Manager Resources
Manager Resources
Supporting managers is essential to building a strong and successful Ģý community. This page brings together key tools and guidance to help you navigate the employee lifecycle with confidence and consistency. Whether you are hiring permanent, temporary, or student employees; managing reclassifications; conducting effective interviews; or supporting on-the-job training, these resources are designed toassistyouevery step of the way.
Youwillalso find practical information on employment verification requirements, including Form I-9, to help ensure compliance with federal andUniversity policies. These resources are intended to streamline processes, promoteequitablepractices, and support you in creating a positive and productive work environment for your teams.
Hiring Permanent Employees
This section outlines the key steps for hiring permanent SHRA and EHRA employees at Ģý. Following these steps helps ensure a fair, consistent, and transparent process while supporting equitable hiring practices and compliance with University and state policies. From posting positions and screening applicants to interviews, reference checks, and extending offers, these resources guide hiring managers through each phase of the employee lifecycle with clarity and confidence.
Ģý is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race; color; ethnicity; religion; sex; pregnancy; sexual orientation; gender identity or expression; national origin; age; disability; genetic information; political affiliation; National Guard or veteran status, consistent with applicable federal, state and local laws, regulations, and policies, and the policies of The University of North Carolina. Persons with disabilities requiring accommodations in the application and interview process please call (828) 251-6605 or email to hr@unca.edu.
If you are creating a new position, filling a vacant position, reclassifying or changing an existing position, consult with the Office of Human Resources Classification and Compensation area to ensure the appropriate classification and salary range are established. Funding for a new position or any change to an existing position must be confirmed with your Divisional Business Officer before moving forward.
Start the process to refill an approved, existing position.
Learn the steps required to establish a new role, including funding and classification review.
Request a review of a current position due to changes in duties, responsibilities, or scope.
In order to attract a well-qualified and diverse applicantpool, job openingsshould beadvertised broadly across multiple recruitment channels, including higher education job boards (The Chronicle of Higher Education,HigherEdJobs, Inside Higher Ed), diversity-focused networks (e.g., HERC), general employment sites (e.g., Indeed, LinkedIn), and the Ģý website. Strategic, multi-channel posting increases visibility, promotesequitablehiring practices, and attracts well-qualified candidates. Postings are written using inclusive language and accessible formats to ensure all applicants can engage fully in the process.
All postings are coordinated with the HR Search Coordinator, who manages position setup, ensures compliance with OSHR and UNC policies, and approves any changes after posting. Hiring authorities can review applications via PeopleAdmin but should allow adequate time for applicants to apply before making selections.
Position Posting Periods:
- OSHR mandates that all SHRA positions be posted for a period of a minimum of five (5) business days.
- EPSthe minimum posting period is ten (10) calendar days. OSHR does not provide guidance or requirements for EPS position postings.
Job Posting Process:
- HRsearch coordinator manages position postings with the hiring authority.
- Hiring authority will have access to review candidates and manage position postings via PeopleAdmin. All communicationsregardingposition changes after posting should be communicated to the HR search coordinator.
Note:All search committee members must complete the mandatory Search Committee Training to be in full compliance. If a selected search committee member has not completed this training within the past twelve months, theyare required tocomplete the search committee training.
Ģý consistently applies the recruitment and selection process to promote open, fair, competitiveselectionfrom the most qualified persons to fill vacant positions. Selection decisions will be based solely on job-related criteria. Employment is offered based upon the job-related qualifications of applicants for employment using fair and valid selection criteria and upon satisfactory completion of all relevant reference checking, pre-employment background checking, credentials verification, and verification of eligibility to work in the United States.
SHRA Positions
SHRA positions follow a centralized screening and selection process coordinated by Human Resources to ensure consistency, equity, and compliance with University and State requirements.
Once an SHRA position posting has closed, theOffice of Human Resources EmploymentTeamwill conductan initialscreening of all applicants to verify thatthe requiredminimum qualifications in the posting have been met. This review ensures a fair and comprehensive evaluation of applicant materials.
