Reviewing and Interviewing Candidates for SHRA Permanent Employment

This policy applies to University supervisors, managers and search committees responsible for recruiting, interviewing and hiring SHRA employees, as well as applicants to University SHRA positions.

Once an applicant has submitted an application (see Application Submission), it is referred to the hiring manager through the applicant tracking system. The hiring department is responsible for evaluating referred applications, including ensuring applicants meet the State minimum education and experience requirements for a position and reviewing applications for the essential skills listed in the job posting.

Hiring departments cannot interview any candidate whose application was not referred via the applicant tracking system for the vacancy.

After identifying the pool of best qualified applicants, hiring departments must obtain approval via the applicant tracking system from the OHR Talent Acquisition Partner assigned to the department before contacting the applicants directly to schedule interviews. The Talent Acquisition Partner reviews the applications to ensure that the State minimum education and experience requirements are met and also that referred layoff-priority applicants are interviewed. The Talent Acquisition Partner may also recommend that any veteran applicant referred via the applicant tracking system be interviewed for the vacant position. Applicants who do not have the requisite essential skills and State minimum education and experience requirements as indicated on the job posting cannot be hired into the position.

A minimum of three candidates is recommended to be interviewed for any advertised position. In the rare instance when less than three qualified candidates exist, the hiring department should work with its Talent Acquisition Partner to determine a course of action, which may include reposting the position to yield a more diverse applicant field.

Interviews may take place by telephone or in person, and the interview questions must be applied consistently regardless of method of contact. During interviews, applicants may not be accompanied by any other person except in cases where such special accommodations are required due to a disability, as defined under the Americans with Disabilities Act of 1990 (ADA) as amended.

OHR’s Organization and Professional Development unit provides programs on interviewing skills for supervisors on a regular basis. Classes include topics such as behavior-based interviewing and lawful and unlawful interview questions. Hiring supervisors with questions about appropriate interviewing should contact their Talent Acquisition Partner.

All interview documentation must be maintained by the hiring department for at least three years.

To promote career advancement and to fill job openings with individuals who possess the strongest skills available, permanent SHRA (full-time or part-time) employees are eligible to seek transfer to another department or to another position within their current department. There is no requirement for the employee to work in a position for a specified minimum period before applying for a position change. Employees seeking a transfer are encouraged, but not required, to notify their supervisor.

With the advance approval of their supervisors, permanent and time-limited SHRA employees may consider time spent in an interview for a UNC-Chapel Hill position (including travel time) as work time. Alternatively, employees may request vacation leave, use other available paid time off, or request a flexible work schedule in accordance with department procedures to attend job interviews.

There are three types of voluntary transfers through the job posting and selection process:

• promotion: an employee moves from one position to another with the same branch/role with a higher competency level or moves to a different branch/role that has a higher journey market rate.
• lateral transfer: an employee moves from one position to another with the same branch/role with the same competency level or from one position to another with a different branch/role with the same journey market rate.
• reassignment: an employee moves from one position to another with the same branch/role with a lower competency level or from one position to another with a different branch/role with a lower journey market rate.

Until career banding is implemented for all job families in all State agencies and universities, employees in career banded roles will be assigned a salary grade equivalent only for promotional and layoff/reduction in force (RIF) reemployment priority purposes as noted in the State Human Resources Manual. For employees applying for positions in a different classification system than their current system, from graded to banded or vice versa, the Talent Acquisition Partner assigned to the career banded department assigns a salary grade equivalent for each competency level within a career banded role to determine if the action is a promotion.

The salary grade equivalent is not used when determining the promotional priority for a State employee who is currently in a banded role and is applying for another position in a banded role. The salary grade equivalent is not used when determining the RIF priority for a RIF applicant who was in a banded role at the time of the RIF notification and is applying for another position in a banded role.

