2. EPA Recruitment and Selection Process I.BACKGROUND : EQUAL OPPORTUNITY/AFFIRMATIVE ACTION OBLIGATIONS II.DEVELOPING RECRUITMENT PLANS III.EPA RECRUITMENT WEB IV.SEARCH COMMITTEE RESPONSIBILITY V.REVIEWING AND EVALUATING APPLICATION MATERIALS VI.INTERVIEWING AND SELECTION VII.REFERENCE AND BACKGROUND CHECKS VIII.RECOMMENDATIONS TO THE HIRING OFFICIAL IX.Appendices X.QUESTIONS

3. EPA Recruitment and Selection Process Background: EEO/Affirmative Action Obligations Executive Order 11246 prohibits discrimination and requires federal contractors to engage in “affirmative action” to employ and advance minorities and women in employment.

4. Background: EEO/Affirmative Action Obligations The regulations cover employment decisions such as: Recruitment Recruitment Advertising Advertising Selection Selection Compensation Compensation Promotions Promotions Terminations, etc. Terminations, etc.

5. Background: EEO/Affirmative Action Obligations o rganizations are required to engage in affirmative steps to ensure that applicants and employees receive equal employment opportunity regardless of: Race Race Color Color Gender Gender National Origin National Origin Age Age Religion Religion Disability Disability

6. Every search should begin with appropriate planning. Every search should begin with appropriate planning. Professional and personal contacts, including professional associations and colleagues at other institutions should be utilized. Professional and personal contacts, including professional associations and colleagues at other institutions should be utilized. Special efforts to identify minority and women candidates through advertising in targeted publications should be taken. Special efforts to identify minority and women candidates through advertising in targeted publications should be taken. Advertise and employ other strategies that will help maximize the use of time and resources Advertise and employ other strategies that will help maximize the use of time and resources DEVELOPING A RECRUITMENT PLAN

7. Advertise in a variety of media. Advertise in a variety of media. Other affirmative recruitment techniques to build a diverse applicant pool include: Other affirmative recruitment techniques to build a diverse applicant pool include: Recruitment at regional and national conferences, make personal contacts with minorities and women at professional conferences and invite them to apply Recruitment at regional and national conferences, make personal contacts with minorities and women at professional conferences and invite them to apply Letters or telephone calls to colleagues at other institutions to seek nominations, including contacts with women and minorities Letters or telephone calls to colleagues at other institutions to seek nominations, including contacts with women and minorities Request names of potential candidates from women and minorities at the university and at institutions with strong graduate programs for women and minorities in your discipline. Request names of potential candidates from women and minorities at the university and at institutions with strong graduate programs for women and minorities in your discipline.

8. DEVELOPING A RECRUITMENT PLAN Send announcements and request nominations from departments in Historically Black Colleges and Universities and Women, Hispanic and Native American serving institutions Send announcements and request nominations from departments in Historically Black Colleges and Universities and Women, Hispanic and Native American serving institutions Letters written to organizations of minorities and women in the appropriate field requesting that the position opening be circulated and publicized as widely as possible among its members Letters written to organizations of minorities and women in the appropriate field requesting that the position opening be circulated and publicized as widely as possible among its members Publications and electronic job-posting services targeted at diverse groups Publications and electronic job-posting services targeted at diverse groups Always include statements on the department’s commitment to equal opportunity and diversity in your advertisements and on your website Always include statements on the department’s commitment to equal opportunity and diversity in your advertisements and on your website

9. EPA RecruitmentWeb A web based recruitment and applicant tracking system designed to streamline the recruitment and hiring process for EPA Faculty and Non-Faculty positions.

10. Use EPA RecruitmentWeb to: Process all recruitment and hiring actions for EPA Faculty and Non-Faculty positions.

11. EPA Faculty and Non-Faculty Recruitment Process Recruitment Plan (Requisition) Recruitment Plan (Requisition) Waiver of Recruitment Waiver of Recruitment Automated posting of approved positions. Automated posting of approved positions. Web-based application process … no paper or e-mailed resumes. Web-based application process … no paper or e-mailed resumes. Electronic collection of applicant EEO and Veterans Preference data. Electronic collection of applicant EEO and Veterans Preference data.

