SHRA Hiring Summary
Create/Update Position Description
- Create/update the position description in PeopleAdmin Position Description module. Make sure to change your user type to hiring manager.
- Route the position to hiring authority. Hiring Authority or VC/Dean routes to Budget and/or Contract & Grants, or Title III. The budget offices will route to Vacancy Review Committee once the funding source has been approved. VRC recommends approval or deferral and forwards to CFO and Provost for Approval.
- If approved the position will be forward to Budget and/or Contract & Grants, then Compensation and Classification to complete the position description approval process. Some positions require approval by Office of State Personnel. HR will advise if required.
- Once the position description is approved, HR will contact you to start the posting/advertisement. The minimum timeframe for posting is 5 business days.
- You will receive an email once your position has closed.
- Once the posting is closed the Department of Human Resources will conduct an initial screening of all applications for essential qualification requirements and other selection criteria. From applicants who meet the minimum qualifications, a pool of the most qualified candidates shall be identified. The pool of the most qualified candidates shall be those individuals determined to be substantially more qualified than other applicants. The most qualified are referred to the hiring manager for consideration.
- The Hiring Manager and Search Committee Members will screen referred applications to determine individuals who are highly qualified in relation to the specific duties and responsibilities as outlined in the position announcement. The search committee is responsible for ensuring that applicants receive the necessary consideration for promotional priority (applicable to current state employees), priority re- employment, and affirmative action where applicable. For search committee training email firstname.lastname@example.org to register.
The hiring manager or panel is responsible for scheduling and conducting the interviews. The hiring manager must use a structured interview in the selection process. The same questions should be asked of each applicant interviewed. Each question should be based on one or more of the essential knowledge, skills, and abilities as given. The hiring manager or panel maintains documentation of the interview content.
Best practice is to make all interview and screening questions job related. Avoid areas of race, color, religion, creed, sex, age, disability, national origin, veteran status, and/or sexual orientation must be avoided. And make sure all persons who may be interacting with each candidate - such as student members of the interview panel, or departmental employees who may provide assistance during the search but are not on the committee - of illegal questions.
For candidates, preset questions ensure equal evaluation and fair treatment. Each candidate is given the same opportunity to demonstrate his or her knowledge, skills, and abilities.
The Human Resources Specialist/Employment Manager will provide assistance in developing the structured interview questions. Guides are available for questions to avoid in conducting an interview.
The hiring manager will prepare and submit a Hiring Proposal in PeopleAdmin to hire the selected applicant. The hiring proposal should include a start date, Salary recommendation and hiring manager comments regarding the employee’s competency to perform the job duties. The hiring proposal approval workflow is as follows: hiring manager to hiring authority to budget to EEO to Human Resources.
The hiring manager will indicate the following in PeopleAdmin for the other applicants:
- Interviewed - Not Hired
- Not Interviewed - Not Hired
The search committee chair or hiring manager will indicate the “reason for non-selection” for each applicant in PeopleAdmin not hired.
The hiring manager is responsible for conducting reference checks and recording this information on the Reference Check Form (contact Human Resources for this form). It is recommended that at least two work-related reference checks be obtained for the selected applicant. At least one check, preferably of the current or last employment is required for the selected candidate. The Department of Human Resources may advise the hiring manager on the necessity of further checks. These checks should be conducted with careful regard to confidentiality.
During the interview process, the hiring manager may provide a background check form to each of the finalist candidate to be completed. The Background check form will specify that a criminal background report shall be requested and that a written consent must be obtained from the applicant. After the applicant has signed and returned the Background check form, the appropriate HR official shall initiate the process for the criminal background check once a final candidate has been selected.
Once the hiring proposal is received Talent Acquisition Team will then check for nepotism, equity, priority consideration (veteran, career state, RIF, reemployment), salary administration, competency assessment, and background check results. Talent Acquisition Team makes verbal offer to the candidate and prepares and mails/emails the offer letter to the applicant and hiring manager.
- Conducts initial employee set up in BANNER.
- Employee is processed through New Hire Orientation.
- BANNER, PeopleAdmin, E-verify, Windstar, Health Plan, and NC Flex, degree verified and prior state service.
Manager starts Probationary Work plan in PeopleAdmin. See Performance Management for information on Creating the Initial Work Plan
All work products of the search committee will be maintained by the department for at least three years. At the end of that time, the files may be destroyed. Original applications documents for the pool and successful candidate will be maintained by Human Resources.