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The University of North Carolina at Charlotte
Charlotte, NC 28223
Checklist for Employment of Permanent EPA Staff
Forms Referenced in this Checklist can be found at:
http://hr.uncc.edu/epa-non-faculty-administration/epa-staff-forms
Recruitment Process
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1.
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2.
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Responsibility
Identify the need to fill a vacant position
Confirm that the position description and statement of physical requirements are
up-to-date
Unit Head
3.
Obtain authorization to recruit from Division Designee/Vice Chancellor.
Unit Head
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4.
Appoint and charge search and screening committee.
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5.
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6.
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7.
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8.
Recommend Plan for Recruitment of EPA Staff (AA-22) and submit to the Division
Designee for signature.
Approve and sign the Recruitment Plan for EPA Staff (AA-22) and inform the Unit
that they may proceed.
Email the signed AA-22 and advertisement to eparecuritment@UNCC.edu.
Advertisement and/or job description must be in Word format.
All advertising, including careerbuilder.com and The Charlotte Observer, is
coordinated through Graystone Group Advertising. Please contact Linda Reed at
203/549-0060 ext. 314 or email at ads@graystoneadv.com. All advertisements
must require online-application process and include the AA/EOE statement, the
criminal background statement and the position number.
Screening Process
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1.
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2.
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3.
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4.
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5.
Guest user account for on-line application software is assigned when position is
posted and emailed to department contact.
Conduct initial screening of applications to identify applicants who do not meet the
minimum criteria advertised for the position and who will not be considered further.
The ineligible applicants can be coded using the on-line application software as
“Not Best Qualified (EPA)”. An email is automatically generated, if they provided
an email address, once their status is changed in the system to inform them they
are no longer being considered for the position.
Conduct additional screening to identify a smaller pool of candidates that meet all
the criteria of the job description. If a candidate’s electronic file is incomplete, the
department will need to request additional information to complete the file.
Screen completed electronic files to identify those to be invited to campus for
interviews.
Unit Head
Unit Head or
Division Designee
Unit Head
Division Designee
Division Designee
Division Designee
Responsibility
Human Resources
Unit Head
Hiring Manager
Search Committee
Search Committee
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6.
Update the list of applicants for submission as part of the Report of Recruitment
Results and Request to Interview EPA Staff Candidates (Form AA-24), which will
be submitted to HR prior to scheduling interviews.
Interview Process
Search Committee
Responsibility
For travel procedures (travel authorizations, travel reimbursements, etc) pertaining to candidate
interviews please refer to the Travel Manual.
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1.
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2.
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3.
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4.
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5.
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6.
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7.
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8.
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9.
Consult with appropriate offices to determine possible dates for interviews.
Special note about non-residents: Complete Foreign Visitor Information Form for
each non-resident alien to be interviewed. It is advisable that the hiring authority
contact the Director of the International Student/Scholar Office (x77746) as soon
as possible to discuss potential employment status and eligibility matters.
Prepare Section 1 of the Report of Recruitment Results and Request to Interview
EPA Staff Candidates (AA-24) and forward a copy electronically to
(EPARecruitment@uncc.edu) to the HR Affirmative Action Office to request
completion of Sections 1, 2, and 3 as appropriate.
Complete Sections 1, 2 and 3 of the Report of Recruitment Results and Request to
Interview EPA Staff Candidates (AA-24) and return to Unit.
Review the completed AA-24 received by the HR – Affirmative Action Office and
complete Section 4.
Forward the completed AA-24 form (with the completed files for the candidates
recommended for interview) to the Division Designee for approval.
Approve the Report of Recruitment Results and Request to Interview EPA Staff
Candidates (AA-24). Informs the Unit Head that they may proceed.
Make final arrangements for interviews and distributes interview schedule and
itinerary to participants in the interviews.
During the Interview, complete the *Criminal Background Check Disclosure Form
(Form AA-38) and Taxpayer Information Form (if applicable.)
Appointment Process
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1.
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2.
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3.
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4.
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5.
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6.
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7.
Consider opinions of participants in the interviews and selects the finalist to be
recommended for appointment.
Department must fill out the top portion of the completed CBC form and fax
completed Criminal Background Check Disclosure Form (AA-38) to Human
Resources at 7-5255 for the selected final candidate. Do not move forward until
you have received notification from HR that a satisfactory background check has
been received.
Prior to making an offer, confirm proposed salary with Human Resources.
Complete Verification of Credentials for EPA Staff (AA-34 Staff) form for the
selected candidate.
Negotiate terms and conditions of appointment with the candidate.
Prepare Recommendation for Appointment of EPA Staff (AA-25) and forward it
with the candidate’s complete file to the Division Designee.
Approve and sign the Recommendation for Appointment of EPA Staff (AA-25)
Search Committee
Unit Head
Unit Head
HR Affirmative
Action Office
Unit Head
Unit Head
Division Designee
Search Committee
Candidate
Responsibility
Unit Head
Unit Head
Unit Head
Unit Head
Unit Head /
Division Designee
Unit Head
Division Designee
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8. Submit PD-7 and candidate’s complete file to the Division Designee or Vice
Chancellor for approval and signatures. Complete file consists of:
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Unit Head


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9.
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10.
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11.
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12.
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13.
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14.
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15.
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16.
Plan for Recruitment of EPA Staff (AA-22)
Report of Recruitment Results and Request to Interview EPA Staff
Candidates (AA-24),
 Recommendation for Appointment of EPA Staff (AA-25)
 EPA Profile, printed from HRMS
 Verification of Credentials (AA34 Staff)
 Updated position (job) description
 Resume
 Criminal Background Check Disclosure Form (AA-38)
 Foreign Visitor Information Form for non-residential aliens, if applicable
 Prepare and mail Agreement for Appointment of Full-Time EPA Staff (AA26) with cover letter and required enclosures to the candidate.
Once reviewed and signed by Division Designee or Vice Chancellor, forward the
complete file to Human Resources.
Change status on remaining candidates in pool to applicants “not selected as
finalist” or “finalist” for the selected candidate, which completes the on-line
process.
Email eparecruitment@uncc.edu and request to close posting.
Shred any remaining criminal background consent forms for candidates not
selected. These cannot be kept in the department.
Establish the Chancellor’s personnel file for the staff member, which is kept in the
department office.
Submit PD-7 to the Budget Office and Human Resources.
Send a copy of the Recommendation for Appointment to the University Affirmative
Action Officer for evaluation of the effectiveness of affirmative action recruitment
efforts.
Prepares a written evaluation of the effectiveness of affirmative action recruitment
efforts that is provided to the appropriate Vice Chancellor at the conclusion of
recruitment each year.
Vice Chancellor or
Division Designee
Vice Chancellor
Hiring manager
Hiring manager
Hiring Manager
Human Resources
Human Resources
Human Resources