THE UNIVERSITY OF NORTH CAROLINA AT ASHEVILLE
                  POLICIES AND PROCEDURES MANUAL


                                             No.         65 
                                             Date        5-8-06 
                                             Page        1   of   1 
                                             Approved    CRR  


Subject:  EPA NON-FACULTY EMPLOYMENT POLICY

Purpose:  	
Uniform and consistent standards for the recruitment and selection of employees will assist 

the UNC Asheville in meeting its goals and obligations under The Code of the Board of Governors 

of The University of North Carolina, UNC regulations, NC Office of State Personnel policies, 

and applicable state and federal law.  

Scope:  	
The Employment Policy covers applicants applying for UNC Asheville’s EPA Non-Faculty positions.

Policy:	
The University of North Carolina at Asheville is an equal opportunity employer and seeks its 

workforce through a systematic recruitment and selection process.  The University prohibits 

the use of discriminatory practices in employment, and it adheres to the rules and regulations 

of the Board of Governors, “The Code of The University of North Carolina” and all UNC Policies 

for employees exempt from the State Personnel Act (EPA), and to State and Federal Law.  

The University of North Carolina at Asheville will not discriminate against students, applicants 

or employees on the basis of race, color, religion, sex, sexual orientation, national origin, 

age, disability, veteran status, political affiliation or any other legally protected status with 

respect to the terms, conditions or privileges of University-sponsored activities, employment, or

the use of University facilities.  Please refer to the University EEO Policy to view the statement

in its entirety.

The Board of Governors of the University of North Carolina has delegated to the Board of Trustees

of the University of North Carolina at Asheville, and that board has in turn delegated to the Chancellor, 

as the chief executive officer, the responsibility of developing and promulgating employment policies 

and procedures.  

The Chancellor, in turn, has delegated the coordination of the University’s employment practices and 

procedures for EPA Non-Faculty employees to the Director of Human Resources, while giving the 

institution's department heads the authority to interview and recommend candidates.  Creating new 

positions, filling vacant positions, making internal promotions, or making salary adjustments can 

only be authorized by the Chancellor, generally in consultation with the Chancellor’s Senior Staff.  

The Chancellor authorizes the Director of Human Resources to develop procedures to implement this 

policy.

Definitions:  
1.	EPA Non-Faculty – Employees who are not faculty members, but who are otherwise exempt from the 

State Personnel Act.  The State Personnel Act can be found at Chapter 126 of the N.C. General Statutes; 

EPA Non-Faculty categories are defined in The Administrative Manual of the University of North Carolina, 

and in particular, Chapter 300 of the Manual.  EPA Non Faculty positions are classified as either Senior 

Academic and Administrative Officers (SAAO), or as instructional/research; they may be full-time or part-

time positions. 

2.	Senior Academic and Administrative Officer (SAAO) – As defined by Section 300.1.1 of the 

Administrative Manual of the University of North Carolina.  Generally, the Chancellor, the vice chancellors, 

provosts, deans, and directors of major administrative, educational, research and public services 

activities of the University, as designated by the Board of Governors.  Also includes associate vice 

chancellors and other administrative positions within the University so designated by the President. 

3.	Instructional/research –Areas of institutional activity that may include these positions are:  

Instruction, Organized Research, Agricultural Research, Public Service, Academic Support, Student Services, 

Student Health Service Physicians (without faculty appointments), Institutional Support, Area Health 

Education Centers, and the Library.  See generally N.C.G.S. § 126-5(c1), and Chapter 300 of the 

Administrative Manual.

Procedures:  
These procedures apply to all EPA non-faculty positions. Those positions that are exempt from these 

procedures include: (1) Temporary positions, (2) Positions reporting directly to the Chancellor, and 

(3) Promotions and/or transfers within a department. In addition, the Chancellor may waive these procedures 

in special circumstances, after consulting with the Affirmative Action Officer to ensure that the goals of 

the University’s Affirmative Action Plan are not adversely impacted by the decision to waive normal 

appointment procedures.
                        

Step 1 – Position Approval
	a.	The hiring Supervisor completes a Position Activity Request Form, and submits the form to

		the appropriate Vice Chancellor
	b.	The Vice Chancellor either approves the form and forwards the form to Human Resources, or

		denies the request and returns it to the requesting supervisor
	c.	Human Resources prepares a consolidated position activity report from all divisions for 

		review by Senior Staff
	d.	Senior Staff makes a decision. Human Resources notifies the supervisor of the decision 

		(i.e. approved or not approved) 

Step 2 – Posting Process
Hiring Supervisor submits a Position Hiring Plan to Human Resources including the below attachments:
	a.	Job Description-write a position description or update the existing one, submitting a signed

 		copy and an electronic copy
	b.	Departmental Organizational Chart
	c.	Vacancy Announcement
	d.	Information (if applicable) about any employment testing/skills demonstration need.  Tests 

		or skills demonstrations may only be administered upon approval from the Director of Human 

		Resources and the Affirmative Action Officer.  Testing/skills demonstration requirements 

		must be included in the vacancy	notice and in advertisements.

Step 3 – Selection Process 
	a.	In consultation with the Director of Human Resources or designee, hiring supervisor 

		organizes a selection committee consisting of 3 – 5 members, including one human resources 

		representative.
	b.	Prepare Structured Interview Questions (refer to Preparing for a Behavioral Interview).
	c.	Human Resources reviews and screens the qualified candidates, identifies priority consideration

 		applicants, and forwards them to the hiring supervisor.
	d.	The hiring Supervisor reviews the applications.  Applications may also be reviewed by the 

		Department Head and other members of the interview team.  Pursuant to State and Federal 

		regulations, applicants eligible for veterans and affirmative action preference should be 

		given priority consideration in the interview process. 
	e.	Schedule interviews for the most highly qualified candidates, interview a minimum of 3 

		candidates when possible.  
	f.	Prior to committee interviews, each candidate will meet with a Human Resources representative, 

		and will review and complete
			1.	Job Description Verification
			2.	Authorization for Consent and Release of Information (authorizing a background check)
			3.	Verify that candidates, if selected, will be eligible to work in the United States 

				at time of employment
			4.	Benefit Summary
			5.	Salary range of the position and salary-related issues
	g.	Committee interviews each candidate using the structured interview questions.  
	h.	Committee members conduct Reference Checks using the Telephone Reference Check form.
			1.	At least 3 reference checks must be completed
			2.	Contact current employer only after receiving applicant’s approval
			3.	Supervisor may review the Performance Evaluations of internal applicants by 

				contacting Human Resources
	i.	Hiring supervisor completes a Recommendation for Employment form and submits the following 

		materials to Human Resources:
			1.	Interview Screening forms and any rating forms the committee used
			2.	Telephone Reference Check forms
			3.	All application materials
	k.	Human Resources will:
			1.	Present interview information to the Affirmative Action Officer for candidate approval
			2.	Conduct a criminal background check
			3.	Determine an appropriate starting salary by going through the required process of 

				‘qualifying’ the candidate
			4.	Extend a conditional job offer to the candidate pending successful completion of any

 				required testing, identifies the starting salary, employment start date, and inquires

				whether special accommodations are needed (VCs may extend conditional job offer to 

				their direct reports).
			5.	Notifies the hiring department of the candidate’s acceptance, start date, and New 

				Employee Orientation schedule, and issues the official appointment letter.
			6.	Schedules the new employee for New Employee Orientation sessions.

Step 4 - Conclusion
	a.	Human Resources sends written notification to applicants not selected
	b.	Human Resources presents candidate information to the appropriate governing board (Board 

		of Trustees or Board of Governors) for review or approval, as appropriate.