Following the screening,theOffice of Human Resources EmploymentTeamwillidentifyqualified applicants and provide a recommendation to the hiring manager. The hiring manager, in consultation with Human Resources, willdeterminenext steps, which may include interviews, reference checks, and final selectionin accordance withUniversitypolicy.
EHRA Positions
EHRA positions typicallyutilizea search committee to support a structured, inclusive, and transparent recruitment process.
The search committeeis responsible forassistingthe hiring authority with key phases of the search, including:
- Reviewing the position description and required qualifications.
- Evaluating applicant materials based solely on the criteria published inthe jobposting.
- Conducting outreach to support a diverse and qualified applicant pool.
- Identifyingand recommending candidates for interviewsfrom the search pool.
Committee members should begin reviewing applications once the posting is active and continue throughout the posting period. Applicants who do not meet the minimumrequiredqualifications outlined in the posting should not be advanced for further consideration.
Afteridentifyinga pool of qualified candidates, the committee will recommend finalists for interviews.The OfficeofHuman Resources coordinates any required compliance or EEO review prior to interviews being conducted. Interviews should be structured, consistent, and based on job-related criteria.
Following interviews and reference checks, the search committee provides feedback and recommendations to the hiring authority, who makes the final hiring decision in collaboration withthe Office ofHuman Resources.
Interview processes differ slightly depending on the employee type to ensure consistency, equity, and compliance with University and State requirements.The Office ofHuman Resources partners closely with hiring managers and search committees throughout this process.
SHRA Positions
SHRA positions follow a centralized and structured interview process coordinated bythe Office ofHuman Resources.
After the job posting closes, Human Resources conductsan initialscreening of all applicants to confirm they meet the minimum qualifications outlined in the posting. This ensures a fair and consistent review of applicant materials.
Applicants who meet the minimum qualifications are then evaluated against job-related criteria toidentifythe most qualified candidates.The Office ofHuman Resources will recommend a pool of qualified applicants to the hiring manager.It isadvisable toidentifyat least three qualified candidates whenever possible.In the event thata minimum ofthree qualified applicants cannot be found within the candidate pool, reach out tothe Office ofHumanResources todeterminetheappropriate nextsteps.
At this stage, the hiring manager, in consultation withthe Office ofHuman Resources, mayproceedwith:Phone or Zoom screening interviewsand/or on-campus or virtual interviews
Interviewsand questionsshould be structured, job-related, and consistent for all candidates. Applicant statuses are updated throughout the process to reflect interview outcomes.
EHRA Positions
EHRANon-Facultypositions typicallyutilizea search committee to support a comprehensive and inclusive interview process.
As applications are received, the search committee reviews materials using an approvedsearch or evaluation template, with theinitialreview focused on confirming that applicants meet the minimum qualificationsstatedin the job posting.
Applicants who meetthe requiredminimum qualifications are further evaluated toidentifythe most qualified candidates based on job-related criteria. Whenfeasible, a minimum of three applicants is recommended for further consideration. Initial screening interviews (phone orZoom) are often conducted at this stage.
Candidates selected to move forward are advanced in thesystemand interviews are scheduled in coordination withthe Office ofHuman Resources. Prior to interviews,the Office ofHuman Resources completes any required compliance or EEO review.
Interviews should be structured,equitable, and consistent, using the same core questions and evaluation criteria for all candidates.After interviews are completed, the search committee provides feedback and recommendations to the hiring authority.
Extending Verbal Offer
Once finalistsare defined for SHRA and EHRA positions,the hiring managermust consult with the Office of Human Resources Employment Team before extending averbal offer to the selected candidate. All verbal offers must be consistent with the approved position details, including salary, title, and start date.Verbal offers are conditional and should clearly communicate that employment is contingent upon required approvals and pre-employment checks.The Office ofHuman Resources mayassistwith verbal offers if requested.
Hiring managers should avoid making commitments outside the approved process. All employment offers are contingent upon reference checks, background check clearance, and verification of credentialsin accordance withUniversity and UNC System requirements.
