Filling an EPA/Post Doc position
Process Description
ü Complete these documents:
· Required EPA Information form filled out completely to your knowledge of the position and department. You do not need to print the Required Information form out for signatures.
· Org Chart (must show the requested position)
· ADA Checklist - for recruitment only- must be current version (11/18/2011), signed and dated, also required for Post Doc requests). The ADA Checklist requires an actual hard copy signature at this time.
ü Enter the position request into CALS Online under Create a new EPA Position Request.
LINK: http://harvest.cals.ncsu.edu/approval/index.cfm
Once you enter the request and hit submit, select Attach Documentation, and upload the Required Information Form, Org Chart and ADA Checklist.
If you have indicated that you will advertise externally, you must also attach the ad copy.
ü If your position request is for either of the following types: Extension Assistant, Extension Associate, Research Assistant, Research Associate, please note the below educational requirements.
· Extension or Research Assistant – Bachelors required, Masters preferred
· Extension or Research Associate – Masters required, PhD preferred (with 1-3 yrs. Asst. exp.)
ü If you would like to create a department “guest user” account and/or a “search committee” account for your position, please include the names and email addresses for each account you wish to create in the Public Position Comments box in CALS Online when first entering your request. These accounts give the selected department personnel access to view the position and applicants that apply. It will also trigger system generated emails to search committee members any time there is action on your position in People Admin.
ü Once approvals have been received in CALS Online for your request, it will be routed in PeopleAdmin to HR-EPA Administration approval and to HR-Employment for posting.
ü The department will be notified once the position has posted in PeopleAdmin.
ü At any time in the posting period, the department can request for applicant statuses to be updated. Once the department has viewed the applicants and is ready to move forward with the interview process, the department must notify a CALS Personnel representative of their 1st and 2nd tier applicants, and any applicants that did not qualify, so that an Interim Report can be done. The interim report must be approved before interviews can begin. If new applicants apply to the position after an initial interim report is done, and the department would like to interview any new applicants, an additional interim report has to be done for these applicants. The department needs to notify a CALS Personnel representative to make the request before moving forward to interview any newly applied applicants. For post doc recruitments, an interim report is not required.
ü If the department is satisfied with their pool of applicants for the position, and the position has been posted for its required posting period, the department can request that the position be closed in PeopleAdmin (send an email to a CALS Personnel representative requesting the position be closed)
ü Once interviews have been conducted, and the department has chosen the applicant they wish to hire, an appointment request must be entered into CALS Online for approval under Create a new EPA Appointment Request. This step secures Dean/Director approval(s) for the terms of your offer. Attach a draft offer letter (must include funding sources) and a current CV and/or resume of the applicant to the appointment request. If the position is being funded by State funds, the offer letter must be signed by the Dean . The department needs to notify their CALS Personnel representative as to the status update of each applicant in the position pool (a status update has to be done for each applicant, including the applicant selected for hire). For Post Doc positions, please also included the interview process of the applicant selected for hire (ex: via phone, in person, Skype, etc.).
ü Once the appointment request has been approved in CALS Online, the Hiring Proposal will be routed for approval in PeopleAdmin. An official offer cannot be given to the selected applicant until the hiring proposal is approved in PeopleAdmin. As a time saver, this is a good opportunity to start completing the hiring packet. Reference the appropriate document checklist:
New Hire -EPA (PAID) or New Hire -Post Doc
ü Once the hiring proposal is approved and the applicant notified, all required documentation must be sent to CALS Personnel. A “background check” and “WES verification” for highest level degree if foreign (if applicable) must be completed and notification received, before the applicant can begin working. A “background check” can begin after the hiring proposal is approved.
ü Submit completed hiring packet to CALS Personnel representative prior to the stated payroll deadline. Payroll deadlines are indicated on the Personnel home page: http://harvest.cals.ncsu.edu/cals_business_center/index.cfm?pageID=5753