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NORTH CAROLINA STATE UNIVERSITY MERIT-BASED RECRUITMENT AND SELECTION PLAN |
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I. Policy Statements |
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| Purpose of Plan | The merit-based Recruitment and Selection Plan for NC State University reflects policies and procedures for filling vacancies subject to the State Personnel Act (SPA). The Plan is designed to ensure that all SPA vacancies in the University community are filled with highly qualified individuals. The Plan provides a framework for communication and training of individuals involved with the recruitment and selection process and facilitates the consistent application of related policies to promote diversity, integrity, and fairness. |
| Equal
Employment Opportunity |
NC State University is dedicated to equality of opportunity within its community. Accordingly, NC State does not practice or condone discrimination, in any form, against students, employees or applicants on the grounds of race, color, national origin, religion, sex, age, or disability. NC State University commits itself to positive action to secure equal opportunity regardless of those characteristics. All selection decisions will be based on job-related criteria and comply with state and federal employment regulations. |
| University
Commitment |
The Chancellor, the Associate Vice Chancellor for Human Resources, and University management endorse the University's Recruitment and Selection Plan. University management is committed to the recruitment of diverse, qualified applicant pools and the selection of individuals who meet the job-related criteria of each vacancy. They accept responsibility for ensuring that hiring practices are applied consistently and equitably and that recruitment and selection processes comply with Senate Bill 886 and other existing state and federal laws and policies issued by the Office of State Personnel. |
| Ethics Statement | NC State University assures that recruitment and selection activities are based on job-related education and experience requirements and required skills and knowledge. Political patronage is not a factor in employment decisions and no preferential treatment will be given to any organization or individual based on political affiliation or influence. Those responsible for the recruitment and selection of individuals for SPA employment are incumbent to apply policies and procedures impartially. |
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II. Recruitment and Selection Process |
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| Recruitment | Human Resources is responsible for the recruitment activities for all SPA positions at the University. To achieve a diverse work-force, Human Resources actively recruits from a wide variety of community colleges, universities, public agencies, and human service programs. |
| Prior
to
Recruitment |
The departmental hiring official, with assistance from Human Resources, assesses the need for filling a vacant position and determines if the existing position description corresponds with the current purpose of the position. If there have been significant changes in the position's duties and responsibilities, the job description is revised and then reviewed by Human Resources to ensure proper classification and recruitment. Essential functions, other responsibilities, and necessary skills and abilities are identified in the position description. |
| Initiating
Recruitment |
The
hiring department forwards a Notice of Staff (SPA) Vacancy to Human Resources
to initiate recruitment. Human Resources ensures that the vacancy notice
reflects appropriate duties and responsibilities and resolves any concerns
prior to recruitment. Human Resources determines the need to target a position
for affirmative action based on the College or Division's representation
in that occupational area and applicant availability data. Human Resources
and the hiring department collaborate on the content of the vacancy announcement
and the appropriate level of recruitment (internal to the University or
external). Human Resources consults with the hiring official to determine
appropriate recruitment sources, selection criteria, and selection tools
to be used. All selection tools (structured interviews, exercises, tests,
reference checks) will be objective, based on job-related criteria and
consistently applied to final applicants.
Vacancies may be posted in TRANSFER OPPORTUNITIES OR STAFF (SPA) VACANCIES, weekly publications prepared and distributed by Human Resources. All applications for employment and related documentation (resume, vitae, transcript, recommendation letters) are received by Human Resources. Human Resources maintains documentation on recruitment activities and applicant response. |
| Screening
Process |
Human
Resources screens applications for minimum qualifications and other selection
criteria (specific related education or experience, skills, etc.) as they
are received. Individuals who meet minimum qualifications and are deemed
qualified in relation to the job-related selection criteria, are referred
to the hiring department for consideration. The hiring official screens
referred applications to determine individuals who are highly qualified
in relation to the specific duties and responsibilities of the position
outlined in the vacancy announcement.
Individuals who only meet minimum qualifications may be referred if no individuals exceed the recruitment criteria. If the hiring official and Human Resources agree that the applicant pool is insufficient, the vacancy announcement may be extended and the position may be advertised in additional recruitment resources. |
| Interview
Process |
The
hiring official informs Human Resources of the names of the individuals
who they have deemed as highly qualified and who they wish to interview.
Human Resources reviews the potential interview pool to ensure representation
of minorities and/or females if the position is targeted for affirmative
action and to ensure that priorities or preferences are being afforded
if required (promotional priority, Reduction in Force, veteran, etc.).
