Purpose  Scope Policy Procedure Form:  Request for SPA Recruitment Form Instructions Adobe PDF Form     (Fill out the form on-line and print for signatures; or print a blank form and fill out by hand or typewriter.)

Effective May 1999, the Request for SPA Recruitment  form is available in Adobe (PDF) format.  Effective April 18, 2000, the deadline for submitting the Request for SPA Recruitment form is 12:00 noon on Tuesday, for Friday posting.

To provide uniform and consistent standards for the recruitment and selection of permanent SPA employees.

Applies to all permanent SPA positions in all university departments.

1.    General Statement.
 
It is the policy of UNCW to meet its work force needs through selection procedures designed to identify, attract, select, employ, and develop the human resources necessary for present and future work requirements. All permanent SPA positions must be recruited through Human Resources. UNCW is committed to employing and promoting those persons whose education, experience, knowledge, skills, and abilities best match the requirements of the positions for which they have applied.

UNCW provides equal opportunity in employment for permanent SPA positions without regard to an applicant's race, religion, sex, age, color, national origin, creed, handicapping condition, political affiliation, or pre-existing relationship to the university through its employees, boards, or activities.

In addition, the university is committed to taking affirmative steps to seek out qualified minority and female applicants in an effort to bring greater pluralism and balance to the SPA work force where minorities or females are under-represented in an organizational unit or occupational category.


2.    Posting of Permanent SPA Vacancies.
 

     a.    Posting Requirements. All permanent SPA vacancies to be filled must be reported to Human Resources using a Request for SPA Recruitment form and must be posted for recruitment through Human Resources. Exceptions to the posting requirement must be requested in writing, and written justifications shall be submitted to the Director of Human Resources. Exceptions may include:
• Vacancies which must be used to meet management necessity such as those committed to a budget reduction, vacancies used for disciplinary transfer or demotion, use of an existing vacancy to avoid reduction in force, and transfer of an employee to an existing opening to avoid the threat of bodily harm.
• Vacancies which must be filled immediately to prevent work stoppage in constant demand situations or to protect public health, safety, or security.
• Vacancies which management proposes to fill with a next-in-line subordinate understudy.
 
    b.    Posting Environment.
 
     (1)    Departmental Posting. The university is committed to promoting qualified employees whenever possible. When an opening occurs which provides a promotional opportunity within a particular department, the department head may request in writing that the opening be filled within the department. The Human Resources Department will determine if there is a viable candidate pool available. If so, the opening may be posted within the department only.
 
     (2)    University-Wide Posting. When it appears that a viable applicant pool cannot be formed within a department but may be formed by recruiting throughout the university, the department head may request in writing that the vacancy be posted university-wide. If a viable applicant pool does not result from on-campus posting, then the department will need to post off campus before interviewing any candidates.
 
     (3)    Public Posting. Human Resources publishes staff position vacancies each Friday. The deadline for departments submitting requests for Friday's posting is noon of the preceding Wednesday. In addition to notices of staff vacancies being routed to all campus departments for posting on university bulletin boards, vacancies are also listed with the following:
 
- Employment Security Commission
- Regional minority employment referral agencies
- Human Resources and placement offices of other universities in the UNC system
- Office of State Personnel
- Print Advertising
Sunday edition of the Star News
Thursday edition of the Wilmington Journal
Publications outside Wilmington on request of the department, with the   provision that advertisements in majority-targeted publications are paired with   the appropriate minority-targeted publication.
- Other Media Advertising
WBMS, WWQQ, WWIL (weekly community service announcements)
UNCW JOBLINE (recording of current vacancies)

 
     c.    Advertising Cost. The department with the vacancy will be billed for all advertising charges.
 
    d.    Deadlines for Submitting Applications. All SPA position openings will be advertised for a specified time period determined prior to the posting. Only applications received by 5:30 p.m. of the advertised deadline date will be considered.
 
     (1)    University-Wide Postings.   Deadlines for university-wide postings will be at least five workdays from the posting date.
     (2)    Public Postings.   Deadlines for public postings will be at least seven workdays from the last public advertisement.
     (3)    Extension of Deadlines.   In circumstances involving the recruitment of a specialized skill, a viable applicant pool must be obtained. If not obtained within the initial recruitment period, the department head may request the deadline be extended. When the deadline is extended, the position will be re-advertised as such and another recruitment period set.
 
    e.    Supplement to Posting. Hiring officials may supplement posting activities by encouraging individuals to file applications. However, applications must be submitted to Human Resources in order to receive consideration for a vacancy.