12. Advantages Increased efficiency when posting vacant positions. Increased efficiency when posting vacant positions. A consistent and streamlined application process for EPA Faculty and Non-Faculty applicants. A consistent and streamlined application process for EPA Faculty and Non-Faculty applicants. Immediate electronic access to applicant materials by hiring managers and search committees members. Immediate electronic access to applicant materials by hiring managers and search committees members. All interim and final EPA EEO documentation provided electronically. All interim and final EPA EEO documentation provided electronically.

13. Advantages (continued) Direct collection of mandatory Applicant EEO and Veterans Preference compliance data at the time of application. Direct collection of mandatory Applicant EEO and Veterans Preference compliance data at the time of application. Effective EEO monitoring without burdensome paperwork requirements. Effective EEO monitoring without burdensome paperwork requirements. Ability to quickly respond to Federal OFCCP audit documentation requests. Ability to quickly respond to Federal OFCCP audit documentation requests. Electronic feed of applicant and hiring data to EEO monitoring software tools. Electronic feed of applicant and hiring data to EEO monitoring software tools.

14. EEO Policies – Requisition Period Maximum Requisition Period: 1 year from the initial posting date 1 year from the initial posting date Expectation that after 1 year department will close existing requisitions with little or no activity Or; Expectation that after 1 year department will close existing requisitions with little or no activity Or; Close existing requisitions and initiate a new requisition to replace the outdated requisition Or; Close existing requisitions and initiate a new requisition to replace the outdated requisition Or; Submit a request to the EEO Office for an extension as a modify requisition in RecruitmentWeb. Submit a request to the EEO Office for an extension as a modify requisition in RecruitmentWeb.

15. EEO Policies – Advertisements Minimum Posting Periods: Minimum Posting Periods: 45 days for Tenured/Tenure Track 45 days for Tenured/Tenure Track 30 days for Fixed Term and Non-Faculty 30 days for Fixed Term and Non-Faculty EPA Non-Faculty postings to the UNC-CH website will be posted in EPA RecruitmentWeb using position summary, salary and minimum education and experience requirements as reflected in Position Management. EPA Non-Faculty postings to the UNC-CH website will be posted in EPA RecruitmentWeb using position summary, salary and minimum education and experience requirements as reflected in Position Management. Advertisements attached to the requisition will only apply to external publications and websites. Advertisements attached to the requisition will only apply to external publications and websites.

16. EEO Policies – Interim Selection Documents The first Interim Selection Document should be submitted after the minimum posting period has ended; The first Interim Selection Document should be submitted after the minimum posting period has ended; Interim Selection Documents must be submitted prior to conducting interviews. Interim Selection Documents must be submitted prior to conducting interviews. As additional applicants apply and are added to the interview pool, Interim Selection Documents should be submitted to reflect the new applicants to be interviewed. As additional applicants apply and are added to the interview pool, Interim Selection Documents should be submitted to reflect the new applicants to be interviewed.

17. Roles in the RecruitmentWeb Level 1 – Initiators & Approvers Level 1 – Initiators & Approvers Human Resources (HR) Human Resources (HR) Department EEO Officer – Approver Only (New Role) Department EEO Officer – Approver Only (New Role) Note: units may request to have additional approvers added to Level 1 Note: units may request to have additional approvers added to Level 1 Level 2 – Approvers Level 2 – Approvers Deans or Vice-Chancellors Deans or Vice-Chancellors Level 3 – EEO/ADA Approval (Final) Level 3 – EEO/ADA Approval (Final)

18. Create Requisition Create New Create New Copy Copy Required Fields Required Fields Link to Position Management Link to Position Management Process for External Committee members Process for External Committee members Counts Data Counts Data

19. View Applicants Release Applicant Data Release Applicant Data Displayed fields Displayed fields Attachments Attachments Download of applicant data Download of applicant data

20. Interim/Final Selection Update of selection document Update of selection document Submit Interim Submit Interim Required information Required information Possible errors/warnings Possible errors/warnings Submit Final (incl multiple pos) Submit Final (incl multiple pos) Required information Required information Possible errors/warnings Possible errors/warnings

21. Create Waiver Policy on Waivers Policy on Waivers Required information Required information Possible errors/warnings Possible errors/warnings

22. Other Actions/Functionality Modify Requisition Modify Requisition Cancel/End Recruitment Cancel/End Recruitment Re-activate Requisition Re-activate Requisition Action Search Action Search

