CLOSING THE LOOP

Once the chosen candidate has accepted the position, it is important to complete the administrative details in order to close the loop for each hiring action and to comply with North Carolina state government policies. Agencies and universities may use slight variations of the documentation process based on their individual merit-based recruitment and selection plans.

Verification of Credentials/Written Notification

As part of the candidate review process, the following applicant credentials must be verified:

Highest post-secondary degree(s)
Registrations, licenses, certifications and work history used to qualify or set the salary of an applicant

After making the selection decision, the agency shall provide timely written notice of non-selection to each unsuccessful candidate in the Most Qualified pool.

For additional information, please see the policy: http://www.osp.state.nc.us/manuals/manual99/Selection.pdf

Documentation of the Process

It also is important to maintain documentation of the merit-based recruitment and selection process in order to support the decisions and to provide fact-based information for monitoring and evaluating recruitment and selection practices and procedures.

Maintain a file for each hiring event for a minimum of three years after timely written notification to the non-selected candidates. Each file should contain:

Records of job analysis conducted for the vacancy, including any additional KSAs and/or selective criteria that resulted from job analysis (or a reference to the job analysis used for the vacancy)
Vacancy announcement
Recruitment sources
Selection tools and criteria
Applications received
Priority reemployment inventory/register
Selection/decision log/worksheets
Inventory of applicants as unqualified, qualified, and most qualified
Recruitment and selection checklist (optional)

Verification of Employment Eligibility and Foreign Nationals

Employers must verify the employment eligibility of all new employees (including United States citizens) hired on or after November 7, 1986, by requiring completion of Form I-9, Employment Eligibility Verification, within three days of employment.

In addition to the I-9 process, electronic verification using the internet-based E-Verify Program is required for every newly hired employee who began work in an agency or university on or after January 1, 2007, except in the case of Local Education Agencies (LEAs). Verification by the E-Verify Program is required for all LEA employees newly hired on or after March 1, 2007.

For additional details, please refer to the policy: http://www.osp.state.nc.us/manuals/manual99/Immigration%20and%20Employment%20of%20Foreign%20Nationals.pdf