EPA Selection and EPA Selection and Recruitment/Recruitment WebRecruitment/Recruitment Web

TrainingTraining

EPA Recruitment and Selection EPA Recruitment and Selection ProcessProcessI.I. BACKGROUND : BACKGROUND :

EQUAL OPPORTUNITY/AFFIRMATIVE ACTION OBLIGATIONSEQUAL OPPORTUNITY/AFFIRMATIVE ACTION OBLIGATIONS

II.II. DEVELOPING RECRUITMENT PLANSDEVELOPING RECRUITMENT PLANS

III.III. EPA RECRUITMENT WEBEPA RECRUITMENT WEB

IV.IV. SEARCH COMMITTEE RESPONSIBILITYSEARCH COMMITTEE RESPONSIBILITY

V.V. REVIEWING AND EVALUATING APPLICATION MATERIALSREVIEWING AND EVALUATING APPLICATION MATERIALS

VI.VI. INTERVIEWING AND SELECTIONINTERVIEWING AND SELECTION

VII.VII. REFERENCE AND BACKGROUND CHECKSREFERENCE AND BACKGROUND CHECKS

VIII.VIII. RECOMMENDATIONS TO THE HIRING OFFICIALRECOMMENDATIONS TO THE HIRING OFFICIAL

IX.IX. AppendicesAppendices

X.X. QUESTIONSQUESTIONS

EPA Recruitment and Selection EPA Recruitment and Selection ProcessProcess

Background: EEO/Affirmative Background: EEO/Affirmative

Action ObligationsAction Obligations

Executive Order 11246 prohibits Executive Order 11246 prohibits discrimination and requires discrimination and requires federal contractors to engage in federal contractors to engage in “affirmative action” to employ “affirmative action” to employ and advance minorities and and advance minorities and women in employment.women in employment.

Background: Background: EEO/Affirmative Action ObligationsEEO/Affirmative Action Obligations

The regulations cover employment decisions The regulations cover employment decisions such as:such as:

RecruitmentRecruitment

AdvertisingAdvertising

SelectionSelection

CompensationCompensation

PromotionsPromotions

Terminations, etc.Terminations, etc.

Background: Background: EEO/Affirmative Action ObligationsEEO/Affirmative Action Obligationsoorganizations are required to engage in affirmative rganizations are required to engage in affirmative steps to ensure that applicants and employees receive steps to ensure that applicants and employees receive equal employment opportunity regardless of:equal employment opportunity regardless of:

RaceRace ColorColor GenderGender National OriginNational Origin AgeAge ReligionReligion DisabilityDisability

Every search should begin with appropriate Every search should begin with appropriate planning.planning.

Professional and personal contacts, including Professional and personal contacts, including professional associations and colleagues at other professional associations and colleagues at other institutions should be utilized.institutions should be utilized.

Special efforts to identify minority and women Special efforts to identify minority and women candidates through advertising in targeted candidates through advertising in targeted publications should be takenpublications should be taken..

Advertise and employ other strategies that will help Advertise and employ other strategies that will help maximize the use of time and resourcesmaximize the use of time and resources

DEVELOPING A DEVELOPING A RECRUITMENT PLANRECRUITMENT PLAN

DEVELOPING A DEVELOPING A RECRUITMENT PLANRECRUITMENT PLAN Advertise in a variety of media.Advertise in a variety of media.

Other affirmative recruitment techniques to build a Other affirmative recruitment techniques to build a diverse applicant pool include:diverse applicant pool include:

Recruitment at regional and national conferences, Recruitment at regional and national conferences, make personal contacts with minorities and women at make personal contacts with minorities and women at professional conferences and invite them to applyprofessional conferences and invite them to apply

Letters or telephone calls to colleagues at other Letters or telephone calls to colleagues at other institutions to seek nominations, including contacts institutions to seek nominations, including contacts with women and minoritieswith women and minorities

Request names of potential candidates from women Request names of potential candidates from women and minorities at the university and at institutions and minorities at the university and at institutions with strong graduate programs for women and with strong graduate programs for women and minorities in your discipline.minorities in your discipline.