Sending Written Offer
After a candidateverballyaccepts the position, the Office of Human Resources EmploymentTeamwill issue theofficial written offer letter.The offer letter confirms employment details and conditions, and its acceptance formallyinitiatesthe onboarding and employment verification process.
Reference Checks
For both SHRA and EHRApositions, the hiring manageris responsible forconducting reference checks for selected finalists.All reference checks should be completedafterextending a verbal offer to confirm qualifications, experience, and overall fit for the role.The Office of Human Resources is available to support or advise on reference checks as needed, including providing guidance onappropriate questionsand documentation.
Note: Forms coming soon!
Background Checks
All offers of employment for SHRA and EHRA positions are contingent upon the successful completion of a background and reference check, which is coordinated and processed by the Office of Human Resources Employment Team. All selected applicants must receive clearance before beginning work.
Federal law requires all new employees to complete Form I-9, Employment Eligibility Verification, to confirm their identity and eligibility to work in the United States. At Ģý, this processiscompleted in person with the Office of Human Resources and is a condition of employment before work duties can begin.Employees will be provided with the information needed to complete their Form I-9.Special circumstanceswill be considered for remote Form I-9 verificationand completion.
The employee must complete Section 1 on or before their first day of employment, and present original, unexpired documentation tothe Office of Human Resourceswithin three (3) calendar days of hire for completion of Section 2 of the form.FormI-9 documents must be original and from the list of acceptable documents: photocopies or images are notpermitted.
Ģý complies with federal and state requirements; failure to complete Form I-9 verification within the required timeframe may result in termination of employment or changes to payroll status. Each employee’s Form I-9 is retained throughout their employment and for the period required by law after separation.
Employee Onboarding
Both SHRA and EHRA employees attend onboarding with the Office of Human Resources on either the 1st or 15th of the month, depending on their designated start date.Onboarding dates may be adjusted if they land ona holidayor non-working days.Managers are encouraged to direct new employees to theNew Employeespage for guidance on completing required tasks before their first day and to learn what to expect during onboarding.
First90DaysOnboarding Tools
Checklists and guidance to help supervisors support new employees through their first three months, including goal setting, feedback, and performance expectations.
Note: Resources coming soon!
Hiring Temporary Employees
Whether you are supervising a temporary employee or supporting a temporary appointment within your unit, the Office of Human Resources is here to provide guidance and support. Below you will find resources outlining temporary appointment guidelines, duration limits, eligibility requirements, onboarding considerations, and related procedures. For questions or need assistance, contact the Office of Human Resources at (828) 251-6605 or hr@unca.edu.
New Temporary Employees
Hiring a new temporary employee requiresacompleted and approved TEA and completion of the standard recruitment and interview process.
Existing Temporary Employees
Renewing a temporary employee appointment requires a completed and approved TEA. Recruitment and interviews are notrequiredfor TEA renewals.
TEA Requirements for All Temporary Hires (NeworRenewal)
- The TEA Form must be completed in full and include required signatures from:
- The Divisional Budget Officer
- The Vice Chancellor’s senior staff
- FundingApprovalRequirements:
- Assignments over $5,000 require prior Position Review Committee (PRC) approval.
- Assignments of $5,000 or less do not require PRC approval but must still include all required signatures.
- Submission andProcessing:
- Once all required signatures are obtained, the completed TEA issubmittedto BudgetandFinance for approval (typically just over one week) and then routed to Human Resources for processing.
- If PRC approval isrequired, the HR professional will notify the department’s budget director, Vice Chancellor, senior staff, and manager via email once approval is granted and outlinenextsteps.
New Temporary Employee
- After TEAapprovaltheHRcoordinatormanages position postings with the hiringmanager.
- Hiringmanagerwill have access to review candidates and manage position postings via PeopleAdmin. All communicationsregardingposition changes after posting should be communicated to the HR search coordinator.
Existing Temporary Employee
A job does not need to be posted for a temporary employee since the TEA is beingrenewedand a new applicant does not need to be selected.
New Temporary Employee
- Candidates mustsubmitan electronic application through theԾٲ’sapplicanttracking system before the posting closes.
