Human Resources - Fayetteville State University

Merit Based Recruitment and Selection Plan

Authority: Chancellor, Assistant Vice Chancellor for Human Resources, Federal/State laws
Category: General University Policies
Applies to: All SPA Employees
History: Approved – 09/28/05
Issued: 09/01/05
Related Policies: Office of State Personnel Policies on Recruitment and Selection
Contact for Info: The Office of Human Resources (910) 672-1696

I. GENERAL

This information provides guidance to be used when seeking the employment of permanent classified staff employee (full-time and part-time) to fill vacant positions, which are subject to the State Personnel Act (SPA).

The guidance provided is in accordance with the policies and procedures of North Carolina Office of State Personnel (OSP), with regard to the recruitment and selection of permanent classified (SPA) employees. This does not apply to the appointment and/or employment of temporary staff employees or student workers.

Positions must be filled with candidates determined to be the most qualified in relation to the documented selection criteria. Fayetteville State University will have equal employment opportunity in its recruitment process.

2. PURPOSE

The purpose of this merit-based recruitment and selection plan is to fill positions subject to the State Personnel Act from among the most qualified individuals.

In the recruiting and selection process, Fayetteville State University will give equal employment opportunity to all applicants, without regard to race, religion, color, creed, national origin, sex, disability, or political affiliation/influence and will be based solely on job related criteria. The recruitment and selection process will be consistently applied, nondiscriminatory, and promote fairness, diversity and integrity. The recruitment and selection process will comply with all Federal and State laws, regulations and policies.

3. COMMITMENT FROM MANAGEMENT

The Chancellor, Assistant Vice Chancellor for Human Resources Administration and other executive management accept responsibility for ensuring that all hiring practices are applied consistently and equitably, thereby demonstrating commitment and support of the merit-based recruitment and selection plan.

The Chancellor, Assistant Vice Chancellor for Human Resources Administration, and executive management accept responsibility for ensuring the recruitment and selection process complies with all applicable and existing state and federal laws, policies, and rues governing personnel actions found in G.S. 126. The merit-based recruitment and selection plan will also comply with issued by the Office of State Personnel. Positive efforts will be made to recruit qualified individuals including minorities, women, and persons with disabilities for applicant pools. In addition, the Office of Human Resources will demonstrate efforts to consider and apply contemporary human resources practices.

4. ETHICS STATEMENT

The citizens of North Carolina and the State Work-Force deserve strong assurance that knowledge, skills and abilities (KSA’s) are the basis for state government hiring decision, not political patronage. In order to assure the integrity of state government, every employee has a responsibility to view public service as a public trust and to act impartially. Preferential treatment will not be given to any private organization or individual based on political affiliation or influence.

5. COMMUNICATION

Fayetteville State University will implement strategies to inform employers, applicants, and the general public of the merit-based recruitment and selection plan.

After receiving approval from the State Personnel Commission, employees will be informed of the merit-based recruitment and selection plan and processes through campus e-mail and Employees’ Newsletter. Additional information, such as a copy of the agency’s plan will be available in the Office of Human Resources and on the University’s Website at www.uncfs.edu. Employees with questions may contact the Human Resources Office at (910) 672-1146.

In addition, Fayetteville State University will post the merit-based recruitment and selection position statement on the bulletin boards, including the plan in the campus’s policy/procedure manual, Website, and a statement on the vacancy announcements.

Departments or units also may distribute this document to any employee, applicant, or other member of the general public upon request. The recipients of this document will be responsible for disseminating this information to personnel in their location. In addition, training on the merit-based recruitment and selection plan is conducted through the Supervisory Training and Effective Management (STEM) Program; a mandatory training program attended by all supervisors of SPA staff.

6. TRAINING

Fayetteville State University will provide merit-based recruitment and selection training to all managers/supervisors and human resources staff within 60 days of the adoption of these provisions. Updates and revisions to Fayetteville State University’s merit-based recruitment and selection plan will be communicated through written and training sessions.

