The SPA Recruitment and Selection Process
PeopleAdmin
RECRUITMENT PROCEDURES
Posting Vacancies
After approval to post by Library Administrative Council or Library Management Council, supervisors should complete
the PeopleAdmin Position Posting worksheet and submit it to Library Personnel for review and to post in
PeopleAdmin. Final review and approval of the posting is completed by the Office of Human Resources (OHR) who
will post the vacancy on the Careers at Carolina website. The Library Personnel Office (LPO) will post the vacancy on
the Library’s website, in Library Line, and on the Employment Opportunities bulletin board in Davis Library.
Application Submission and Referral
An Application for SPA permanent or time-limited positions at the University must be submitted using the University’s
online PeopleAdmin applicant portal. When an applicant applies for a position their application will be referred to the
hiring supervisor and any designated search committee members. The hiring supervisor and/or committee members
may begin reviewing applications in PeopleAdmin at any time during the posting period. Once the position has
closed, the job posting can no longer be viewed on the OHR website and applications can no longer be submitted
after 11:59 p.m. EST. Postings may be extended beyond the closing date upon request. Please notify the Library
Personnel Office if you would like to request an extension.
INTERVIEWING
Interviewing Procedures
The Office of Human Resources and EEO/AA office expects departments to interview at least 3 applicants for each
vacant position.
Layoff Priority Applicants: The State requires that all layoff priority applicants be interviewed for any available
position within the University for which they have applied. Applicants designated as layoff priority in
PeopleAdmin have priority consideration. The State also requires that the Department hire the layoff
applicant even if they are not the best qualified candidate. They must be minimally qualified and be able to
perform the duties of the position with normal orientation and training. When selecting an external applicant
over a layoff candidate with priority status, supervisors must document hardship in a justification letter
indicating that regular operations would be significantly hampered by hiring the layoff priority applicant. See
Candidate Selection on the OHR website for more information.
NOTE: Because priority is afforded only when competing with external applicants, a hiring department may
select a current University or State permanent employee over a layoff candidate if the permanent employee
is equally or better qualified.
Veteran’s Preference: Applicants who are eligible veterans or eligible spouses/dependents must receive
priority employment consideration when competing with substantially equal applicants who are not State
employees as defined in the Veterans Preference policy. It is recommended that an eligible veteran or
eligible spouse/dependent receive an interview if they meet the minimum training and experience
requirements for the position as well as the essential skills. They must be capable of performing the duties
assigned to the position. To claim veterans’ preference, all eligible persons shall submit a DD Form 214,
Certificate of Release or Discharge from Active Duty to OHR either during the application process or on a
later date as applicable. OHR will verify eligibility.
Pre-Interview Approval Process *NEW*
The pre-interview approval process requires that departments submit a list of the candidates that have been
selected for interview to the departmental HR Representative. This must be done prior to scheduling interviews for
the candidates. This pre-interview process will ensure that candidates selected for interviews meet the State’s
minimum requirements and will also assist OHR with the Office of Federal Contract Compliance Programs (OFCCP)
who seeks to improve employment opportunities for veterans and individuals with disabilities.
The list of interviewed candidates will be routed to our OHR Employment Consultant for prompt review and approval
(within 2 business days following receipt). The LPO will notify you as soon as OHR has completed the pre-interview
process so that you can move forward with scheduling interviews. NOTE: If you would like to schedule an interview
with an applicant who has listed a criminal conviction on their application, please contact the Library Personnel
Office prior to contacting the applicant for an interview.
SELECTION PROCESS
Recruitment and Selection
The University is an Equal Opportunity Employer. The goal of the recruitment and selection process is to find the
most qualified person among the applicants in your pool while complying with all Federal and State laws,
regulations, and policies. One of the major goals of career banding is the increased ability to recruit, retain and
develop a qualified, motivated and diverse workforce. Supervisors are responsible for justifying and documenting a
fair, consistent, and non-discriminatory hiring decision.
Checking References
Supervisors must complete 2 reference check forms on their selected candidate. The candidate’s application
authorizes the University to request reference information relevant to their work experience, education, and training.
Applicants who have indicated that their current employer should not be contacted must be informed that contact
will be made with their present employer if they are selected for the job. Reference Checking must be completed
prior to recommendation for hire.
Submitting an Offer
Once the closing date has passed, all applications have been reviewed, interviews have been completed and you
have selected your candidate, please follow these steps to finalize the recruitment process:
 Submit the PeopleAdmin Selection and Hiring Worksheet to the LPO
 Submit two Reference Checks for your selected candidate to the LPO
 Submit the PeopleAdmin Non-Selection Reason spreadsheet to the LPO via email
The Job Offer
Official offers of employment are extended ONLY by the Office of Human Resources. You may, however, contact the
selected candidate to inform them that are being recommended for hire and as the search continues the next step
in the process is to complete an Authorization for Background Check form. The selected candidate will receive an
email from Library Personnel asking them to complete the form and instructions where to send it. Once the form has
been processed by OHR, our Employment Consultant will contact them to extend the job offer which is contingent
upon successful background check results. When an offer has been accepted or declined, the LPO will notify the
hiring supervisor.
Non-selected Candidates Notifications
Supervisors should notify the interviewed candidates by phone or email after the selected candidate accepts. Be
warm and personal but only give a general reason for non-selection such as “selected a candidate with overall
qualifications that better meets the needs of the position”. You should also inform the interviewees that the system
will automatically notify all applicants who were not selected for the position. Candidates who were not
interviewed/not selected will receive the notification as well, so no need to call these candidates.
Additional Information for Hiring Supervisors
The Office of Human Resources has additional information for Hiring Managers and a list of Frequently Asked
Questions available on their website.
Best wishes in your search for the best, most qualified candidate!