23. SEARCH COMMITTEES It is expected that all hiring for EPA tenure-track and fixed-term faculty positions and for EPA non-faculty positions will be done through the use of a search committee. Search committees are expected to work closely with the departmental Equal Employment Opportunity Officers. It is expected that all hiring for EPA tenure-track and fixed-term faculty positions and for EPA non-faculty positions will be done through the use of a search committee. Search committees are expected to work closely with the departmental Equal Employment Opportunity Officers. The committee should receive a charge setting forth the expectations for the position and the search committee’s role in helping to fill it. The committee charge should include a detailed position description with preferred and minimum qualifications and advertising and outreach sources. The committee should be charged with developing selection criteria that is objective and based on the position requirements. The committee should receive a charge setting forth the expectations for the position and the search committee’s role in helping to fill it. The committee charge should include a detailed position description with preferred and minimum qualifications and advertising and outreach sources. The committee should be charged with developing selection criteria that is objective and based on the position requirements. At the beginning of the search is a good time to review the department’s workforce composition and identify departmental needs with respect to diversity and consideration of under- representation of women and minorities as well as other issues as they relate to conducting an equal opportunity/affirmative action search. At the beginning of the search is a good time to review the department’s workforce composition and identify departmental needs with respect to diversity and consideration of under- representation of women and minorities as well as other issues as they relate to conducting an equal opportunity/affirmative action search.

24. REVIEWING AND EVALUATING APPLICATION MATERIALS The search committee’s review of applicants should be done in an objective and systematic manner. Committee members should agree upon and use the same screening criteria for all applicants. It is also important that all applicants be treated in a consistent and equal manner. Any techniques or procedures used to select or screen applicants must be applied uniformly to all candidates and should be documented. The search committee’s review of applicants should be done in an objective and systematic manner. Committee members should agree upon and use the same screening criteria for all applicants. It is also important that all applicants be treated in a consistent and equal manner. Any techniques or procedures used to select or screen applicants must be applied uniformly to all candidates and should be documented. The committee evaluates the applicant pool by screening resumes and cover letters based on the advertised minimum and preferred qualifications. Based on the review of materials submitted by applicants, identify those who will be considered for further consideration and those who have been eliminated. Document the reasons for eliminating applicants from further consideration. Complete the Interim Report before scheduling interviews. The committee evaluates the applicant pool by screening resumes and cover letters based on the advertised minimum and preferred qualifications. Based on the review of materials submitted by applicants, identify those who will be considered for further consideration and those who have been eliminated. Document the reasons for eliminating applicants from further consideration. Complete the Interim Report before scheduling interviews.

25. INTERVIEWING AND SELECTION The committee should develop questions to be asked in the telephone interviews, ensuring equity and consistency. Questions must be related specifically to the qualifications and responsibilities advertised in the position vacancy announcement. The committee should develop questions to be asked in the telephone interviews, ensuring equity and consistency. Questions must be related specifically to the qualifications and responsibilities advertised in the position vacancy announcement. (See guidelines for asking questions during the search process appendix C) Identify and develop a schedule for the interview. Conduct the phone interviews and record responses. Identify and develop a schedule for the interview. Conduct the phone interviews and record responses. When telephone interviews are completed identify semi- finalists to be brought to campus for in-person interviews based on established search criteria, the applicant’s experiences and skills and interview responses. Determine those candidates who are eliminated and no longer under consideration, document the reasons on the applicant flow log. When telephone interviews are completed identify semi- finalists to be brought to campus for in-person interviews based on established search criteria, the applicant’s experiences and skills and interview responses. Determine those candidates who are eliminated and no longer under consideration, document the reasons on the applicant flow log.

26. Reference and background checks Identify the stage of the search process when references will be checked. Identify the stage of the search process when references will be checked. Confirm with candidates that references will be checked. Confirm with candidates that references will be checked. Use a standard questionnaire to check each candidate’s reference check. Use a standard questionnaire to check each candidate’s reference check.

27. Recommendations to the Hiring Official Provide criteria used to identify and select finalists. Provide criteria used to identify and select finalists. Ensure that all committee opinions are expressed to the hiring official. Ensure that all committee opinions are expressed to the hiring official. When a selection has been made, the hiring official submits the Final form to the Equal Opportunity Office for approval to make the offer. When a selection has been made, the hiring official submits the Final form to the Equal Opportunity Office for approval to make the offer.

28. Questions ???? Contact Information: Equal Opportunity/ADA Office 966-3576 equalopportunity@unc.edu September 2008