102.7 - Recruitment and Selection of EHRA Non-Faculty Employees

University Group Policy #102.7

Executive Summary

This policy address position creation, posting requirements, search committee responsibilities, and final candidate selection.

Policy Statement

The purpose of this policy is to provide guiding principles for the recruitment and selection of all permanent EHRA non-faculty staff positions at Winston-Salem State University (WSSU). The policy is applicable to both full-time and part-time permanent positions that are exempt from the State Personnel Act and involve “at will” appointments.

Definitions

EHRA Senior Academic or Administrative Officers (SAAO) Tier I or II 1.

  1. SAAO (Tier I)

    The appointments of these senior officers are subject to the approval of the Board of Governors or a Board of Trustees delegated such authority by the Board of Governors. Such officers do not have tenure in their administrative positions. Individuals in these positions serve at the discretion of the Chancellor and are not appointed to serve for specified periods of time. They are eligible for retirement and medical benefits and accrue leave. Positions classified as SAAO Tier I at WSSU include Vice Chancellors, General Counsel, Deans and the Director of Library Services.
  2. SAAO (Tier II)

    The authority to make appointments and determine salaries for positions within this category has been delegated by the Board of Governors to the Chancellor and the Board of Trustees of the constituent institutions. The WSSU Board of Trustees has delegated to the Chancellor the authority to make appointments and determine salaries for this category of employees. Such officers do not have tenure in their administrative positions.

    Individuals in these positions serve at the discretion of the Chancellor and are not appointed to serve for specified periods of time. They are eligible for retirement and medical benefits and accrue leave. Positions classified as SAAO Tier II at WSSU include Associate and Assistant Vice Chancellors; Associate and Assistant Deans; and other administrative positions within the University.

EHRA Instructional (non-teaching)

The authority to make appointments and determine salaries for positions within this category has been delegated to the Chancellor or Chancellor’s designee. Individuals in these positions serve at the discretion of the Chancellor and are not appointed to serve for specified periods of time. The duties must be associated with the regular academic and educational experiences provided by the University, or be uniquely supportive of those academic and educational experiences, and must involve significant and independent interaction with participants in the University’s instructional and educational program. Positions classified as EHRA Instructional (non-teaching) at WSSU include those involved with academic advising, academic preparation and enhancement, co-operative education, laboratory management, instructional technology, continuing education, coaching, academic standards, student support services, professional librarians and clinical and developmental counseling or psychological services.

EHRA Research

The authority to make appointments and determine salaries for positions within this category has been delegated to the Chancellor or Chancellor’s designee. Individuals in these positions serve at the discretion of the Chancellor and are not appointed to serve for specified periods of time. Positions classified as research at WSSU require the following: (a) substantial independence in creative or research efforts and in the interpretation and dissemination of research results; (b) duties that are an integral part of the University’s instructional or research activities and represent an extension of the regular academic and education experience provided by them University; (c) a substantial portion of the total work commitment be devoted to the research activities; and (d) possession of post-baccalaureate credentials or a comparable record of independent research productivity. Positions classified as EHRA Research at WSSU include those involved with academic research, research administration, institutional research, academic computing, community service and technology transfer.

Guidelines

Establishment of a New Position

  1. Request to Establish an SAAO Position

    Units desiring to establish an SAAO position must complete an Authorization to Establish or Review a Position form and submit it through their Vice Chancellor to Human Resources (HR) for determination that the request meets the requirements of being classified as SAAO. A detailed description of the position’s duties and responsibilities and a current organizational chart must accompany the request. If the position title is not on the current General Administration (GA) approved list, HR will analyze the position’s duties against the EHRA guidelines established by GA and communicate with the requesting department as necessary. If the position is not on the approved GA list, HR will forward it to GA for consideration for SAAO status at the next Human Resource Advisory Board (HRAB-EHRA) meeting. The Chancellor will be notified of the action taken by the President.
  2. Request to Establish a Non-Faculty EHRA Instructional or Research Position

    Units desiring to establish a non-faculty EHRA instructional or research position must complete an Authorization to Establish or Review a Position form and submit it through their respective vice Chancellor to HR. A detailed description of the position’s duties and responsibilities and a current organizational chart must accompany the request. The primary function and duties should be instructional or supportive of academic and educational experiences, and constitute at least 50% of the position in order be considered for EHRA status Using the guidelines established by GA, HR will review the request to determine whether or not the position may be classified as instructional or research and communicate with the requesting department accordingly. If the position title and responsibilities have not been approved previously by GA, HR will forward it to GA for consideration for exempt status at the next HRAB-EHRA meeting. The Chancellor will be notified of the action taken by the President.

Review of an Existing Position

When a vacancy occurs in an existing EHRA staff position, the head of the unit shall review the position description to ensure that the description aligns with the duties and responsibilities associated with the position. Assistance with this review may be obtained from HR.

Recruitment Procedure

Once authorization to establish a new position or to review an existing position has been approved, the head of the unit shall begin the recruitment process as outlined below.

