Updated Casual Process for Departments
For all Personnel dates prior to Sept 1, 2015
1.
The hiring department may choose an applicant, without any formal recruitment for hire dates prior to September 1, 2015
2.
Once the department has determined the name of the candidate(s), the hiring department will obtain approval from their
division office. A criticality form is currently required for Academic Affairs.
3.
Prior to submitting the EPAF for processing, the hiring department will email the following information to
employment@ecu.edu: a) name of the candidate, b) FOAP for payment of the background check, c) anticipated hire date, d)
department name, and e) departmental representative to contact with questions. The Subject line should indicate: “Casual
Employment.” EPAFs submitted for processing will be “returned for correction” if step 3 has not been completed.
4.
Prior to submitting the EPAF for processing, the hiring department will monitor the casual spreadsheet at:
\\piratedrive\facultystaff\skinnertr\casual to ensure that the candidate of choice has completed an ECU Candidate Profile at:
www.jobs.ecu.edu and that it includes the current email address. If candidate states that a profile has been completed in the
past have the candidate of choice confirm the correct email address in the candidate profile. EPAFs submitted for processing
will be “returned for correction” if step 4 has not been completed.
5.
Once the department has received necessary approvals from all levels and completed steps 3 and 4, an EPAF may be
submitted for processing. Please use Approval Category: A New Hire Casual Employee, HN0013. The department will
need to include in the comments on the EPAF: a) summary of specific job duties to be performed by the casual employee, b)
age group served, c) dates of the event and/or pattern or duration of employment. The department representative will need to
monitor progress of the EPAF related to the EPAF deadline via the spreadsheet and comments on the EPAF until it is applied.
6.
The criminal background check electronic signature authorization request will be sent to the email in the candidate profile
approximately 14 – 21 days prior to the hire date. This request will be sent from HireRight. The department representative will
need to monitor the casual spreadsheet for CBC order dates, the response by the candidate of choice in completing the
electronic signature authorization and the results. If all documentation has been completed, the employee may begin work
and the EPAF submitted for processing will be approved.
7.
If a valid I9 is not on file, the I9 coordinator will initiate an electronic invitation to the candidate of choice by email to complete
section one of the Form I9 online. The department will need to communicate to the candidate of choice to watch for a 2nd
email from HireRight based on the date ordered indicated on the spreadsheet. Section one must be completed on or
before their first day of work for pay. The candidate of choice must present original, acceptable I9 documents to Human
Resources no later than the 3rd day of employment. The list of acceptable I9 documents can be found at: I-9 document list http://www.ecu.edu/cs-admin/humanresources/customcf/I-9/I-9.pdf. If all documentation has been completed, the employee
may begin/continue working and the EPAF submitted for processing will be approved.
8.
The department will prepare a packet for the casual new hire prior to the start date that includes:
a.
Current year NC-4 EZ, W-4 and Authorization Agreement for Automatic (Direct) Deposit form. To be completed and hand
delivered to the Payroll office during the first week of employment. Direct Deposit form must include a voided check.
b. Summary of duties to be signed by new hire and filed in your office. The contents of the job description to be
copied/included in EPAF comments as noted above.
Candidates of Choice are not authorized to work for ECU until the Form I9 and Criminal Background Check is complete
Casual Employment Revised 02/19/2015