vice Chancellor for Academic Affairs (Division Head) or
Dean (Department/Unit Head) edits the Requisition and submits the form via
the online system to the Division Head for approval. The completed form
must include any management preferences for the position, including specific
advertising instructions.
200.3.2
Adopted: 06/14/05
Amended: 03/04/08
Amended: 12/16/08
Amended: 09/15/09
Amended: 06/11/13
Page 2 of 6
B. The Division Head forwards the approved Requisition to HR for posting
(advertising).
C. Positions shall be advertised as requested by the hiring manager within the
online employment system and local Employment Security Commission
online site. Advertising sources other than those mentioned above are
requested by Academic Affairs. Costs associated with the alternate
advertising sources are borne by Academic Affairs.
IV.
Training
Training is available by HR on the university’s Recruitment, Posting of Vacancies
and Selection Policy (200.2.9) with hiring managers on a scheduled basis.
Assistance shall be provided throughout the selection process by the Director of
Human Resources or the Human Resources Consultant.
V.
Vacancies in the School/Department
Each vacancy must be treated as a separate position for hire, by position number.
VI.
Selection Process
A. The Dean or Chairperson shall submit the recommended search committee, as
selected from a pre-approved list of trained employees, and interview
questions to the Provost/Vice Chancellor for Academic Affairs for divisional
review prior to being submitted to the EEO Officer for final approval. The
search committee must demonstrate diversity, in terms of race and gender, and
will include a member from Human Resources. The EEO Officer returns the
approved committee and questions to the Dean or Chairperson and submits
copies to HR to be placed in the position file. These documents are subject to
audit by the North Carolina auditors, the Department of Labor and the Office
of Civil Rights at any time. Questions should not be shared until first meeting
of the panel.
B. The Selection Process
1. Applications are initially screened by the online employment system
as applicants apply for vacant positions and respond to qualifying
questions and include required documents (resume, credentials, letters
of references, application addendum, etc.). HR does not screen the
applications to determine the ‘most qualified’ or ‘qualified’
candidates. HR forwards the electronic search package to the search
committee.
200.3.2
Adopted: 06/14/05
Amended: 03/04/08
Amended: 12/16/08
Amended: 09/15/09
Amended: 06/11/13
Page 3 of 6
2. The Search Committee, at its first meeting, and after receiving the
charge from the Dean and/or Provost/Vice Chancellor, develops
additional hiring criteria according to the function, technical nature or
varying operation of the position.
3. The Search Committee reviews the pool of applicants and screens
according to the hiring criteria. The Search Committee determines the
number of candidates to be selected for interview.
4. The Chairperson of the Search Committee may contact the applicants
to schedule interviews. HR is available to assist in contacting the
applicants.
5. The Search Committee takes notes during the interviews. All
members must be present and participate in each interview to ensure
the fairness of the selection process. Questions may not be shared
with prospective applicants prior to or during the interview; this action
creates a bias in the process and places the integrity of the search
process and the Search Committee in jeopardy.
6. At the end of the interview process, the Committee meets to discuss
their individual tallies and returns all search materials to the Chair of
the Committee. Individual Applicant Screening/Selection Rating
Reports are prepared by each member of the Committee and signed.
Recommendations are made to the Dean or Provost/Vice Chancellor
for Academic Affairs in unranked order. The Dean or Provost/Vice
Chancellor shall review the Committee’s tallies and interview the
unranked candidates.
7. When the qualified candidate is identified, the Dean or Provost/Vice
Chancellor completes a Faculty Transcript Evaluation Form to verify
the candidate’s credentials. The credentials are verified by the World
Education Service. The Division of Academic Affairs is responsible
for the verification and validation of all credentialing required for the
teaching faculty of the University; faculty credentials requirement
guidelines are contained in the ECSU Faculty Credentials Manual.
