Hiring Procedures for EPA Personnel

REG 05.55.2

Recruitment and Hiring
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Authority: Issued by the Chancellor. Changes or exceptions to administrative regulations issued by the Chancellor may only be made by the Chancellor.

History: First Issued: 1975.

Additional References:
Hiring Procedures Manual for Academic Personnel
EEO Data Form

Contact Info: University Affirmative Action/ Equal Opportunity Officer (919-515-4559); Assistant Director of Employment Services (919-515-4277)

1. Covered Positions:

All vacant EPA positions at North Carolina State University are subject to the hiring procedures outlined in this regulation.

2. Purpose:

To outline the procedures to be followed when hiring EPA employees at the University to ensure our obligations under equal opportunity and affirmative action are fulfilled.

A thorough and affirmative search must be conducted when filling EPA positions of instruction, research and administration. Such a search includes not only widespread publicity of the open position, but also efforts to encourage qualified women and minorities to apply.

3. Procedures

The recruitment process for compliance with affirmative action and equal opportunity guidelines is a multi-step procedure. While there is flexibility on how each department develops the particulars of conducting their individual searches, the documentation requirements are the same for all.

3.1 The EPA Recruitment Process

These are the steps required by equal opportunity and affirmative action regulations when conducting a search for a vacant position.

3.1.1 Notice of EPA Vacancy

This is the first official paperwork to be completed by a department in the regular recruitment process.

3.1.1a To gain approval for advertising, a department must submit a Notice of EPA Vacancy (form EPA-001) to Human Resources (HR). A department seeking to fill a vacant EPA position must advertise the position for at least 30 days in a variety of media. HR reviews the advertisement for compliance with state and federal regulations. HR approval must be obtained prior to any advertisements being distributed through any venue.

After a department has received final HR approval of the EPA-001, advertisements may be placed in a variety of media.

3.1.1b All EPA position vacancies are automatically advertised by Human Resources in the Faculty & EPA Professional Vacancies Listing. Each position appears in four editions (four weeks) of the paper version of this publication; positions will remain posted on the Internet version until the position's deadline date. Additional media sources are required for most vacancies. All tenured/tenured track faculty vacancies must be advertised in the Chronicle of Higher Education.

3.1.2 Acknowledgment letter and Applicant Tracking Form

3.1.2a The hiring department must answer or respond to each application received, preferably within the week of receipt. The letter of acknowledgment is a simple note and states that the application has been received and will be attended to by the search committee shortly. If an application has been submitted after the advertised deadline date, departments must still respond to these with a letter that implicitly states that the applicant missed the deadline and will not be considered for the position.

3.1.2b Each applicant must be instructed to complete the on-line EEO Data Form. This form is used to collect race and sex information on applicants, as is required by law. The form, created by OEO, includes introduction and instruction on the form, so departmental acknowledgement letters need not include such information.

3.1.3 Interim EPA Recruitment Report

3.1.3a Before a search committee may interview candidates, an Interim EPA Recruitment Report (form EPA-002) must be completed and approved by the Office for Equal Opportunity (OEO). This form reports the candidates who have been eliminated from the search and the specific reasons for their elimination, as well as listing the top candidates who will continue to be considered. After receiving final OEO approval (via HR) of the EPA-002, the search committee may proceed with the interviewing stage.

3.1.3b Applicant Flow Form for eliminated candidates

Hiring departments must submit the Applicant Flow Form along with the Interim EPA Recruitment Report. The following information is required regarding all applicants for a vacant position: name, application date, interview date (if applicable), interim disposition code and final disposition code.

3.1.4 Final Recruitment Report

3.1.4a After conducting the interviews and narrowing the applicant pool to its final candidates, the search committee must complete the Final Recruitment Report (form EPA-003) and submit the form to Human Resources. The Final Recruitment Report indicates who the finalists are, and specifically names the person to whom the position will be offered. It is only after a department has received notification of OEO approval of the EPA-003 from HR that they may extend the hiring offer to the chosen candidate.

3.1.4b Applicant Flow Form for eliminated candidates

Hiring departments must submit the Applicant Flow Form along with the Final Recruitment Report. The following information is required regarding all applicants for a vacant position: name, application date, interview date (if applicable), interim disposition code and final disposition code.

3.2 Exceptions to the EPA Recruitment Process

There are circumstances that may be more aptly suited to utilization of a Time-Limited EPA Appointment or a Waiver of Recruitment Procedures Request.

3.2.1 Time-Limited EPA Appointments

3.2.1a There are a number of situations in which time or the temporary nature of a position is critical and the use of a Time-Limited EPA Appointment Report is warranted. Time-limited appointments are intended for academic and EPA personnel who will be employed for a short period of time, that is, one or two years. Typical examples include visiting scientists or professors, research assistants/associates hired through grant monies, post-docs or persons needed to fill interim positions while a regular search is being conducted.

3.2.1b Persons appointed on a time-limited basis may be hired without the department undergoing a full, open search. If a hiring department would like to conduct a search, it is highly recommended that they do so. If this is the case, then the hiring department would start with the EPA-001, proceeding with the usual recruitment process, and use the EPA-004 form (instead of the EPA-003) for the final hiring appointment.

3.2.1c The maximum length of appointment for a time-limited position is one full calendar year. Two (2) such one-year appointments may be granted, allowing the person to be employed for a total of two full calendar years. A separate request must be made for each year.

3.2.1d Post-docs

The notable exception to the two-year maximum for time-limited appointments is for post-doctoral positions. A post-doc may be appointed once for a duration of no longer than three (3) consecutive years from the initial date of appointment as a post-doc.

3.2.2 Request for Waiver of EPA Recruitment Procedures

3.2.2a The Request for Waiver of EPA Recruitment Procedures is to be used only in exceptional circumstances to hire individuals when the usual search process is not followed.

1. A hiring unit seeking to employ a candidate by requesting a waiver must complete the EPA-005 form (Request for Waiver of EPA Recruitment Procedures).

2. The waiver request must include a memorandum of justification explaining why recruitment procedures should be waived.

3. Hiring departments may proceed with hiring candidates using a waiver only after OEO has granted approval of the request.

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