Offering Employment for Permanent Positions
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Introduction
The goal of the employment process is to select the best available person for the job while filling the School’s commitment to Equal Employment Opportunity. This section outlines the process of offering employment.
Offers of Employment
Prior to making any commitment to a person for an open position, the hiring department must consult with Human Resources to determine the qualifying salary of the selected candidate. The hiring manager completes a Selection (Purple) Form that is submitted to Human Resources. The information on the Selection Form includes:
- Selected Candidate
- Offering salary
- Hire Date
- Justification for selection
- Interviewed applicants with non-selection reasons
The Selection Form must be signed by the hiring department and the Vice Chancellor of the Division.
The hiring manager submits the Selection Form to Human Resources along with the application of the selected candidate and all other applications that were submitted to the hiring manager for consideration. Human Resources
- Reviews the completed Selection (Purple) Form received from the hiring department.
- Advises the hiring manager of any policy or legal question raised by the review of the hiring manger’s written selection and non-selection reasons.
- Determines the appropriate salary in terms of salary administration policy and law.
- Forwards the Selection (Purple) Form, application of the selected candidate, and Welcome/Contract letter to the Chancellor for approval and signature.
- Notifies the hiring manager of the approval to offer employment to the selected candidate.
Salary Commitments
For EPA faculty positions, the Director of Human Resources evaluates the applicant's education and experience and places the person on the appropriate step of the NCSSM Faculty Salary Schedule for the current year.
For all SPA positions, the Director of Human Resources determines the appropriate placement within the salary grade/competency based on the candidate's qualifications, market conditions, and available budget.
The hiring department is advised of the salary offer based on funding and qualifications of the candidate. The hiring department extends the official job offer to the candidate. If the candidate accepts the offer, Human Resources completes the salary commitment and job offer for the position by entering a new hire action in the State’s Human Resources/Payroll System (BEACON).
New employees may be employed at the minimum rate of the salary range for the classification. Higher salaries may be requested by the hiring department when:
- normal recruitment efforts have not produced qualified applicants,
- the applicant possesses exceptional job-related qualifications above the minimum State hiring specifications, or
- there is an equal pay justification or operational need.
Job Offer Acceptance
When the hiring department extends the job offer to the candidate and it is accepted, Human Resources prepares a Welcome Letter from the Chancellor to the selected candidate officially extending the offer, giving the hire date, salary and other employment information or a contract letter from the Chancellor to a new faculty.
The new hire is informed that employment is conditional upon receipt of the candidate's official college transcript for the highest degree earned if the classification required a degree and a completed Federal Form I‑9. The new hire is also informed that employment is conditional upon receipt of a Criminal Background Check.
Starting of Employment Dates
Employees new to the School may begin on any work day. The start date is determined by the hiring manager and the new employee.
Overlap with a separating employee is possible, but must be approved by Human Resources and the Budget Office.
New Employee Orientation
New permanent employees are scheduled to attend a New Employee Orientation Program conducted by Human Resources. The session includes an overview of State and School policies and procedures, various benefits plans, such as state retirement, health, dental, life, disability insurance programs and other payroll deduction options. During the orientation, the employee has the opportunity to select and enroll in various benefits plans with the assistance of Human Resources.
During the orientation, the new employee completes the "Employee Information and Verification" (I-9) form, Creditable Service form, payroll forms, and receives the Conditions of Employment with the North Carolina School of Science and Mathematics.
Federal Immigration Control: Verification of Employability
The School is permitted to hire only properly identified U.S. citizens and legally authorized aliens. Human Resources verifies eligibility for permanent employment. The verification process is documented on a Federal immigration form, Form I-9, "Employment Eligibility Verification" .
BASIC Verification
All new employee Form I-9 information is entered into the Homeland Security System named BASIC. This information is verified with Social Security Administration and confirms that the new employee is eligible for employment within the US.