DEVELOPING A DEVELOPING A RECRUITMENT PLANRECRUITMENT PLAN Send announcements and request nominations Send announcements and request nominations

from departments in Historically Black Colleges from departments in Historically Black Colleges and Universities and Women, Hispanic and and Universities and Women, Hispanic and Native American serving institutionsNative American serving institutions

Letters written to organizations of minorities Letters written to organizations of minorities and women in the appropriate field requesting and women in the appropriate field requesting that the position opening be circulated and that the position opening be circulated and publicized as widely as possible among its publicized as widely as possible among its membersmembers

Publications and electronic job-posting services Publications and electronic job-posting services targeted at diverse groupstargeted at diverse groups

Always include statements on the department’s Always include statements on the department’s commitment to equal opportunity and diversity commitment to equal opportunity and diversity in your advertisements and on your websitein your advertisements and on your website

EPA RecruitmentWebEPA RecruitmentWeb

A web based recruitment and applicantA web based recruitment and applicant

tracking system designed to streamlinetracking system designed to streamline

the recruitment and hiring process forthe recruitment and hiring process for

EPA Faculty and Non-Faculty EPA Faculty and Non-Faculty

positions.positions.

Use EPA RecruitmentWeb to:Use EPA RecruitmentWeb to:

Process Process allall recruitment and hiring recruitment and hiring

actions for EPA Faculty and actions for EPA Faculty and

Non-Faculty positions.Non-Faculty positions.

EPA Faculty and Non-Faculty EPA Faculty and Non-Faculty Recruitment ProcessRecruitment Process

Recruitment Plan (Requisition)Recruitment Plan (Requisition) Waiver of RecruitmentWaiver of Recruitment Automated posting of approved Automated posting of approved

positions. positions. Web-based application process … Web-based application process …

no paper or e-mailed resumes.no paper or e-mailed resumes. Electronic collection of applicant Electronic collection of applicant

EEO and Veterans Preference data. EEO and Veterans Preference data.

AdvantagesAdvantages

Increased efficiency when posting vacant Increased efficiency when posting vacant positions.positions.

A consistent and streamlined application A consistent and streamlined application process for EPA Faculty and Non-Faculty process for EPA Faculty and Non-Faculty applicants.applicants.

Immediate electronic access to applicant Immediate electronic access to applicant materials by hiring managers and search materials by hiring managers and search committees members.committees members.

All interim and final EPA EEO All interim and final EPA EEO documentation provided electronically.documentation provided electronically.

Advantages (continued)Advantages (continued)

Direct collection of mandatory Applicant Direct collection of mandatory Applicant EEO and Veterans Preference compliance EEO and Veterans Preference compliance data at the time of application.data at the time of application.

Effective EEO monitoring without Effective EEO monitoring without burdensome paperwork requirements.burdensome paperwork requirements.

Ability to quickly respond to Federal Ability to quickly respond to Federal OFCCP audit documentation requests.OFCCP audit documentation requests.

Electronic feed of applicant and hiring data Electronic feed of applicant and hiring data to EEO monitoring software tools.to EEO monitoring software tools.

EEO Policies – Requisition PeriodEEO Policies – Requisition Period

Maximum Requisition Period:Maximum Requisition Period: 1 year from the initial posting date1 year from the initial posting date Expectation that after 1 year department Expectation that after 1 year department

will close existing requisitions with little or will close existing requisitions with little or no activity Or;no activity Or;

Close existing requisitions and initiate a Close existing requisitions and initiate a new requisition to replace the outdated new requisition to replace the outdated requisition requisition OrOr;;

Submit a request to the EEO Office for an Submit a request to the EEO Office for an extension as a modify requisition in extension as a modify requisition in RecruitmentWeb.RecruitmentWeb.