- Applicants must meet the minimum eligibility and qualification requirements outlined in the posting and aregenerally requiredto be at least 18 years of age.
- Selection decisionsmay notbe made before the posting closes and must be based solely on the established applicant pool.
Existing Temporary Employee
The screening and selection process is not applicable when the TEA form is submitted as a renewal, as the position is being continued with an existing employee.
New Temporary Employees
- After the recruitment period ends, the hiringmanagerreviews applications and interviews the most qualified candidates.
- Hiringmanagerare encouraged to conduct at least two interviews for comparative purposes, though this is notrequired.
- Interview questions and evaluation criteria should be applied consistently across candidates.
- Following interviews, the hiring authority submits a hiring proposal in the HR system for the recommended candidate.
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- The proposal includes:
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- Interview questions
- Interview outcomes
- At least one reference check
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5. Once the hiring proposal is approved, the process moves forward to authorization and onboarding.
Existing Temporary Employees
Recruitment and interviews are not required for temporary employment renewals.
Extending Verbal Offer
Once finalistsare defined fortemporarypositions,the hiringmanagermay extend a verbal offer to the selected candidate. All verbal offers must be consistent with the approved position details, including salary, title, and start date.Verbal offers are conditional and should clearly communicate that employment is contingent upon required approvals and pre-employment checks.The Office ofHuman Resources mayassistwith verbal offers if requested.
Hiringauthoritiesshould avoid making commitments outside the approved process. All employment offers are contingent upon reference checks, background check clearance, and verification of credentialsin accordance withUniversity and UNC System requirements.
SendingWritten Offer
After a candidateverballyaccepts the position, the Office of Human Resources EmploymentTeamwill issue theofficial written offer letter, which includes required onboarding forms to be completed before the employee’s start date. The offer letter confirms employment details and conditions, and its acceptance formallyinitiatesthe onboarding and employment verification process.
Note: No new offer letter is issuedforTEArenewals, unless there have been changes to compensation.
Reference Checks
Fortemporarypositions, the hiring manageris responsible forconducting reference checks for selected finalists.All reference checks should be completedafterextending a verbal offer to confirm qualifications, experience, and overall fit for the role.The Office of Human Resources is available to support or advise on reference checks as needed, including providing guidance onappropriate questionsand documentation.
Note: Forms coming soon!
Background Checks
All offers of temporary employment positions are contingent upon the successful completion of a background check, which is coordinated and processed by the Office of Human Resources Employment Team. All selected applicants must receive clearance before beginning work.
Existing Temporary Employees
- Reference Check:The hiringmanagerdoes not need to conduct reference checks for an existing employee.
- Background Check:If the employee’slast background check is more than two years old,a new background check is required.Thehiring manageris notified of the background check results.
Federal law requires all new employees to complete Form I-9, Employment Eligibility Verification, to confirm their identity and eligibility to work in the United States. At Ģý, this process must be completed in person with the Office of Human Resources and is a condition of employment before work duties can begin. Employees will be provided with the information needed to complete their Form I-9.
The employee must complete Section 1 on or before their first day of employment, and present original, unexpired documentation to HR within three (3) calendar days of hire for completion of Section 2 of the form. Form I-9 documents must be original and from the list of acceptable documents: photocopies or images are notpermitted. Typical examples include a U.S. passport, permanent resident card, driver’s license with Social Security card, or other valid combinations as allowed by the list. HR will review the documents and complete the verification process.
Ģýcomplies withfederal and state requirements; failure to complete Form I-9 verification within the requiredtimeframemay result in termination of employment or changes to payroll status. Eachemployee’sI-9 isretainedthroughout their employment and for the period required by law after separation.
Employee Onboarding
Temporaryemployeesdo not have a formalonboarding with the Office of Human Resourcesbut ratherare encouraged to complete all hire paperwork prior to their start date.Managers are encouraged to direct new employees to theNew Employeespage for guidance on completing required tasks before their first day and to learn what to expect during onboarding.
