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procedures for posting classified positions

Human Resources Policy HR 03 01 Revised

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Purpose

To establish a process for recruiting SPA classified employees.

Scope

This policy applies to all Classified SPA Positions.

Policy

It is UNCP's intent to provide current employees promotional priority in hiring if employees have substantially equal qualifications when compared to other applicants. "Substantially equal qualifications" are present when the supervisor cannot make a reasonable determination that another applicant holds better job-related qualifications. Such commitment will be accomplished by:

1. Allowing department heads to make a written request that their opening be filled from within their department. If the Director of Human Resources and the department head determine that there are viable applicants within the department, then the opening will be posted only within the impacted department, or

2. Allowing a department head to post an opening within UNCP only, or

3. When an opening is posted outside the University then the "Substantially equal qualification" commitment is to be followed.

Open positions must be announced through the Human Resources Office.

Vacancies must be advertised for five (5) working days if the opening is to be filled within the department or within the University. Vacancies must be publicized for at least seven (7) working days if advertised outside the University. If the position is not filled after the first posting period, the time may be extended and the position reposted at the supervisor's request.

Hard to recruit positions, that are on the Office of State Personnel's Special Entry Rate Inventory listing, may be advertised more widely in newspapers, professional journals, etc. The employing department head may to determine the best method for advertising such a position by working with Human Resources.

The advertisement to be used in classified postings will be reviewed and approved by the Human Resources Department to assure that education and experience are consistent with the State's requirements.

Applications for classified positions must be submitted to the Human Resources Department. The Director will screen all applications after the closing of the posting period, select the most qualified applicants, contact the supervisor regarding the availability of the applications, and will be available to discuss the screening process or applications not selected for departmental review.

At this point it is the supervisors responsibility to:

1. determine which applicants to interview;
2. assemble a committee to assist with the interviews;
3. conduct interviews and make a selection;
4. check references; and
5. make a recommendation to the HR Director regarding employment of the best applicant including starting date. The letter of recommendation should also include the required EEO materials. (A department letterhead ready sample letter is attached.)

Procedures:
1. When a position opening occurs, the supervisor will complete the Request for Posting Position form and forward it to the Human Resources Department. All required signatures must be obtained prior to submitting the form to HR. Remember, the Chancellor must also approve posting all SPA positions.

2. Job postings will be distributed through email and displayed on bulletin boards in noticeable areas throughout the campus. If a position is to be advertised off campus and in the newspaper, the employing department must indicate which papers to advertise in on the Request for Posting Position form. The Human Resources Department will complete an on-line requisition and submit the write-up to the Business Services Department for advertising. Additionally, the advertisement will be placed by the HR office on the Jobline; on the HR Web page; with the Employment Security Commission; the Office of State Personnel's Automated Vacancy Management System; and with other State agencies. Departments requesting advertising are responsible for the advertising costs.

3. The Human Resources Department will type the posting and is responsible for the placing the appropriate ads and receiving applications.

4. Employees must submit a current application to be considered for each individual vacancy.

5. The HR Director screens applications received and forwards those selected to the appropriate supervisor.

6. The supervisor conducts the interview process.

7. The supervisor makes an employment recommendation to the HR Director.

8. The HR Director approves the recommendation

a. if the position is classified locally, then notifies the supervisor, or
b. if the position is not classified locally, the HR Director will obtain Office of State Personnel approval.

9. The HR Director prepares the job offer letter.

10. HR obtains approval from the Office of State Personnel (OSP).

11. HR notifies the applicant of OSP's approval and the applicant can begin work.

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Updated: Wednesday, December 22, 2010

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