EEO Policies – AdvertisementsEEO Policies – Advertisements

Minimum Posting Periods:Minimum Posting Periods: 45 days for Tenured/Tenure Track45 days for Tenured/Tenure Track 30 days for Fixed Term and Non-Faculty30 days for Fixed Term and Non-Faculty

EPA Non-Faculty EPA Non-Faculty postings to the UNC-CHpostings to the UNC-CH website will be posted in EPA website will be posted in EPA RecruitmentWeb using position summary, RecruitmentWeb using position summary, salary and minimum education and salary and minimum education and experience requirements as reflected in experience requirements as reflected in Position ManagementPosition Management..

Advertisements attached to the requisition Advertisements attached to the requisition will will onlyonly apply to apply to externalexternal publications and publications and websites.websites.

EEO Policies – Interim Selection DocumentsEEO Policies – Interim Selection Documents

The first Interim Selection Document The first Interim Selection Document should be submitted should be submitted afterafter the minimum the minimum posting period has ended;posting period has ended;

Interim Selection Documents must be Interim Selection Documents must be submitted submitted prior to conducting prior to conducting interviewsinterviews..

As additional applicants apply and are As additional applicants apply and are added to the interview pool, Interim added to the interview pool, Interim Selection Documents should be Selection Documents should be submitted to reflect the new applicants submitted to reflect the new applicants to be interviewed.to be interviewed.

Roles in the RecruitmentWebRoles in the RecruitmentWeb

Level 1 – Initiators & ApproversLevel 1 – Initiators & Approvers Human Resources (HR)Human Resources (HR) Department EEO Officer – Approver Department EEO Officer – Approver

Only (New Role)Only (New Role) Note: units may request to have Note: units may request to have

additional approvers added to Level 1additional approvers added to Level 1

Level 2 – ApproversLevel 2 – Approvers Deans or Vice-ChancellorsDeans or Vice-Chancellors

Level 3 – EEO/ADA Approval (Final)Level 3 – EEO/ADA Approval (Final)

Create RequisitionCreate Requisition

Create NewCreate New CopyCopy Required FieldsRequired Fields Link to Position ManagementLink to Position Management Process for External Committee Process for External Committee

membersmembers Counts DataCounts Data

View ApplicantsView Applicants

Release Applicant Data Release Applicant Data Displayed fieldsDisplayed fields AttachmentsAttachments

Download of applicant dataDownload of applicant data

Interim/Final SelectionInterim/Final Selection

Update of selection documentUpdate of selection document Submit InterimSubmit Interim

Required informationRequired information Possible errors/warningsPossible errors/warnings

Submit Final (incl multiple pos)Submit Final (incl multiple pos) Required informationRequired information Possible errors/warningsPossible errors/warnings

Create WaiverCreate Waiver

Policy on WaiversPolicy on Waivers

Required informationRequired information

Possible errors/warningsPossible errors/warnings

Other Actions/FunctionalityOther Actions/Functionality

Modify RequisitionModify Requisition

Cancel/End RecruitmentCancel/End Recruitment

Re-activate RequisitionRe-activate Requisition

Action SearchAction Search

SEARCH COMMITTEESSEARCH COMMITTEES

It is expected that all hiring for EPA tenure-track and fixed-term It is expected that all hiring for EPA tenure-track and fixed-term faculty positions and for EPA non-faculty positions will be done faculty positions and for EPA non-faculty positions will be done through the use of a search committee. Search committees are through the use of a search committee. Search committees are expected to work closely with the departmental Equal expected to work closely with the departmental Equal Employment Opportunity Officers.Employment Opportunity Officers.

The committee should receive a charge setting forth the The committee should receive a charge setting forth the expectations for the position and the search committee’s role in expectations for the position and the search committee’s role in helping to fill it. The committee charge should include a detailed helping to fill it. The committee charge should include a detailed position description with preferred and minimum qualifications position description with preferred and minimum qualifications and advertising and outreach sources. The committee should be and advertising and outreach sources. The committee should be charged with developing selection criteria that is objective and charged with developing selection criteria that is objective and based on the position requirements.based on the position requirements.