Paying Temporary Employees
Hourly Employees – Web Time Entry Online Time Sheet
- Temporary hourly employees are paid on abi-weeklyschedule.
- Employees must enter hours worked usingWeb Time EntrythroughOnePort.
- Time must besubmittedbymidnight Sundayat the end of each pay period.
- Supervisors approve timesheets electronically by the deadline on the Bi-Weekly Payroll Calendar.
- Missed deadlines require submission of a.
Supervisors are encouraged todesignateone or moreproxiesto approve timesheets in their absence.
Approving Web Time Sheets and Setting Up Proxies
Supervisors of hourly employeesare responsible forapproving their employees time sheets by the approvers deadline which is outlined on the Bi-weekly Calendar. Supervisors are strongly encouraged to set up one or more Proxies who can approve Web time sheets in their absence. See the PowerPoint below for detailed instructions on hownavigateand approve Web Time Sheets as well as how to set up Proxies.
Flat Rate Employees
- Flat rate temporary employees are paid on thelast working day of the month; December pay dates occur earlier.
- APayroll Request Formisrequiredfor intermittent, one-time, or stipend payments to confirm or amend payment amounts or dates listed on the TEA (e.g., compensation based on enrollment).
- Salaried temporary employees paid monthly do not complete timesheets.
Assistanceis available from the Temporary Employment Coordinator.Payroll Request Forms are available on the Forms page.
Temporary Employee Moving to a Regular Position
When a temporary employee is selected for a regular position following a competitive recruitment:
- The regular appointment begins on the standard payroll cycle (generally the1st or 15th of the month).
- Supervisors should consult HRregardingapproval and handling of final bi-weekly timesheets, if applicable.
- Payroll processing may vary depending on the employee’s prior pay structure (hourly or flat rate).
Temporary Employment Duration/Break Requirements
- Temporary assignments are limited to 11 consecutive months.
- If an employee has worked 11 consecutive months, a 31-calendar-day break in service is required before beginning another temporary assignment.
Students
- Standard duration limits do not apply to student employees, allowing continued employment throughout their enrollment.
Retired Employees
- Retired individuals who certify that they are not seeking or available for permanent employment may hold temporary appointments beyond twelve (12) months.
- “Retired” status is defined as receiving retirement income and/or Social Security benefits.
Graduating Students
- Managers may employ graduating students in temporary roles to allow completion of projects beyond commencement.
- These appointments may not exceed89 daysand must begin the day after graduation.
- A completed TEA withappropriate fundmanager and Vice Chancellor approvals isrequired.
- Extensions beyond89 daysrequireadditionalreview and approval.
Hiring Student Employees
The Student Employment Portal is the Ծٲ’s centralized system for managing student employment, including job creation, hiring, and onboarding. Faculty and staff use this portal to post positions, review applicants, and track thestudenthiring process from start to finish.
To access the Student Employment Portal, log intoOnePort, select Employment, and then click Student Employment.
Through the portal, faculty and staff can:
- Create and manage an Employee Profile
- Access their Supervisor Control Panel
- Post Hourly and Flat-Rate student job opportunities
- Review and manage student applications
- Initiate a Hire Request for selected candidates
- Track a new hire’s status throughout the approval process
- Complete the Fund Manager Review as part of the hiring workflow
Using the Student Employment Portal ensures a consistent, compliant, and efficient hiring process for student employees at Ģý.
Interview Guides
Structured interview tools, sample questions, and guidance to support fair, consistent, and effective hiring decisions. Includes resources for managing search committee processes, minimizing bias, and ensuring compliance withUniversity policies and equal employment opportunity requirements.
Note: Resources coming soon!
Performance Management
Performance Management
Ģý promotes employee growth through a consistent performance management process that clarifies expectations, aligns goals with the university’s mission, and fosters collaboration between employees and supervisors through goal setting, regular feedback, and annual reviews.
Next Steps
Use the links below to access additional guidance and resources related to employee relations. These pages provide information on the disciplinary process and policies, grievance and mediation procedures, and employee separations to help supervisors and employees understand available processes and next steps for addressing workplace matters.