Establishing SPA Recruitment

Departments must submit an SPA Recruitment Requisition (SPARR) through HRIS to initiate recruitment for an SPA vacancy.

Each SPA position classification has State standards for minimum education and experience. These standards indicate the knowledge, skills, and abilities necessary for successful job performance. Specific formal education may be substituted for required experience in some positions. Directly-related experience also may be substituted for certain educational requirements.

Hiring departments are responsible for determining any job-related qualifications required in addition to minimum State standards.

As required by the Americans with Disabilities Act, only "essential" job functions can be used to select or reject a candidate. If the hiring department identifies any special physical or mental requirement(s) for an open position, the Office of Human Resources advertises any such requirement(s) in its recruitment. Educational and experience preferences may also be determined by the hiring department; however, there is no substitute for a State-required license, registration, or certification.

Upon receiving the recruitment requisition, the ECC Specialist assigned to the hiring department posts and/or advertises the vacancy, recruits, screens, and refers applications for the position.

Departments are encouraged to send the recruitment requisition as soon as a new position is established or when an employee gives notice of intent to leave University employment. Departments need not wait until a position is vacant.

A waiver of posting requirements may be requested and allowed:

• to avoid a reduction in force or layoff,
• to effect a disciplinary transfer,
• to achieve a mandatory reinstatement,
• to avoid a critical work stoppage, or
• to promote an employee under a formal, written pre-existing "understudy arrangement."

A request to waive posting must be submitted as part of the SPA Recruitment Requisition in HRIS. When recommending an employee in an "understudy arrangement" for promotion, a copy of the written agreement must be attached to the request to waive posting.

A request to waive posting must be approved in advance by the Director, Compensation & Staffing Programs Department, Office of Human Resources.

Unless an exception to the posting period is approved, vacancies must be posted for a minimum of ten calendar days from the date the vacancy is first posted. Because the State requires that vacancies remain posted for at least seven working days, the minimum posting period for some postings may be longer than 10 calendar days.

The posting period, and opening and closing dates, are included on each job posting. Only applications received no later than 5:00 pm EST/EDST on the closing date may be considered for the position. Applications received after the posted closing date will only be considered if the position is reposted.

If, at the end of the closing period, the hiring department would like additional applications, the department may request to repost the vacancy for additional 10 to 60 calendar day period(s) as needed.

No offer or other commitment can be made for an open position before the end of the vacancy's initial (or extended) posting period (a minimum of 10 calendar days).

After completing the SPA Recruitment Requisition in HRIS, the hiring department prints from HRIS a completed "Announcement of SPA Position Recruitment" to post within the hiring department. This Announcement includes:

• the open position's job title
• position number
• hiring department
• date posted
• closing date
• hiring supervisor
• working title (if any)
• work schedule
• position location
• salary grade and range
• minimum State standards
• preferred qualifications
• emergency duties in Adverse Weather situations (if applicable)
• ADA requirements
• testing requirements (if any)

The internal department posting should be concurrent with the posting maintained by the Compensation & Staffing Programs Department and must remain posted through the defined recruitment period's closing date.

The hiring department must retain the posting announcement for two years.

Each employment advertisement in any medium for any SPA employment opportunity, permanent or temporary, must be approved in advance by the Director, Compensation & Staffing Programs Department. Compensation & Staffing Programs normally handles the placement of all advertisement for permanent SPA openings.

Permanent job openings are listed with the N. C. Employment Security Commission as required by law and federal regulation, and with the Office of State Personnel as required by State policy. Compensation & Staffing Programs posts weekly all active openings including the State's minimum classification requirements, and as appropriate, the position requirements listed by the hiring department.

The Compensation & Staffing Programs Department also publishes a job listing of open SPA positions under active recruitment.

The Staff Openings List serves as a recruitment tool and satisfies State and Federal recruitment requirements. It is published every Wednesday (with an addendum each Friday), and is posted at the Office of Human Resources.

The Staff Openings List is also updated nightly on the Office of Human Resources website.