7. ROLE DEFINITIONS/EXPECTATIONS

A. Executive Management Staff is responsible for leadership in developing and implementing merit-based procedures and determining commitment and support for merit-based recruitment and selection.

B. Managers and supervisors are responsible for evaluating the need for filling vacant positions; maintaining accurate and current position descriptions for subordinate jobs; understanding the concepts of the merit-based system and communicating the process to employees and applicants; making every effort to achieve and maintain a diverse work force; demonstrating commitment and support for merit-based recruitment and selection; making all hiring decisions based on merit principles; and documenting selection decisions.

C. Humans Resources is responsible for demonstrating commitment and support for merit-based recruitment and selection in daily operations; providing technical advice and assistance to managers and supervisors; developing agency specific policies and procedures for merit-based actions; ensuring the training of managers and supervisors on a variety of issues relating to merit-based recruitment and selection; monitoring recruitment and selection activities for adherence to merit-based policies and procedures; and maintaining recruitment and selection data in order to conduct employment trend analyses.

D. Employees and applicants are responsible for obtaining vacancy information in order to submit the required materials; providing full and complete information as to their qualifications; and submitting materials for the vacancy by the established deadline.

Applications are received in the Office of Human Resources between 8:00AM – 5:00PM Monday through Friday. Any application sent by mail must be received by 5:00PM of the closing date for the specific position indicated. The Office of Human Resources Employment Unit cannot forward any application received after the closing date for inclusion in the applicant pool. To apply, an applicant must submit a State of North Carolina Application for Employment (Form PD-107) for each position for which the applicant wishes to be considered.

8. PRE-RECRUITMENT/RECRUITMENT

Fayetteville State University will strive to actively recruit from a variety of sources to achieve a diverse work force that successfully meets the needs and demands of the University. A priority re-employment register will be requested for with each vacancy.

The hiring manager, with assistance and guidance from the Office of Human Resources Employment Unit will:

Access the need for the position to ensure it contributes to meeting the goals, objectives, and mission of the work unit.
Conduct a job analysis including a review of the duties, responsibilities, and qualifications of the position; and
Revise the position description if necessary.

Job analysis is necessary only when there is a change in the duties and responsibilities that impacts qualifications required. Therefore, if a current, accurate job description already exists for a given type there is no need to conduct a new one for each individual vacancy. For example, in instances where there is a high volume of positions in a class, frequent turnover in a class, or little job change, there will likely not to be a need to conduct a new job analysis each time a vacancy occurs. As long as there is a job analysis on file accurately assesses the position, there is not a requirement to conduct another one.

The hiring manager and the Office of Human Resources Employment Unit should assure that the critical tasks, KSA’s, and training and experience requirement, including any selective criteria necessary to successfully perform the duties of the position, have been identified. In order to assure a timely and efficient process, generic KSA’s (included on class specifications) may be utilized for recruitment and selection purposes where they are sufficient for differentiating qualifications of applicants.

Information from the job analysis and position description will guide the hiring manager in drafting the vacancy announcement. The Office of Human Resources Employment Unit will ensure the vacancy announcement meets the requirements of State Policy.

The hiring manager and the Office of Human Resources Employment Unit will determine the appropriate option in posting a vacancy (internal to the agency/university, state, government, or external). In addition, the Office of Human Resources Employment Unit will consult with the hiring manager in determining additional recruitment sources, if needed, to target specific audiences, including professional journals, newspapers, and technical/universities.