3.     Applications.
 

     a.    All applicants interested in posted permanent SPA positions must submit a separate North Carolina State Application for Employment (PD-107) to Human Resources for each position for which they wish to be considered. Applications must list the job vacancy number or position title advertised. Unsigned applications will not be processed. Upon request, Human Resources will mail blank applications to individuals.
 
    b.    Applicants may apply as often as they wish. Legible photocopies are accepted; however, Human Resources is not able to provide photocopy services.
 
    c.    In addition to the State Application for Employment, applicants may submit a cover letter and résumé. Other materials such as certificates, transcripts, and reference letters are not considered during the screening process unless they have been requested through our published advertising. Applicants may offer these items to the hiring official in the formal interview.
 
    d.    Applications are accepted by Human Resources Monday through Friday, 7:30 a.m. to 5:30 p.m., except holidays. Applications must be received in Human Resources by 5:30 p.m. on the specified deadline.
 
    e.   If there are no vacancies posted that are of interest to the applicant, a State Application for Employment may be submitted to Human Resources for placement in a general application file. Applications in the general file will be retained for 90 days, unless the applicant informs Human Resources of a specific job vacancy for which he or she wishes to be considered. In this case, Human Resources will then pull the application and place it in a specific vacant position file. Applications remaining in the general file after 90 days are discarded.


4.    Employment Eligibility.
 

     a.    Age Limitations.   The minimum employment age is 18 years except law enforcement officers, who must be 21 years old. There is no maximum age for employment.
 
    b.    Citizenship. All applicants are subject to the Immigration Reform and Control Act of 1986, which requires all employees be either U.S. citizens or aliens with proper work authorization from the US Immigration and Naturalization Service (INS). A new employee must complete and sign the employee's portion of Federal Form I-9 (INS Employment Eligibility Verification) and present appropriate, original documentation supporting identity and employment eligibility at the time employment begins or no later than the third working day.
 
    c.     Selective Service.   Applicants subject to registration under the Military Selective Service Act must certify compliance with such registration requirements to be eligible for state employment. Willful failure of an applicant to certify compliance when submitting an application for formal consideration or the false certification of compliance may be grounds for dismissal from employment.
 
    d.    Substance Abuse.   A history of drug or alcohol abuse, while not automatically disqualifying, may be considered in making the employment decision concerning any applicant. Law enforcement officer candidates (new hires and lateral transfers from other law enforcement agencies) must pass a drug test in accordance with N.C. Criminal Justice Standards Division prior to a final employment offer. The cost of such drug tests shall be paid for by the hiring department.
(NOTE: UNCW complies with the Drug Free Workplace Act and the Drug-Free Schools and Communities Act amendments of 1989, which prohibit possession or use of certain drugs on university property or while at work.)
 
    e.    Arrests and Convictions.   Generally, prior arrest records are not relevant to the selection process but may be considered in the selection of law enforcement officers in accordance with NC Criminal Justice Division standards.
Felony or misdemeanor convictions, other than minor traffic violations, must be disclosed on the application. A conviction does not necessarily mean the applicant cannot be hired. However, the nature of the offense and the time since the conviction will be evaluated in relation to the position for which the applicant is being considered.
 
    f.    Education and Experience.   Minimum education and experience standards are established for each job. Specific job-related qualifications may be required in addition to minimum state standards. All qualifications used in the screening process will be advertised.
 
    g.    Misrepresentation or Material Omissions.   All information on the application is subject to verification. Any misrepresentation or material omission will result in the applicant being disqualified from further consideration. (See HR 1.50.)


5.    Hiring Preferences.
 

The State of North Carolina has adopted the following hiring preferences to further the employment of targeted groups. Human Resources will monitor the selection of applicants in the preference categories listed.
 
    a.    Pre-emptive Preferences.   Former qualified state employees released for other than just cause from policy-making/confidential, exempt positions and employees scheduled for or already reduced in force shall receive priority re-employment consideration in preference to any other applicant. If such candidates apply for a vacant position, they will be the only candidates interviewed for the position and, if not disqualified in the interview process or through reference checks, must be offered the job.
 
NOTE: In affording priority re-employment consideration, employees separated from policy-making/confidential, exempt positions for reasons other than cause shall receive first priority over employees separated by reduction in force. Employees separated through reduction in force will only receive priority consideration for positions at a comparable or lower salary grade.
 
    b.    Preference Among Equals.   The following preference requirements apply only when no single individual stands out as the best matched candidate for a particular position. These preferences are to be extended in the following priority order among candidates whose qualifications are determined to be "substantially equal."
 
• Current state employees applying for promotion.
• Veterans who have served honorably during recognized periods of national conflict.
• EEOC-defined minorities.
 
    c.    The hiring official should evaluate applications on the basis of education and experience directly related to the position without regard to membership in a preference category. A Human Resources representative will discuss preferences with hiring officials, as appropriate.


