Employees Exempt from the North Carolina Human Resources Act Recruitment Policy 609

I. Purpose

This policy is established to ensure compliance with federal and state EEO laws in Employees Exempt from the North Carolina Human Resources Act recruitment and selection.

II. Scope

This policy applies to recruitment and selection for all Employees Exempt from the North Carolina Human Resources Act EHRA positions except the position of Chancellor.

III. Definitions

A. “Abbreviated Search” means a request to advertise less than the standard 10 days for teaching and non-teaching positions.

B. “Internal Search” means a search where only candidates internal to UNCSA are allowed to apply to the open position.

C. “Regional Search” means a search where the recruitment methods are limited to a specific region or area, generally locally, rather than the standard national search.

D. “Waived Search” means a search that refers to the process of hiring a specific individual without advertising the position, typically due to extenuating circumstances such as emergency staffing needs, internal promotions, or the unique qualifications of the candidate, in situations where a competitive search would normally be required.

IV. Policy

A. Search Committees

1. A search committee must be used when filling full-time multi-year faculty positions and Senior Academic and Administrative Officer positions.

2. In most cases, UNCSA will establish a search committee to fill Exempt Professional Staff (EPS) positions. Only the Chief Human Resources Officer, in consultation with General Counsel, may authorize a search process without a search committee.

3. Composition of each search committee will be dictated by the type of position to be filled, pursuant to the procedures associated with this policy.

4. In determining the appropriate nominees to a search committee, the hiring supervisor should make every attempt to compile a search that reflects a broad range of perspectives and backgrounds, while also considering the time commitment necessary to carry out a complete and thorough search.

5. All prospective members of a search committee must seek approval from their direct supervisor before agreeing to serve on a search committee.

6. In some circumstances, committees may be subject to the open meetings law. The chairman of a search committee should discuss with General Counsel the application of the open meetings law to the specific committee.

B. Search committees may complete an EHRA Recruitment Plan for each vacancy.

C. Vacancy Notices

1. Multi-Year Contract Faculty & SAAO Vacancies

a. Vacancies should be advertised in a national publication with broad circulation. Electronic, web and listserv media are acceptable.

b. UNCSA will accept applications for a minimum of ten days for these positions.

2. All Other EHRA Positions Vacancies

a. Media sources deemed appropriate for the level and specialization of the position should be used to ensure a well-populated and qualified applicant pool.

b. UNCSA will accept applications for a minimum of ten days for these positions.

3. Human Resources must review and endorse all proposed advertisements for compliance with university policies and state and federal law and regulations prior to the advertisement being distributed through any venue.

D. Candidate Consideration

1. All applications that are received during the posting period and that meet the minimum required qualifications for the position must be considered.

2. Hiring departments must update each applicant’s status in the online employment system in a timely manner.

3. Preference in employment must be given to “eligible veteran” applicants.

4. Candidates may begin to be interviewed once the position has been posted for a minimum of ten calendar days, allowing ample time for a strong and well-rounded applicant pool to be developed.

E. Modified Search Procedures

1. Human Resources and the General Counsel may authorize exceptions to the standard search procedures for EHRA positions. The Chief Human Resources Officer and the Chancellor may approve a waived search.

2. Extenuating circumstances which may justify a modified search process include but are not limited to:

a. A principle investigator or co-principle investigator is named in a grant proposal and funding is contingent upon individuals named.

b. Requests to use a current, well-populated applicant pool to fill a new position.

c. Requests to abbreviate a search due to severe time constraints (potential loss of qualified candidates the more protracted a search becomes) or immediate departmental needs.

d. Knowledge of strong candidates who are already employed by UNCSA.

V. Revision History

A. February 17, 2011 – Adopted by Board of Trustees as part of UNCSA Policy Manual

B. May 3, 2013 – Modified to streamline search process.

C. September 25, 2025 - Revised to align with new search waiver approval authority that lies with the Chief Human Resources Officer and Chancellor.

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UNIVERSITY OF NORTH CAROLINA SCHOOL OF THE ARTS

Employees Exempt from the Human Resources Act Recruitment Procedures

Procedure 609

I. General Recruitment Procedures

A. The hiring department will complete and submit an EHRA Action Form in PeopleAdmin to Human Resources for approval to establish and/or recruit for a vacancy.

B. If a search committee is to be established:

1. The search committee will then be selected.

2. The search committee will participate in training facilitated by Human Resources, which shall include:

a. Establishing a timetable for advertising the vacancy, reviewing applications, and selecting an anticipated date of appointment;

b. Establishing selection criteria including, but not limited to, the specific knowledge, skills and abilities that will be considered in evaluating the candidates;

c. Developing an advertising plan for the vacancy; and

d. Ensuring the process aligns with applicable federal and state EEO laws and university policies.

3. Upon initial review of the applicants, the search committee will update each applicant’s status in the PeopleAdmin system.

4. After consideration of all minimally qualified applicants, the search committee will select candidates for interviews. The status of candidates not selected to be interviewed, or who do not move forward in the event of multiple rounds of interviews will be updated in the PeopleAdmin system promptly upon making such a decision.

5. Upon completion of the interview process, the search committee will make a recommendation to the hiring supervisor; and the hiring supervisor will make a final selection to fill the vacancy.

C. The actual appointment of the candidate must be made pursuant to UNCSA’s Management Flexibility Policy.

II. Search Committee Composition

A. Faculty Positions

1. Committee members and the Chair are appointed by the dean from those with appropriate qualifications and credentials to conduct the review.

2. Each committee shall consist of a minimum of three faculty members from within the school or division in which the appointment is to be made.

3. Additional faculty members outside of the school or division may be appointed.

B. Provost, Chief Advancement Officer, Vice Chancellor for Finance and Administration & General Counsel

1. The Chair of the committee will be appointed by the Chancellor.

2. The Chancellor and committee Chair shall consult with Faculty Council, Student Government Association, and the Staff Council to solicit nominations to the committee.

3. The committee shall consist of no fewer than four members and may include faculty, administrators, students, and staff with appropriate qualifications, credentials and organizational awareness to conduct the search.

C. Deans & Director of Library Services

1. The Chair of the committee will be appointed by the Provost, in consultation with the Chancellor.

2. The Provost shall consult with Faculty Council, Student Government Association, and the Staff Council to solicit nominations to the committee.

3. The committee shall consist of no fewer than four members and may include faculty, administrators, students and staff with appropriate qualifications, credentials and organizational awareness to conduct the review.

D. All Other EHRA Positions

1. The Chair of the committee will be appointed by the division head, in consultation with the hiring supervisor of the position being recruited.

2. The division head shall consult with Human Resources and appropriate councils as appropriate for the available position.

3. The committee shall consist of no fewer than three members with appropriate qualifications, credentials and organizational awareness to conduct the review.

III. Modified Search Request Procedures

A. The hiring official must provide a complete, detailed explanation outlining the need for special permission and a description of the accommodation requested to Human Resources.

B. All exceptions must be approved by the Office of Human Resources and General Counsel. Additionally, waived searches require approval by the Chief Human Resources Officer and the Chancellor.

C. Upon review and approval, the Chief Human Resources Officer will communicate with the person originating the request and provide guidance as needed.