Prior to the vacancy closing date, the hiring manager will determine any selection tool(s) that will be used in the final evaluation process. Any selection tool(s) utilized will be objective, based upon job-related KSA’s, and be consistently applied to all applicants in the final selection pool. The Office of Human Resources Employment Unit should be consulted for assistance and will be responsible for review of selection tools and procedures. Some examples of selection tools include structured interviews, samples of work, interview questions, and reference checks,

9. SELECTION PROCESS

A. Definitions

Selection criteria – additional essential qualifications specifically related to the duties and responsibilities of the individual position.
Knowledge, Skills and Abilities (KSA’s)
1. Knowledge – information which makes adequate performance on the job possible;
2. Skills – a proficiency that is really observable, qualifiable and measurable (examples include skills in typing; operating a vehicle, etc);
3. Ability – capacity to perform an activity at the present time.
Preference – specific types of experience, degrees, licenses, KSA’s, or other selection factors above those minimally required to perform the duties and responsibilities of a position.
Essential qualifications (minimum qualifications) – minimum training and experience requirements, including knowledge, skills, abilities, and selective criteria included on the vacancy announcement.
Qualified – those applicants whose credentials indicate the possession of training and experience, selective criteria, and KSA’s included in the vacancy announcement.
Most qualified – the group, who, to the greatest extent, possess qualifications that exceed the essential requirements described in the vacancy announcement.

B. Differentiating qualified and most qualified applicants

Determining Qualified Applicants

All applicants are to be submitted to the Office of Human Resources Employment Unit. A designated employee in Human Resources will analyze all applications to determine which applicants meet essential qualification requirements. This group then becomes the pool of qualified applicants and is referred to the hiring manager in alphabetical order. If the quality of the applications forwarded is deemed in sufficient, the hiring manager may decide to re-advertise the position with approval form the Office of Human Resources. As a service to the hiring department, the hiring manager may elect to have the Office of Human Resources Employment Unit determine the “highly qualified” pool of applicants from the ones that meet the essential qualification requirement as defined above.

Determining Most Qualified Applicants

The hiring or designee will evaluate the applications, using job related evaluation techniques to determining those that are most qualified. The group designated as most qualified will be those that exceed essential qualifications. Applicants for interviews will be selected from the most qualified list. The hiring department will be responsible for the adverse effects resulting from the use of qualification standards that are unreasonably construed.
If there are no applicants that clearly exceed the essential qualifications, the applicants meeting essential qualifications may be considered by the hiring manager or the hiring manager may recommend to the Office of Human Resources Employment Unit that the position be re-advertised.

Applications must be reviewed in relation to all applicable policies and issues.

C. Use of individual/panel for evaluation process

1. KEY POINTS – Use of individual hiring manager or designee for evaluation process

Applications will be submitted to the Office of Human Resources Employment Unit, who is responsible for screening all application to determine whether they meet essential qualification criteria.
Applications from candidates that meet and/or exceed the essential qualification requirements will be sent from the Office of Human Resources Employment Unit directly to the hiring manager.
The hiring manager or designee will be familiar with selection guidelines and screen applications to determine those who are most qualified.
The hiring manager or designee will maintain the confidentially of the material reviewed.

2. KEY POINTS – Use of panel evaluation process

Applications will be submitted to the Office of Human Resources Employment Unit, which is responsible for screening all applications to determine whether they meet essential qualification requirements.
Applications from candidates that meet and/or exceed the essential qualification requirements will be sent from the Office of Human Resources Employment Unit directly to the hiring manager.
The hiring manager will identify panel members.
The panel members will be familiar with selection guidelines and will screen applications to determine those who are most qualified.
The panel members will represent the University’s diversity.
The panel will have a chairperson.
Panel members will maintain the confidentiality of the material reviewed.

10. EMPLOYMENT/RE-EMPLOYMENT PRIORITIES

The Human Resources Employment Assistant (or an individual with responsibilities, which include human resources) will review the initial applicant pool to identify applicants with priority status. All employment/reemployment priorities are to be afforded in accordance with State policy. This will require, in some instances that applications of individuals with certain priorities will be included among those referred to the hiring manager. All individuals involved in application evaluation, including the hiring manager, will receive advise and guidance from the Office of Human Resources Employment Unit regarding the priority consideration which must be afforded.