6.    Handicapped Individuals.
 

UNCW shall make an effort to employ qualified handicapped applicants and shall not establish arbitrary or unjustified physical requirements. Reasonable accommodations will be made for a qualified handicapped applicant or employee who would be able to perform the essential duties of the job if such accommodation is made. These accommodations may include job restructuring, making facilities readily accessible and usable, and the acquisition or modification of equipment or devices. The hiring official or Human Resources may consult with a handicapped person's physician or medical counselor when making a final decision, as necessary.


7.    Hiring of Relatives and Household Members.
 

     a.    UNCW recognizes the sensitive nature of having family members employed by the university and will take care to avoid difficult situations. Any relative hired must meet all selection standards and fulfill all job qualifications. UNCW shall not hire a relative in a manager-subordinate relationship or where one member occupies a position which has influence over the other's employment, salary administration, and other related management or personnel considerations. Relatives of current employees may be hired if the new employee works in a department or division other than the current employee's department or division.
 
    b.    For the purpose of this policy, members of the UNCW Board of Trustees shall be construed as university employees. (NOTE: Under provision of NC General Statute 116-31, trustees may not be appointed or continue to maintain their appointments should a spouse be or become a state employee.)
 
    c.    For the purpose of this policy, relatives include spouse, mother, father, sons and daughters, brothers and sisters, grandmothers and grandfathers, grandsons and granddaughters, aunts and uncles, nieces and nephews, and first cousins. Also included are step, half, and in-law relationships and other individuals living within the same household or otherwise so closely identified with an employee as to suggest that problems may arise in the work unit or that the public may question the university's commitment to providing equal opportunities to all qualified individuals.


8.    Screening Applications.
 

     a.    Human Resources Screening.
 
     (1)    Human Resources will screen all applications for advertised minimum requirements. Applications which do not meet minimum qualifications will not be referred to the department.
 
    (2)    On request of the department, Human Resources will further screen qualified applications for advertised preferred qualifications. Departments may request that only the top 25% or top 50% of the entire applicant pool be referred. If the top 25% or 50% of the qualified applicant pool is requested, additional individual applications may not be referred without approval of the Director of Human Resources.
 
    (3)    After initial screening by Human Resources, applications shall be referred to the hiring official in a group to ensure equal consideration of all applicants. Applications are not available for departmental review during the posting period; however, the hiring official may request a list of names of applicants who have applied three workdays prior to the deadline for submission of applications.


     b.    Departmental Screening. The hiring department will screen the referred applications based on specific job-related education and experience and will select a number of individuals to interview. As a step in this screening process, the department may request references or contact prior employers. If appropriate to the position, the department may also administer a job-skills test as a screening aid, with prior approval of Human Resources. (See Policy statement 14.) When departmental screening is completed, the hiring department will forward the names of candidates to be interviewed to Human Resources. The referred applications will be retained by the hiring department until after the interviews have been completed.


9.    EEOC/AA Compliance.
 

The Director of Human Resources is responsible for ensuring UNCW recruitment practices comply with the university's EEO/AA policy. This requires an analysis of referred applications and proposed interview pools to identify potential adverse selection mechanisms in the screening process. This analysis may result in the department being asked to give continuing consideration to a minority or female candidate not otherwise selected for an interview. (Copies of the university's EEO/AA policy for SPA employees are available in the Human Resources Department and the Compliance Office.)


10.    Departmental Interviews.
 

     a.    Candidates to be Interviewed.  Departments may interview only those candidates approved by Human Resources.
 
    b.    Impartial Treatment of Applicants.  All contacts or interviews shall be conducted in a manner which assures the fair and impartial treatment of applicants. Interviewing is the heart of the selection process and provides the most direct information about the job applicant. In no case shall an applicant be asked questions contrary to state and federal laws and regulations. If the answer to a question is not needed in order to make a decision on how the candidate will be able to meet work expectations, the question should not be asked. It is not enough to have apparently fair, neutral, and uniform guidelines on paper. Interviewers must act responsibly to ensure discriminatory remarks or questions are not asked during the interview.
 
    c.   Interview Assistance Available.  Hiring practices, suggested questions, interview topics, and legal guidelines are available from the Employment Services Coordinator in the Human Resources Department.


11. Courtesy Interviews.
 

     a.    Definition and Purpose of Courtesy Interviews.  Courtesy interviews consist of a meeting between a Human Resources staff member and a prospective applicant about the university's recruitment process. Human Resources staff members are available to assist applicants in preparing applications, résumés, or cover letters and to discuss their suitability for university employment.