Human Resources consults with the hiring official for changes to the interview
pool if necessary and approves the pool. Human Resources also maintains
related documentation.
The hiring official or other departmental representatives conduct structured interviews. The hiring official or panel maintains documentation of interview content. |
| Selection
Process |
The
hiring official's selection decision is made from the highly qualified/interviewed
applicants. Applicants with priority/preference considerations are given
appropriate consideration. The decision is based on the selection tools
agreed upon by Human Resources and the hiring official (interview, panel
assessment, test, exercise). The hiring official is responsible for documentation
of the selection process and justifying the selection to Human Resources.
Approval
of Selection and Compensation
Communication
to Applicants
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| Documentation | Human
Resources maintains documentation of all recruitment and selection activities
to support decisions made and to provide fact-based information for monitoring
and evaluating recruitment and selection practices.
Documentation is maintained for three years. Hard copy information is maintained in Human Resources for one year and then transferred to Archives for an additional two years. System documentation is accessible in Human Resources for three years. Documentation includes records of job analysis, vacancy announcements, recruitment activities, selection tools, applications received, selection information, salary computations, applicant/vacancy histories, and copies of notices to applicants. |
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III. Communication and Training |
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| Communication | Human
Resources will inform the public, applicants, and employees of the Recruitment
and Selection Plan through the following avenues:
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| Training | Train
appropriate University employees in the Plan requirements via the Structured
Interviewing workshop and written materials including the Hiring Official's
Guide to the Recruitment and Selection Process and the Hiring Official's
Checklist for Recruitment and Selection
Provide ongoing consultation and training with Human Resources' staff, hiring officials, and interviewers |
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IV. Employer, Employee, and Applicant Expectations |
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| Management:
Provide leadership on development and implementation of merit-based recruitment
and selection procedures. Demonstrate commitment to the Plan.
Hiring Officials: Maintain current position descriptions . Evaluate vacancy posting needs. Support the concepts of the Recruitment and Selection Plan and communicate the process as appropriate. Strive to achieve and maintain a diverse work-force. Make selection decisions based on job-related criteria and with impartiality. Maintain documentation on interview and selection activities. Notify unsuccessful applicants of the status of their applications. Human Resources: Target positions for affirmative action accurately. Demonstrate commitment to the Recruitment and Selection Plan. Provide technical assistance and consultation to hiring officials. Provide assistance to applicants as appropriate. Maintain effective merit-based recruitment and selection policies and procedures. Train hiring officials and other University employees as necessary. Monitor recruitment and selection activities to ensure adherence to the Plan. Maintain recruitment and selection data and report as needed. Applicants:. Stay abreast of vacancy notice information. Submit application for employment and subsequent bids for specific vacancies. Provide accurate, detailed information on job-related qualifications. Submit materials within established deadlines. |
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V. Appeals Process |
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| Unsuccessful applicants who were interviewed but not selected and who believe they were denied employment due to political affiliation or influence may appeal the selection decision within 30 days from the receipt of notification from the hiring official. Appeals are made to the Civil Rights Division of the Office of Administrative Hearings. The following conditions must apply: 1) the application was submitted timely, 2) the applicant was not hired; 3) the applicant was deemed highly qualified; 4) the selected applicant was not among the group of highly qualified applicants; and 5) the hiring decision was based on political affiliation or political influence. | |
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VI. Evaluation Process |
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| Human Resources will review the recruitment and selection program to ensure that activities are consistent with the Recruitment and Selection Plan. Selection activity data will be compiled and analyzed annually. This report will include activity statistics, information on demographic group impact, policy exceptions and other relevant issues. Human Resources will also comply with reporting requirements issued by the Office of State Personnel. | |
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GLOSSARY |
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| Minimum
qualifications -- minimum education and experience requirements defined
by the Office of State Personnel for each position classification
Essential functions -- minimum functions of the position and related training and experience Job-related criteria -- additional qualifications essential to the duties and responsibilities of the position (education, experience, license, skills, etc.) Highly qualified -- applicants who possess qualifications which exceed the minimum and/or essential requirements of the position Priority -- priority re-employment rights apply to employees reduced in force or scheduled to be reduced in force (RIF) and employees separated from policy-making/exempt positions for reasons other than just cause Preference -- preference is given to qualified veterans Promotional Priority -- employees receive priority over external applicants when qualifications are substantially equal |
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