Consideration Must Be Given to Applicants with the Following Priorities:

Priority re-employment – Employees officially notified of or separated through Reduction-in-Force have priority consideration over non-state applicants and must only meet essential qualifications to receive priority.
Exempt Policy-Making/Exempt Managerial – Employees separated from exempt policy-making/exempt managerial positions for reasons other than just cause have priority consideration over non-state applicants and must met essential qualifications to receive priority.
Veterans Preference – Preference is to be given in initial employment opportunities to eligible veteran applicants.
Promotional Priority – Career state employees are eligible for priority consideration over non-state applicants when the individuals possess substantially equal qualifications.
Injured-on-the-Job/Worker’s Compensation – Employees injured on the job, placed on Workers’ Compensation, and who have been released to return to work by their physician have re-employment consideration based on medical improvement.

11. MAKING THE FINAL SELECTION RECOMMENDATION/DECISION

The final recommendation/decision will be made from among the most qualified applicants. Applicants with priority re-employment must also be given appropriate consideration. The hiring manager will utilize selection tools that are objective and based upon job-related KSA’s. Any selection tools will be responsible for documenting the selection process and justifying the hiring recommendation and/or decision. The Office of Human Resources Employment Unit will be available for guidance and assistance to the hiring manager at any time during the selection process. The Office of Human Resources Employment Unit will review the applicant package to ensure employment/re-employment priorities are properly afforded. Applicants in the most qualified pool that were not selected for the position will receive timely written notice of the selection decision (within 30 days). Offers of employment are not to be made to selected applicants until Recommendation for SPA Staff Appointment Package has been reviewed and approved by the Human Resources Salary Administration Manager.

12. APPROVAL PROCESS

Once the hiring manager has made a decision on the applicant of choice, the final approval process will include:

Departmental approval
Equal Employment Opportunity approval
Human /resources approval

13. COMMUNICATION WITH NON-SELECTED APPLICANTS

It is the responsibility of the Office of Human Resources Employment Unit to respond to all applicants for classified (SPA) position vacancies.
Non-selected most qualified applicants receive a notice informing them of the selection and providing information on applying for subsequent vacancies.
The Employment Office responds to all applicants who inquire (in person or via e-mail or telephone) about current vacancies. Questions from applicants regarding their non-selection for a vacant SPA position should be referred to the Employment Office.

14. DOCUMENTATION OF PROCESS

Information from applications for advertised vacancies is entered into an automated applicant tracking database. Applicants must re-apply for any subsequent SPA vacancy for which they have interest. Applications do not remain active.
Applications for employment are retained in the Employment Office for a period of three (3) years before being destroyed. A file will also be maintained for each hiring event for a minimum of three (3) years. Each file will contain the following materials:
1. Any reference to job analysis that may have been conducted for the vacancy, including the selective criteria that resulted from job analysis;
2. Vacancy announcement, recruitment sources, selection tools, and applications inventory/register;
3. Screening report;
4. Inventory of applicants as unqualified, qualified, and most qualified;
5. Selection/Decision log.
All newly hired SPA staff employees are to report to the Office of Human Resources W.R. Collins Administration Building, Room 219, in order to in-process.

15. MONITORING AND EVALUATION

Human /resources staff will periodically review program data across the University to ensure the recruitment and selection activities are in compliance with the University plan. Human Resources staff will compile and analyze and annual summary of selection activity for the Chancellor. This report will include analysis of the impact on demographic groups, exceptions to policy, and other relevant factors. Human Resources staff also will comply with the reporting and plan update requirements from the Office of State Personnel.

16. APPEAL PROCESS

If an applicant has reason to believe they were denied employment due to political affiliation or influence, the applicant may appeal the hiring decision directly to the Office of Administrative Hearing within thirty 30 days of written notification that the position has been filled if all the following conditions apply:

Applicant timely applied for the position in question;
Applicant was not hired into the position;
Applicant was among the most qualified persons for the position;
Successful applicant for the position was not among the most qualified persons applying for the position; and;
Hiring decision was based upon political affiliation or political influence.

Questions regarding the contents of the Merit-Based Recruitment and Selection Plan may be referred to the Office of Human Resources, Employment Unit.