SHRA Employees

Policy 602.2

4 Policy and Procedure Statements

4.1 Hiring

When a staff (SPA) position becomes vacant, the supervisor must follow established organizational lines to the appropriate Vice Chancellor or Chancellor for approval. Once the approval has been obtained and communicated to Human Resource Services, the position may be posted. The following policies pertain to the hiring process:

• Acting Promotion
• Employment of Relatives (Nepotism)
• Priority Reemployment Consideration for RIF Employees
• Priority Reemployment for Employees Removed for Violation of G.S. 126-14.2 2-16
• Priority Reemployment for Policy-Making/Confidential & Exempt Managerial Employees
• Priority Referral System
• Promotional Priority
• Recruitment and Posting of Vacancies
• Selection of Applicants
• Veteran's Preference 2-29

4.2 Requesting Position Actions

Causes - Changes in the workload required of an office or department may make it necessary to establish additional positions. Changes in an employee's duties, responsibilities, or supervision may mean that the employee's position classification should be changed.

Allocation and Reallocation - New and additional permanent, full-time or part-time positions are established by defining the assigned duties and assigning those duties to an official classification in the pay plan. This is referred to as the allocation of a position to a classification. Reallocation is the assignment of a position from one class to another as the result of a change in assigned duties and responsibilities.

The establishment of a new and additional position is normally initiated by the supervisor of a department or office. However, either the supervisor or the affected employee may initiate action to have a position reallocated.

4.2.1 Requesting Position Reallocation

Procedure Steps:

• The supervisor must obtain from Human Resource Services a form entitled Request for SPA Job Study. The form must be completed and returned with the appropriate signatures.
• Human Resource Services will issue the appropriate job description form to be completed by the employee.
• The form should be submitted to Human Resource Services where an analyst studies the description and in some cases conducts a desk audit. Once a decision has been made by Human Resource Services, the necessary forms are submitted to the Office of State Personnel for final approval.
• The immediate supervisor will be notified in writing of the action taken on any position which has been evaluated. A copy will also be sent to the employee.

4.2.2 Completing The Position Description

Procedure Steps - The supervisor should complete the position description, and any interviews needed will be conducted by the analyst.

State Personnel Form PD-102R, INSTRUCTIONS FOR COMPLETING POSITION DESCRIPTION, gives detailed information on the completion of the POSITION DESCRIPTION. These instructions should be followed closely to insure accurate completion of the POSITION DESCRIPTION form. Copies of the instructions may be obtained from Human Resource Services.

Further Information - See Also:

Human Resource Services, Policy Statement 3, Position Management

Resource Services, Instructions for Requesting an SPA Job Study

Human Resource Services, Position Description PD-102R

4.3 Separation from Service

Separation from University service occurs when an employee leaves the payroll as outlined in the policies below:

• Dismissal
• Reduction-In-Force
• Resignation
• Resignation Notice
• Separation Defined
• Voluntary resignation without notice

See also Human Resource Services Policy Statement 9, Changes Affecting Employment.

See Human Resource Services Policy Statement 12, Employee Relations, for policies concerning dismissals.

4.4 Terminating Employment

Definition - University employment is terminated by resignation, reduction in force, dismissal, retirement, or death. When a permanent or temporary staff employee terminates University employment for any of these reasons, Human Resource Services must be notified.

If an employee terminates employment by resignation, he or she must give written notice to the immediate supervisor. The resignation notice should include:

• The effective date of separation
• The reason(s) for separation

The employee is expected to give a two week notice prior to the last day of work.

4.4.1 Prepare Separation Notice for Staff Employees

Procedure Steps - Complete Separation Notice for Staff Employees, and send to Human Resource Services as soon as possible after separation or the intent of separation becomes known.

• Fill out Separation Notice.
• Record any vacation leave to be taken before the last day of work. If after the form has been completed a change occurs in this number, notify Human Resource Services immediately. This must be done no later than the 19th of each month.
• Give exact reasons for employee's separation. This is especially important in light of unemployment insurance which has been effective on all University employees since July 1, 1972.
• Evaluate the employee as accurately as possible; this information is used in answering inquiries from other employers and for possible "rehire" purposes.
• If separation is due to a resignation, attach the employee's resignation memo to the completed form.

4.4.2 Schedule Employee for Exit Interview

Each employee is required to have an exit interview with Human Resource Services before the last date of employment. Schedule an appointment for the separating employee with Human Resource Services for sometime during the last week of employment.

Additional References - See also:

Human Resource Services, Policy Statement 17, Separation From Service