Courtesy interviews are intended to extend a courtesy, where appropriate, to an individual or to a constituent of the university without regard to the applicant's qualifications for a specific position vacancy, due to the applicant's prior association with the university. Courtesy interviews, of necessity, are not part of the selection process and are distinct from job interviews conducted by hiring officials. Job interviews conducted by the hiring official as a courtesy to the applicant which are not based on the applicant's personal merit for the position are specifically prohibited by the university's EEO/AA policy for SPA employees. This policy commits the university to selecting SPA employees "without regard to a preexisting relationship to the university through its employees, boards, or activities."

 
    b.    Appropriateness of Courtesy Interviews.  Situations which may call for a courtesy interview include the following:
• Individuals interested in university employment who are not familiar with our application procedures or who are not aware of the kinds of positions for which they may qualify.
• Individuals who have applied repeatedly for SPA positions and have become frustrated in their efforts to secure university employment.
• Individuals referred by significant constituents of the university including members of the General Assembly, Executive Branch of State Government, the UNC Board of Governors,  the UNCW Board of Trustees, or local supporters of UNCW.
 
    c.    Conducting Courtesy Interviews.   Referrals or requests for courtesy interviews shall be directed to Human Resources for appropriate disposition rather than to the hiring official or department head with the vacancy. Human Resources staff (the Director, Associate Director, or the Employment Services Coordinator, as appropriate) will meet with the applicant to discuss UNCW's application procedures, the individual's education and experience, and the individual's potential for securing university employment.


12.    Interview Travel Expenses.
 

Candidates who incur travel costs in order to interview will be responsible for those costs unless the hiring department has agreed in writing to reimburse the prospective employee. (See TRA 1.10 for further information and authorization procedures.)


13.    References.
 

Applicants are encouraged to list references because they generally provide an objective source of information about the applicant's ability. The hiring official may verify job-related information on the application as a screening aid to determine the interview pool. Alternatively, the hiring official may elect to check references after the interview pool has been selected but prior to interviews or after a tentative hiring decision has been made. Reference checks may be made either by telephone or in writing. The hiring official may also solicit information which may preclude the applicant from further consideration for the position. Personal references may be checked but should not be the sole source of information on the applicant's record.

If any damaging or derogatory information is discovered during the reference checks or if information or statements on the application are shown to be false or inaccurate, the hiring official should discuss the conflicting information with Human Resources prior to making a determination concerning the applicant.

 
NOTE: Human Resources will verify educational level and job-related credentials but does not verify employment histories. (See HR 1.50.)


14.    Job Skills Testing.
 

Departments with a position requiring a specific job-related skill may utilize a test as a screening tool. The test and proposed testing procedures must be approved in advance by Human Resources. The test must be directly related to the duties to be performed and be administered in a fair, consistent manner. Results must be quantifiable and the screening decision must relate to the test results. The hiring decision itself may not be based solely on a job skills test.


15.    Pre-employment Physicals.
 

Where a job requires strenuous physical activity, the department may require the preferred candidate to successfully complete a physical examination including the applicant's medical history to ensure the candidate hired is physically capable of performing the job. Cost for the physical exam shall be paid for by the hiring department.


16.    Hiring/Salary Commitment.
 

     a.   When Offer of Employment May Be Extended.   The hiring official may extend an offer of employment only after receiving approval from Human Resources.
 
    b.   Hiring Range.   Salaries offered must conform to the advertised hiring range unless exception is approved by the Director of Human Resources. All offers above the minimum permanent salary must be justified in writing, approved by the appropriate administrators as indicated below, and validated by Human Resources before any commitment is made to the prospective employee. Offers other than the hiring rate, when properly approved, may be extended when:
 
 
• The position is highly technical, highly skilled, or very specialized;
• Labor market considerations necessitate a higher entry-level salary in order for UNCW to be competitive; or
• The preferred candidate offers greater job-related education or experience than the advertised minimum requirements.

 
     c.    Required Approval for Salary Commitments.
• Department heads may authorize hiring offers at the published hiring rate or the minimum permanent salary.
• The Division Vice Chancellor may authorize hiring offers up to 10% above the minimum permanent salary, provided funds are budgeted at the position level.
• Approval by the Division Vice Chancellor and Vice Chancellor for Business Affairs is required for a hiring offer which exceeds the minimum permanent salary by more than 10%.


17.    Starting Date.
 

New employees may be hired and employees may transfer laterally (to the same salary grade with no change in salary) on any day of the month. Promotional and demotional transfers must be effective on the first day of a month. Notices should be worked out with the employee's supervisor and the hiring official. Overlap with a separating employee is possible but must be approved in advance by Human Resources. Overlap occurs if an employee is hired in advance so that the existing employee may provide training assistance to the new employee.


