Creation or Modification of EPA Non-Faculty Positions

Within EPAWeb to establish a new EPA Non-Faculty position or propose reclassification of an existing SPA position to EPA Non-Faculty status the Unit, School or Division must submit a Create Position action using the Position Management menu in the EPAWeb Personnel Action System.  The position creation process must be used both for permanent full- and part-time positions and temporary positions, regardless of FTE.  

All position requests will route to the appropriate next level Dean/Division office and then to the EPA Non-Faculty Human Resouces unit in the Office of Human Resources.

Units, Schools and Divisions should consult the EPA Non-Faculty Classification Guidelines to assist in determining whether a proposed position satisfies basic EPA Non-Faculty classification guidelines. If not, the SPA classification process should be pursued instead of the request process described in these guidelines. Click here to view these guidelines.

REQUIRED DOCUMENTATION

A current organization chart must be attached to the Create Position action (either in .pdf or .tiff format). 

Note: within EPAWeb when utilizing the Create Position action, the system requires a Position Request Type Code, which would be one of the following:  (1) Entirely New Position, (2) Convert Filled SPA to EPA or (3) Convert Vacant SPA to EPA. 

When Position Management went live in July 2007, unlike filled existing EPA Non-Faculty positions, a vacant existing EPA Non-Faculty position could not be randomly assigned a position number, so a "shell" could not be created within Position Management.  Subsequently, the code (8) Existing Position was established within the Create Position action to allow for adding these types of positions to Position Management.   

Within EPAWeb to establish an existing EPA Non-Faculty position the Unit, School or Division must submit a Create Position action using the Position Management menu in the EPAWeb Personnel Action System.  The position creation or modification process must be used both for permanent full- and part-time positions and temporary positions, regardless of FTE. 

All position requests will route to the appropriate next level Dean/Division office and then to the EPA Non-Faculty Human Resouces unit in the Office of Human Resources. 

REQUIRED DOCUMENTATION

When utilizing a Create Position action to establish an existing position or when utilizing Modify Position to update all required information for the first time, both the original approval documentation and a current organization chart must be attached to the Create Position action (either in .pdf or .tiff format).  

The original approval documentation consists of the following:

• approval memo designating the position as EPA Non-Faculty (may be from General Administration, Office of the President, Office of the Provost or University Counsel)
• initial Request to Establish or Fill an Existing EPA Non-Faculty Position form (NF-001)
• initial EPA Non-Faculty Recruitment Form (NF-002)
• initial typed position description
• initial organization chart

Note: within EPAWeb when utilizing the Create Position action to establish an existing position, the system requires a Position Request Type Code, which would be (8) Existing Position. 

Any changes to the position working title, reporting relationship, duties, or education/experience requirements of an existing vacant or filled EPA non-faculty position must be reviewed to assess any impact to the assigned EPA status. Significant changes such as no longer requiring a specific degree, a major change in duties or reporting relationships,  or substantially altering or eliminating experience requirements may affect the position's continued eligibility for EPA non-faculty status.

Proposed changes must be initiated using a Modify Position action from the EPAWeb Position Management menu. This action requires the electronic attachment of an updated organizational chart. Proposed changes to positions which are deemed to significantly impact the positions continued qualification for EPA non-faculty status by OHR may be referred for re-review by the full EPA Non-Faculty Classification Committee. In such cases, current EPA non-faculty classification guidelines in effect at that time will be used to make such determinations.

The Office of Human Resources (OHR) will review any submitted position creation or modify position actions in EPAWeb to determine if it satisfies current EPA non-faculty classification guidelines. Requests that are not able to be approved by OHR will be referred to the campus EPA Non-Faculty Classification Committee for final review and decision making. Requests for EPA Senior Acadmic and Administrative Officer (SAAO) positions require UNC General Administration approval and once reviewed by OHR are directly forward to UNC General Administration's Human Resources Advisory Board (HRAB). Click here to view the current submission calendar for HRAB. In all cases, final position approval or disapproval will be communicated via an FYI notification to the requesting department in EPAWeb.

Any existing vacant EPA non-faculty position (full- or part-time) last approved six (6) years ago or greater from the time it was vacated is subject to mandatory re-review of EPA status. The purpose of this review shall be to determine if the position meets current EPA non-faculty position classification guidelines and therefore whether the position's EPA status may be continued. This automatic review does not apply to filled positions. 

This re-review requirement may be waived at the discretion of the Associate Vice Chancellor for Human Resources or their designee when deemed appropriate. A position review may also be initiated at an earlier time for a vacated position at the request of the Department or when the Office of Human Resources determines a prior EPA approval was due to an administrative error and was contrary to then prevailing UNC General Administration EPA guidelines.

You can determine the date your EPA position was last reviewed and approved by consulting the EPAWeb position management system. If your position was last approved prior to this system being implemented, the most recent EPA position approval letter which was sent at the time of this approval by either the Office of the Provost, the Office of the Chancellor, or the University General Counsel's Office will need to be consulted. If you do not have this letter in your files, contact EPA Non-Faculty Human Resources at 962-2897.

For positions approved 6 or more years ago from the time of the position vacancy, submission of a modify position action using the EPAWeb Position Management function is required to initiate a review of the position to assure it still meets EPA non-faculty guidelines.

Note: This re-review policy was approved and adopted by the UNC-Chapel Hill Chancellor's cabinet on 9/2/2008.

When a currently filled SPA position is approved to move to EPA status, the affected SPA employee must first meet with a member of the Office of Human Resources to complete an Employee's Option to Maintain Current Status form. The OHR EPA Non-Faculty Human Resources unit (962-2897) is responsible for conducting this meeting and will make arrangements directly with the affected employee.