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Updated on 08/2015 rrpp
The University of North Carolina at Charlotte
Checklist for Employment of Permanent EPA Staff
Forms Referenced in this Checklist can be found at:
http://hr.uncc.edu/epa-non-faculty-administration/epa-staff-forms-and-checklists
Recruitment Process Responsibility___/___/___ / 1. Identify the need to fill a vacant position. / Unit Head
___/___/___ / 2. Confirm that the position description and statement of physical requirements are up-to-date in NinerTalent. / Unit Head/Initiator
___/___/___ / 3. Appoint and charge search and screening committee. / Unit Head/Division Designee
___/___/___ / 4. Begin a Posting in NinerTalent (choose the Post from Position Description option). Add search committee members, if needed. Create a Guest User account, if needed. Transition the Posting to the Approver. Detailed instructions can be found in the EPA Applicant Tracking User Guide (http://hr.uncc.edu/ninertalent/user-guides). / Initiator
___/___/___ / 5. Review and Approve the Posting. There may be multiple Approvers depending on your departmental/divisional structure. / Approver
___/___/___ / 6. Finial Approver will transition the Posting to Human Resources. / Approver
___/___/___ / 7. Reviews and Approves Posting. Enters in Labor Market Availability Data. Adds posting specific questions. Posts the position to jobs.uncc.edu and forwards the Posting to the Approver. At this time applicants may begin applying. As applicants apply for a position, provided they included their email address, and automated confirmation email is sent to them by NinerTalent. / Human Resources
___/___/___ / 8. All advertising, including careerbuilder.com and The Charlotte Observer, is coordinated through Graystone Group Advertising. Contact Linda Reed at 203/549-0060 ext. 314 or email . All advertisements MUST require online-application process and include the AA/EOE statement, the criminal background statement and the six digit position number. / Division Designee
Screening Process Responsibility
___/___/___ / 1. Conduct initial screening of applications to identify applicants who do not meet the minimum criteria advertised for the position and who will not be considered further. / Search Committee
___/___/___ / 2. Change applicant status of those candidates to “Not Best Qualified.” Once the status is changed the applicant will get an immediate email automatically from NinerTalent to inform them they are no longer being considered for the position. / Initiator
___/___/___ / 3. Conduct a second screening to identify a smaller pool of candidates that meet all the criteria of the job description. / Search Committee
___/___/___ / 4. Change applicant status of those candidates to “Further Consideration.” / Initiator
___/___/___ / 5. Screen completed electronic files to compile short list of top candidates and identify those to be invited to campus for interviews. / Search Committee
___/___/___ / 6. Change applicant status of those candidates to “Recommend for Interview.” / Initiator
___/___/___ / 7. Run the Departmental EEO Report and compare it to the Labor Market Availability Data on the Summary tab. The template for comparison is located at http://hr.uncc.edu/employee-relations/affirmative-action/departmental-eeo-report-comparison-template. / Initiator
___/___/___ / 8. Notify the Approver that the Posting is ready to be transitioned to the Equity Officer for Review. / Initiator
___/___/___ / 9. Review candidates to be interviewed. Forward the posting to the Equity Officer for and equity review. / Approver
___/___/___ / 10. Close the posting and review applicants in the statuses of “Recommend for Interview” and “Further Consideration” to make sure they meet the minimum requirements as stated in the advertisement. Once the review is complete, forward the posting to Approver to begin the interview process. The posting can be reopened if needed. / Equity Officer
Interview Process Responsibility
For travel procedures (travel authorizations, travel reimbursements, etc.) pertaining to candidate interviews refer to the Travel Manual.
___/___/___ / 1. Consult with appropriate offices to determine possible dates for interviews. / Search Committee
___/___/___ / 2. Special note about non-residents: Complete Foreign Visitor Information Form for each non-resident alien to be interviewed. It is advisable that the hiring authority contact the Director of the International Student/Scholar Office (7-7746) as soon as possible to discuss potential employment status and eligibility matters. / Unit Head
___/___/___ / 3. Provide information to the Office of EPA Staff Administration about candidates to be interviewed who are employed at another UNC institution. / Unit Head/Division Designee
___/___/___ / 4. Make finial arrangements for interviews and distribute interview schedule and itinerary to participants in the interviews. / Search Committee
___/___/___ / 5. During the Interview, candidate completes the Taxpayer Information Form. / Candidate
Appointment Process Responsibility
___/___/___ / 1. Consider opinions of participants in the interviews and identify the candidate to be recommended for appointment. / Unit Head
___/___/___ / 2. Change the applicant status to “Recommend for Hire.” / Initiator
___/___/___ / 3. Change statuses on the remaining candidates in the pool of applicants. Your options will be “Declined Interview”, “Interviewed, Not Selected”, “Offer Declined” and “Qualified, Not Selected.” Remember that the statuses should accurately reflect what occurred during the recruitment process. / Initiator
___/___/___ / 4. Begin the Hiring Proposal in NinerTalent. Detailed instructions can be found in the EPA Applicant Tracking User Guide (http://hr.uncc.edu/ninertalent/user-guides). / Initiator
___/___/___ / 5. Send an email to with the following information:
-Subject: Criminal Background Consent Request
-Position Number
-Department
-Department Contact Name
-Name and email address of selected candidate
-Department OrgCode / Initiator/Unit Head
___/___/___ / 6. An email will be sent directly to the candidate from the vendor, Infomart, which will allow the candidate to complete the Criminal Background Check Consent online. / Human Resources
___/___/___ / 7. Prior to making an offer, confirm proposed salary with Human Resources. / Unit Head
___/___/___ / 8. Submit Hiring Proposal in NinerTalent to Approver. / Initiator
___/___/___ / 9. Review Hiring Proposal in NinerTalent and submit to Human Resources. (May submit to other Approver if needed.) / Approver
___/___/___ / 10. Complete Verification of Credential for EPA Staff (AA-34) form for the selected candidate. http://hr.uncc.edu/epa-non-faculty-administration/epa-staff-forms-and-checklists / Unit Head
___/___/___ / 11. Negotiate terms and conditions of appointment with the candidate. / Unit Head/Division Designee
___/___/___ / 12. Submit PD-7 and the following information to the Division Designee or Vice Chancellor for approval and signatures:
-Foreign Visitor Information Form for non-residential aliens (if applicable)
-Prepare and mail Agreement for Appointment of Full-Time EPA Staff (AA-26) with cover letter and required enclosures to the candidate. / Unit Head
___/___/___ / 13. Once reviewed and signed by Division Designee or Vice Chancellor, forward the complete file to Human Resources. / Vice Chancellor or Division Designee
___/___/___ / 14. Establish the Chancellor’s personnel file for the staff member, which is kept in the department office. / Initiator
___/___/___ / 15. Submit PD-7 to the Budget Office and HRMS. / Human Resources
___/___/___ / 16. Hiring Proposal marked to Approved. Selected Candidate seated in the position in NinerTalent. Marks position as filled. NinerTalent will automatically email all applicants in the “Qualified Not Selected” status. / Human Resources