At the beginning of the search is a good time to review the At the beginning of the search is a good time to review the department’s workforce composition and identify departmental department’s workforce composition and identify departmental needs with respect to diversity and consideration of under-needs with respect to diversity and consideration of under-representation of women and minorities as well as other issues representation of women and minorities as well as other issues as they relate to conducting an equal opportunity/affirmative as they relate to conducting an equal opportunity/affirmative action search.action search.

REVIEWING AND EVALUATING REVIEWING AND EVALUATING APPLICATION MATERIALSAPPLICATION MATERIALS The search committee’s review of applicants should be The search committee’s review of applicants should be

done in an objective and systematic manner. Committee done in an objective and systematic manner. Committee members should agree upon and use the same screening members should agree upon and use the same screening criteria for all applicants. It is also important that all criteria for all applicants. It is also important that all applicants be treated in a consistent and equal manner. applicants be treated in a consistent and equal manner. Any techniques or procedures used to select or screen Any techniques or procedures used to select or screen applicants must be applied uniformly to all candidates and applicants must be applied uniformly to all candidates and should be documented. should be documented.

The committee evaluates the applicant pool by screening The committee evaluates the applicant pool by screening resumes and cover letters based on the advertised resumes and cover letters based on the advertised minimum and preferred qualifications. Based on the minimum and preferred qualifications. Based on the review of materials submitted by applicants, identify those review of materials submitted by applicants, identify those who will be considered for further consideration and those who will be considered for further consideration and those who have been eliminated. Document the reasons for who have been eliminated. Document the reasons for eliminating applicants from further consideration. eliminating applicants from further consideration. Complete the Interim Report before scheduling interviews.Complete the Interim Report before scheduling interviews.

INTERVIEWING AND INTERVIEWING AND SELECTIONSELECTION The committee should develop questions to be asked in The committee should develop questions to be asked in

the telephone interviews, ensuring equity and the telephone interviews, ensuring equity and consistency. Questions must be related specifically to the consistency. Questions must be related specifically to the qualifications and responsibilities advertised in the qualifications and responsibilities advertised in the position vacancy announcement. position vacancy announcement. (See guidelines for asking questions during the (See guidelines for asking questions during the search process appendix C)search process appendix C)

Identify and develop a schedule for the interview. Identify and develop a schedule for the interview. Conduct the phone interviews and record responses.Conduct the phone interviews and record responses.

When telephone interviews are completed identify semi-When telephone interviews are completed identify semi-finalists to be brought to campus for in-person interviews finalists to be brought to campus for in-person interviews based on established search criteria, the applicant’s based on established search criteria, the applicant’s experiences and skills and interview responses. experiences and skills and interview responses. Determine those candidates who are eliminated and no Determine those candidates who are eliminated and no longer under consideration, document the reasons on the longer under consideration, document the reasons on the applicant flow log.applicant flow log.

Reference and Reference and background checksbackground checks

Identify the stage of the search Identify the stage of the search process when references will be process when references will be checked.checked.

Confirm with candidates that Confirm with candidates that references will be checked.references will be checked.

Use a standard questionnaire to Use a standard questionnaire to check each candidate’s reference check each candidate’s reference check.check.

Recommendations to the Recommendations to the Hiring OfficialHiring Official Provide criteria used to identify and Provide criteria used to identify and

select finalists.select finalists.

Ensure that all committee opinions Ensure that all committee opinions are expressed to the hiring official.are expressed to the hiring official.

When a selection has been made, When a selection has been made, the hiring official submits the Final the hiring official submits the Final form to the Equal Opportunity Office form to the Equal Opportunity Office for approval to make the offer.for approval to make the offer.

Questions ????Questions ????

Contact Information:Contact Information:

Equal Opportunity/ADA OfficeEqual Opportunity/ADA Office

966-3576966-3576

equalopportunity@unc.eduequalopportunity@unc.edu

September 2008September 2008