UNC Charlotte – HRMS Process Guide
Review Applicant Pool: Used to manage the hiring process for your job opening.
To Review Applicants
Additional notes, hints!
1. Log in (https://jobs.uncc.edu/hr) and ensure that you have the
proper user type.
 Under the “Admin” menu
 Click “Change User Type”
 Select “Hiring Manager”, “Student Hiring Manager”,
“Next Level Approver or “Admin Support”
 Click “Change Group”
Only Hiring Managers and Next Level Approvers
have the ability to change the applicant status,
for SPA recruitment. The Admin Support user
type can change the status of applicants for
student, temporary, and faculty job postings.
2. All active job postings will open on the landing page, when you
log in.
 Applicants can only be viewed when the job postings is in
the status of ‘Referred to Hiring Department’ or ‘Under
Review of Hiring Department’.
 If in another section of the system, click “View Active”
under the Job Posting heading located on the top left
hand side of the screen.
To sort by any column, click on the arrow next to
the column title. Position numbers starting with
letters, will list first, then numbers.
3. To access the applicant pool, click on the "View" link below the
Position Title.
For student, EPA and temporary staff postings,
applications are viewable once they apply.
However, for SPA vacancy notices because there
is a close date, applications are screened by a HR
Representative and then referred to hiring
department for review.
4. To review applications:
 To see an individual application, click on ‘View Staff
Application’ listed under each applicant’s name. or
 To see multiple applications, click the All/None link in the
far right hand column.
 Then scroll to the bottom of the page and click on “View
Multiple Applications”
5. Once the applicant pool has been narrowed down to a group of
finalists, begin scheduling interviews.
 Interviews can be on the phone or in person, but if only
conducting one interview, it should be in person.
To view individual cover letters and/or resumes,
click the appropriate link(s) beside each
candidate’s name, under the Documents
column, if applicable.
By clicking on the All/None link in the far right
hand column and clicking on “View Multiple
Documents” all uploaded supplemental
documents (cover letters, resumes, reference
letters, ect). However, applications and other
documents cannot be viewed together.
Please note that you should give all interviewees
the Consent form for a criminal background
check, because the selected candidate’s form
will need to be submitted with the appointment
form or hiring proposal (not required for student
employees, unless they handle money or drive
state vehicles).
There is a link at the top of the Applicant tab to
access Competency Based Interview Questions.
UNC Charlotte – HRMS Process Guide
6. Before recommending/selecting the final candidate, the
statuses of all applicants in the selection pool, must be changed.
7. To recommend your candidate for hire:
 For SPA Applicants: Change their status to Recommend
for Hire (for additional steps, see the user guide for
Creating a hiring proposal)
 For Student or Temporary Staff: Complete the
appropriate appointment form for hire; submit to HR for
approval; and once approved, change their status to
Accepted Job Offer (Student/Temp).
 For Temporary Staff Assignments, appointment form
must be sent to HR for approval at least 1 week prior to
tentative start date.
8. Please contact HR for any questions about the hiring process.
Not Best Qualified – for those that do not meet
your selection criteria (cannot be used for SPA
postings)
Referred, Not Interviewed – used for those
applicants that were referred to Hiring
Department for review, but Hiring Manager did
not interview applicant. Must proved reason as
to why applicant was not interviewed.
Interviewed, Not Selected – use for those
interviewed by phone and in person. Must
provide reason as to why they were not chosen
as selected candidate.
Other options: Declined Interview, Unable to
Contact, Second Choice Candidate, Application
Withdrawn after Referral, Declined Job Offer
(Student/Temp), Interviewed, Withdrew App.,
Did Not Show for Interview.
Temporary Staff Employment Authorization
Request form (PD-17) and Student Temporary
Wage Form can be found at:
http://hr.uncc.edu/recruiting-and-hiring
Federal Work Study students will present their
appointment form.
PD-7 for EPA Temporaries is through EPAF.
Call:
Student Employment – 7-0671
Temporary Staff – 7-0668
EPA Temporaries – 7-5773