The University is committed to ensuring that employment decisions are based on individuals’ competencies and qualifications. Consistent with this principle and applicable laws, the University does not discriminate with respect to employment terms and conditions on the basis of race, color, gender, national origin, age, religion, creed, disability, veterans’ status, sexual orientation, gender identity or gender expression. This policy ensures that only relevant factors are considered and that equitable and consistent standards are applied to all personnel actions. More information and the University’s equal opportunity plans are available on the Equal Opportunity & Compliance Office website.

The diversity of our staff brings strength to the University. Our focus on diversity with each search gives us the opportunity to hire, attract and retain the talented staff we want and need to continue our legacy of excellence. All supervisors and managers are required by State law to complete the Equal Employment Opportunity Institute, a course designed to help them understand Federal and State Equal Employment Opportunity and Affirmative Action laws. Each department is expected to collaborate with its Talent Acquisition Partner to develop a recruitment strategy in order to meet EEO work force profile objectives.

An online training module for supervisors and search committees is available and provides valuable information, helpful advice and proven techniques to enable search committees to run more efficiently. This module can be accessed at http://go.unc.edu/searchcommittee and is encouraged for SHRA recruitment.

EOC Training Schedule

When considering an applicant with an obvious disability, an applicant who voluntarily discloses a hidden disability, or an applicant who expresses the need for reasonable accommodation, it is permissible to discuss the accommodation that may be needed and how the applicant with a disability would perform the essential functions of the job. For more information about disabilities and accommodation contact the Equal Opportunity & Compliance Office.

Pre-employment tests (written, oral, physical or skills) may be administered by the hiring department with prior approval from the department’s Talent Acquisition Partner in collaboration with the Equal Opportunity & Compliance Office. Pre-employment test procedures and results must be retained by the hiring department for at least three years.

False or misleading information or documentation or an omission on the University’s employment application or supplemental application forms may result in rejection of employment or transfer consideration, or termination if already employed, and may result in being ineligible for employment with the University for a minimum of two years.

Refer to the University System SHRA Employee Grievance Policy for information on applicable appeals rights for applicants, employees and veterans regarding hiring actions for SHRA permanent and time-limited positions.

In order to apply for an SHRA permanent or time-limited position at the University, all applicants must use the University’s online applicant tracking system to

• create an account
• complete an Application for Staff Employment, which includes the applicant’s entire work history
• submit an Application for Staff Employment for each individual position for which they wish to be considered no later than 11:59 pm EST/EDT on the position’s posted closing date

Applicants may attach cover letters and resumes to their applications for specific positions; however, information provided solely on a resume in lieu of an Application for Staff Employment is insufficient for consideration.

Applicants who qualify for veterans’ preference should submit within the applicant tracking system a veterans’ worksheet with their application if they wish to claim military service credit. See Veterans’ Preference for more information.

Anyone requiring assistance with the online application process should contact OHR’s Employment & Staffing Department at (919) 843-2300.

essential skills: required knowledge, skills and abilities critical to a position, without which the duties of the position cannot be performed

SHRA employees: employees subject to the State Human Resources Act

Fair and consistent application of recruiting practices ensures that employment decisions are made based solely on job-related factors.

If a department hires an employee in violation of these recruitment requirements, the University or the Office of State Human Resources may determine that the employee’s appointment must end and the position must be reposted.

applicants for employment: must use the University’s online applicant tracking system.

current SHRA employee seeking a transfer: encouraged, but not required, to notify supervisor of intent to seek transfer.

hiring department: evaluates Applications for Staff Employment referred through the applicant tracking system; interviews candidates after obtaining approval of applicants; maintains all interview documentation for at least three years; develops recruitment strategy to meet the University’s Workforce Profile objectives; administers approved pre-employment testing and retains results for at least three years.

OHR Talent Acquisition Partner: collaborates with hiring department in developing recruitment strategy; reviews interview candidate applications to ensure State minimum requirements are met; grants approval for hiring department to contact applicants to schedule interviews; consults with hiring supervisors about appropriate interviewing practices; approves the use of pre-employment testing; assigns salary grade equivalent when necessary.

search committee: OHR recommends the use of search committees for all SHRA vacancies and recommends that they demonstrate diversity in their composition.