  1. Advertising

    Human Resources shall be responsible for ensuring that the advertising of the vacant position is in accordance with this policy
    1. Advertising Media

      Positions may be advertised in electronic or print media which have a national, state or local audience. A search that is national is generally advertised in The Chronicle of Higher Education and journals or newsletters (online or print). All positions shall be advertised on the University’s website.
    2. Duration of Advertisement

      Positions shall be advertised for a minimum of seven (7) business days for internal or external searches.
    3. Non-Discrimination Statement

      All advertisements should include the following non-discrimination statement: Winston-Salem State University is dedicated to providing equal opportunity in admissions and employment based on merit, and without discrimination based on race, color, national origin, religion, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or political affiliation according to state and federal laws.
    4. Content

      At a minimum, all advertisements must include the title of the position, name of the recruiting unit, position description, educational requirements (minimum and preferred), qualifications (minimum and preferred) application deadline (if any), affirmative action statement, employment background check statement, instructions for applying (to include application materials that must be submitted) and the names/addresses/telephone numbers of at least three (3) individuals who are familiar with the applicant’s employment history.
    5. Background check

      All advertisements for EHRA positions shall include the following statement: This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable) and credit history check (if applicable).
    6. Advertising Cost

      The cost of the advertisement(s) shall be paid from the hiring department’s budget
  2. Search Committee
    1. Search Committee Chair

      The head of the hiring unit shall appoint a chair of the search committee and designate persons to serve on the search committee. The chair of the search committee, with the assistance of the appointed support staff, is responsible for overseeing the search process, corresponding with applicants and maintaining search committee records.
    2. Search Committee Duties and Responsibilities

      The Search Committee is responsible for conducting an active search for qualified applicants, receiving, reviewing, and evaluating the applications of the candidates, conducting interviews of the top candidates for the position and recommending the final candidate(s) to the head of the unit.
    3. Interviews

      After screening the application files, the Search Committee shall produce a short-list of the top candidates (usually from 5-10) to interview initially by telephone. Once telephone interviews are complete, the Search Committee should invite the top 3-5 candidates to campus or teleconference for interviews.

      Interview questions should be planned in advance in order to demonstrate that all candidates are being evaluated consistently. The same questions should be asked of every applicant allowing for individualized follow-up questions to be asked as needed. At the time of the interview, an employment authorization form that authorizes the University to conduct a criminal background check and/or a credit history check as part of pre-employment background investigation.
    4. Finalists

      Normally, at least two (2) finalists shall be recommended to the head of the unit for consideration. The head of the unit shall consult with the Search Committee prior to making a decision on the final candidate. The method of consultation shall be determined by the head of the unit.
  3. Selection of the Final Candidate
    1. Background and Reference Checks

      Prior to selecting the final candidate, the head of the unit shall ensure compliance with the University’s Background and Reference Check policy which requires an employment background check. An employment background check shall include one or more of the following: verification of academic credentials; verification of prior employment including position, salary, and job performance; license verification; criminal background check; and credit history check.
    2. Final Candidate Employed at Another UNC Institution

      If the final candidate is currently employed at a UNC campus or entity, the hiring campus will proceed in accordance with Regulations on Recruitment of Employees from Other Campuses within the University of North Carolina [UNC Policy #300.2.7[R].

Request for a Waiver of Recruitment

Permission to hire permanent employees under this section is granted solely at the discretion of the EEO/AA Officer and the Chancellor. No written or verbal offer of employment may be made until final approval is received from the EEO/AA Office.

The request for waiver of the advertising and search requirements and the recommendation to appoint must be forwarded to the EEO/AA Officer. A full explanation of the reasons for requesting the waiver and recommending the appointment should be included along with the waiver request form.

Roles and Responsibilities

Hiring Manager

  • Identifies hiring needs.
  • Develops the position description.
  • May serve as Search Committee Chair and identifies Search Committee members.
  • Development and Review of Applicant Evaluation Questionnaires.

Human Resources

  • Works with the hiring Manager to prepare the job description and ensures proper procedures.
  • Posts recruitment on selected job boards.
  • Monitors staff recruitment activity and ensures accurate and complete recruitment and selection guidelines and procedures are being followed within the organization.
  • Processes final offer and extend offer.
  • Notifies interviewees not selected.
  • Ensures accurate and complete recruitment and selection guidelines and procedures.
  • Extend offer of employment and complete offer letter.
  • Conduct new hire orientation.

Search Committee Chair

  • Ensuring search committee members understand their roles and the charge.
  • Ensuring fair hiring practices are followed.
  • Documenting process and providing documentation to the hiring manager at the end of the process.
  • Obtaining advice/problem resolution assistance from the appropriate offices when necessary.
  • Ensuring that search committee members maintain confidentiality.
  • Recommends finalist applicants to Vice Chancellor/Dean.
  • Reference checks, background checks, and hiring documents to Hiring manager.

Search Committee

  • Screening applications.
  • Interviewing applicants.
  • Recommending and presenting a ranked list of top candidates.
  • Analysis of strengths and weaknesses of top candidates.
  • Recommending a top choice.
  • Ensuring that diverse applicants are given a fair evaluation.

The official personnel files of successful applicants are maintained in the Division of Academic Affairs. The files of unsuccessful applicants are stored in the department which conducted the search until the files are scheduled to be destroyed.

Applicability

This policy applies to all University positions covered by the EHRA Non-Faculty policy.

Compliance

The University is required to keep the files of all applicants for EHRA staff positions for three (3) years after the date of receipt, if no charge of discrimination has been filed. If a charge has been filed, the file should be kept for one (1) year after the resolution of the charge.


Responsible Division: Vice Chancellor and Chief of Staff

Authority: Board of Trustees

History:

  • Adopted: March 17, 2017