18.    Applicant Follow-up.
 

Hiring officials are encouraged to personally notify any UNCW employee interviewed of the final hiring decision. Human Resources will notify all applicants in writing of the hiring decision within three workdays after the successful candidate has accepted the position.


19.    Freeze on Hiring.
 

During a hiring freeze, restrictions as mandated by the state are imposed on the posting and filling of vacant SPA positions. Human Resources will advise the hiring official as vacancies are released from the hiring freeze.

D.    Procedures.

1.    Notice of Staff Vacancy.
 
In all cases where an SPA staff vacancy is to be filled, even if the vacancy will not be posted, the hiring department must complete a Request for SPA Recruitment in accordance with preparation instructions. If posting is desired on Friday, the deadline for submitting the Request for SPA Recruitment to Human Resources is noon of the preceding Tuesday. Human Resources will contact the hiring official shortly after receiving this notice to discuss the selection process and to answer any questions.


2.    Waiver of Posting.
 

To request a waiver of posting, the department head must attach a letter of justification to the completed Request for SPA Recruitment.


3.    Temporary Help.
 

If temporary help is needed while the vacancy remains unfilled, the hiring department may call Human Resources for assistance in obtaining temporary help or may contract with a temporary agency (if funds in the 1900 budget line are available).


4.    Time Frame for Recruitment.
 

Departments may expect the entire recruitment process to take six to eight weeks from the time the Request for SPA Recruitment is submitted to Human Resources.


5.    Hiring Commitment.
 

Human Resources will mail an official commitment letter to each new employee verifying hiring salary, starting date, and other conditions of employment, as appropriate.


6.    Orientation of New Employees.
 

    a.    Human Resources will contact each new university employee to arrange an appointment for a brief orientation within the first week of employment. Benefits, salary, safety rules, and basic information about UNCW will be discussed.
 
    b.    Hiring officials are responsible for providing the new employee with a thorough introduction to the workplace during the first 90 days of employment in accordance with the Employee Performance Management Program.

A.    Purpose of Form.

This form is used to initiate the recruitment process and must be prepared in all cases where a staff vacancy for a permanent SPA position is to be filled, even if the vacancy will not be posted.

Click here to go to the Request for SPA Recruitment form in Adobe PDF format and then choose one of the following options:

• Fill out the form on-line and print for signature or
• Print a blank copy of the form ready to fill out by hand or typewriter.

C.    Where to Send Completed Forms.

Send completed forms to Human Resources. If a waiver of posting is being requested, attach a letter of justification. (See Policy statement 2.)

1.   Enter the name of the hiring official. The hiring official is the supervisor, manager,
      or executive authorized to screen, interview, and offer employment.
2.   Enter the university division (e.g., Academic Affairs).
3.   Enter the university department (e.g., Physics).
4.   Enter the date the form is prepared.
5.   Enter the position number of the vacancy to be filled.
6.   Enter the job classification title (e.g., Accountant I).
7.   Enter the working title of the position if different from the job classification
      (e.g.,Director).
8.   Self-explanatory.
9.   Enter the hiring salary range. Generally item 9.a. is the hiring rate and item 9.b. Is
      the minimum permanent rate of the job classification. Advertised hiring ranges beyond
      the minimum permanent rate require division Vice Chancellor approval.
10. Indicate if this is a permanent or temporary position.
11. Indicate the work hours of the position. If the hours are other than those choices
      listed, please indicate the work hours on the blank lines.
12. Indicate if temporary help is desired for the period while the vacancy is unfilled.
      If  so, indicate the ten-digit university account number to be charged and the
      expected duration of the temporary work.
13. Self-explanatory.
14. Self-explanatory.
15. Self-explanatory.
16. Enter the six-digit university account number to be charged for recruitment expenses.
17. Indicate the type of posting desired by the hiring department for the vacancy.
      A  letter of justification is required if a waiver of posting is being requested for any
      of  the posting exceptions allowed in Policy statement 2.a. of this procedure.
18. If public posting is requested, indicate if any special off-campus advertising is
      desired other than the off-campus advertising listed in Policy statement 2.b.
19. Signature of the hiring official is required. Indicate the telephone number of the hiring
      official.
20. Signature of the person authorized to approve expenditures to the account number
      listed in item 16 is required. Indicate the telephone number of this person.
      Human Resources will complete the remaining portions of the Request for SPA
      Recruitment and will return a copy of the form to the hiring department when
      charges are received from the advertising source.