Recruitment and Selection of EHRA Non-Faculty Employees

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.

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.

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.

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.

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

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.

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.

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.

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.

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.

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].

• 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.

• 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.

• 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.

• 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.