Selection
REG 05.55.5
Authority: Vice Chancellor for Finance and Business
History: First Issued: October 1, 2002.
Related Policies: Office of State Personnel - Selection
Additional References: Human Resources: Selection ; Human Resource Forms
Contact Info: Assistant Director for Employment Services (919-515-2135).
1. Purpose
The goal of the selection process is to find the best available person for
the job, a person with the knowledge, skills, abilities, and motivation to
successfully fill the position.
2. Covered Employees
Hiring Officials are covered by this policy.
3. Procedures
The selection of applicants for vacant positions will be based upon consideration
of their qualifications for the position to be filled. Using fair and valid
selection criteria, the credentials of each applicant will be reviewed to
determine if the minimum qualifications have been met. From those applicants
who meet the minimum qualifications, a pool of the most qualified candidates
shall be identified.
The individual selected for the position must be chosen from the pool of
the most qualified applicants.
3.1. Interviewing - Departments may interview only candidates referred and
approved by Employment Services.
Transfer candidates must be contacted but not necessarily interviewed by
the hiring department. Contact can range from a telephone call to written
communication notifying the candidate that they have not been selected for
the position.
All contacts should be conducted in a manner to ensure fair and impartial
treatment of candidates.
Summaries of interviews, including applications and reference checks should
be maintained by the department for two years. Documentation of selection
activity is also noted on the Search Summary form.
Recruitment and Selection Guidelines are available from Employment Services.
3.2. Work Samples
Hiring departments may have applicants provide work samples with prior
approval from Employment Services. For further information, contact the
Employment Specialist assigned to your department or division.
3.3. Reference Verification
The university recognizes the need to employ a well-qualified staff of
high integrity. Hiring supervisors are responsible for verifying the validity
of applicant information. References must be checked prior to requesting
Human Resources' approval of a new hire or transfer.
Reference include work experiences claimed by the applicant that influence
a hiring decision or might reasonably be expected to have a bearing on the
individual's employment within the university.
Reference information should be secured from the most relevant work experience,
any long period of employment, last employment, and any employment followed
by lengthy unemployment.
References by telephone are acceptable and must be documented.
References are confidential and should be maintained in the employee's
departmental personnel file.
3.4. Credentials Verification
Credentials must be verified prior to the granting of permanent status.
To assist, Human Resources is responsible for verifying the highest level
degree. Findings of falsification and options for disciplinary action are
communicated to the hiring supervisor.
Consequences of Falsification of Credentials - When falsified credentials
are discovered prior to employment, the applicant must be disqualified from
consideration. If discovered after employment, the following will apply:
Falsification of required credentials will result in immediate dismissal
under the personal conduct guidelines of SPA (Staff) disciplinary policy.
Falsification of other credentials will result in dismissal, demotion,
reduction in pay, or written warning. Disciplinary action must consider
sensitivity of the employee's position, effect of the false information
on the hiring decision, and effect of the false information n starting
pay.
Falsification may result in criminal charges.