Once the credentials have been verified and certified, the Dean
changes the status of the selected candidate to “Begin Hiring Proposal”
and creates a Hiring Proposal (formerly Recommendation for
Personnel Action form) via the online system. The “Compilation”
Applicant Screening/Rating Report, along with selection process
200.3.2
Adopted: 06/14/05
Amended: 03/04/08
Amended: 12/16/08
Amended: 09/15/09
Amended: 06/11/13
Page 4 of 6
forms, notes or other documents are forwarded to the EEO Officer for
approval. The Hiring Proposal is submitted to the EEO Officer
electronically.
8. The Search Committee Chairperson is responsible for ensuring that
any copies made during the search process are destroyed and shall
forward all original documents to Human Resources. All materials
used during the selection process are filed in HR for three (3) years
and are subject to scrutiny/audit by State of North Carolina auditors,
the Department of Labor and the Office of Civil Rights.
9. The EEO Officer shall review all submitted reports, forms, original
documents and shall verify that the required search process steps were
followed, including the credential verification process. With the
approval of the hiring proposal, the EEO Officer shall forward the
proposal to the Division Head. The Division Head forwards the hiring
proposal to the Budget Office. The Budget Office, after verification of
availability of funds, shall forward the hiring proposal to the Director
of Human Resources for processing. Via the online employment
system, the HR Recruitment Officer changes the statuses of all
applicants/candidates not selected for the vacancy. The status change
process triggers an automated email message thanking applicants for
their interest and announcing that the position is filled.
VII.
Preparing the Contract
A. Human Resources shall verify the information on the Hiring Proposal and
approve the proposal.
B. Background checks and Employment Verifications must be completed on all
new hires. HR contacts the selected candidate to sign and have notarized the
background check authorization form and sign the release for the Employment
Verification document.
C. Academic Affairs shall prepare all Faculty Contracts from information
provided on the Hiring Proposal. The contract is submitted to Human
Resources for review/approval and returned to Academic Affairs for
dissemination to the successful candidate and should be returned to the
university within 10 calendar days.
200.3.2
Adopted: 06/14/05
Amended: 03/04/08
Amended: 12/16/08
Amended: 09/15/09
Amended: 06/11/13
Page 5 of 6
D. The Employment Eligibility form (I-9) shall be completed within three (3)
days on or before the selected candidate’s employment date. The information
is entered in the Homeland Security database and an immediate response is
received. Upon favorable receipt of the I-9 verification, the selected candidate
hiring process is complete.
VIII. Compensation
When the contract is received in HR, the information is keyed into the Banner
system to begin payment.
Related Forms
Establish New Position Description
Requisition (formerly Request to Advertise form)
Applicant Screening/Rating Report
Hiring Proposal (formerly Recommendation for Personnel Action form)
200.3.2
Adopted: 06/14/05
Amended: 03/04/08
Amended: 12/16/08
Amended: 09/15/09
Amended: 06/11/13
Page 6 of 6
Faculty Transcript Form
Qualifications of Full-Time and Part-Time Faculty
Name of Faculty: _______________________________
__ Academic Credentials
__Alternative Credentials
Name of Academic Area, Discipline, Department/School: _________________________________
__ Graduate Faculty
__ Undergraduate Faculty
Academic Term: ________________________________ (ex. Spring 09)
A separate form MUST be completed for each discipline in which a faculty member is credentialed.
1
2
3
Academic Degree & institutions
ECSU Courses
Relevant Course Credit earned. List
granting degrees (include location).
List each course with prefix
each course with prefix, number and
List highest degree first.
number and full title
full title
(Link to LO* for each course)
Approval:
4
Credit
Hours
5
Further study certificates, workshops,
publications, etc.
Faculty ______________________________________________________________
Date: _______________________
Department Chair______________________________________________________
Date: _______________________
Dean ________________________________________________________________
Date: _______________________
(Alternative Cred.) Faculty Credentials Committee __________________________________________
Date: _______________________
Provost/ Vice Chancellor for Academic Affairs _____________________________
Date: _______________________
*LO = Learning Objective