Manager Resources

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.

Creating A New Position

Learn the steps required to establish a new role, including funding and classification review.

Filling A Vacant Position

Request a review of a current position due to changes in duties, responsibilities, or scope.

Reclassifying A Position

In order to attract a well-qualified and diverse applicant pool, job openings should be advertised 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 UNC Asheville website. Strategic, multi-channel posting increases visibility, promotes equitable hiring 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.  
• EPS the minimum posting period is ten (10) calendar days. OSHR does not provide guidance or requirements for EPS position postings.  

Job Posting Process:  

1. HR search coordinator manages position postings with the hiring authority.  
2. Hiring authority will have access to review candidates and manage position postings via PeopleAdmin. All communications regarding position 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, they are required to complete the search committee training. 

Search Committee Training

UNC Asheville consistently applies the recruitment and selection process to promote open, fair, competitive selection from 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, the Office of Human Resources Employment Team will conduct an initial screening of all applicants to verify that the required minimum qualifications in the posting have been met. This review ensures a fair and comprehensive evaluation of applicant materials. 

Following the screening, the Office of Human Resources Employment Team will identify qualified applicants and provide a recommendation to the hiring manager. The hiring manager, in consultation with Human Resources, will determine next steps, which may include interviews, reference checks, and final selection in accordance with University policy.

EHRA Positions 

EHRA positions typically utilize a search committee to support a structured, inclusive, and transparent recruitment process. 

The search committee is responsible for assisting the 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 in the job posting. 
• Conducting outreach to support a diverse and qualified applicant pool. 
• Identifying and recommending candidates for interviews from 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 minimum required qualifications outlined in the posting should not be advanced for further consideration. 

After identifying a pool of qualified candidates, the committee will recommend finalists for interviews. The Office of Human 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 with the Office of Human Resources. 

Interview processes differ slightly depending on the employee type to ensure consistency, equity, and compliance with University and State requirements. The Office of Human Resources partners closely with hiring managers and search committees throughout this process.

SHRA Positions 

SHRA positions follow a centralized and structured interview process coordinated by the Office of Human Resources. 

After the job posting closes, Human Resources conducts an initial screening 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 to identify the most qualified candidates. The Office of Human Resources will recommend a pool of qualified applicants to the hiring manager. It is advisable to identify at least three qualified candidates whenever possible. In the event that a minimum of three qualified applicants cannot be found within the candidate pool, reach out to the Office of Human Resources to determine the appropriate next steps. 

At this stage, the hiring manager, in consultation with the Office of Human Resources, may proceed with: Phone or Zoom screening interviews and/or on-campus or virtual interviews 

Interviews and questions should be structured, job-related, and consistent for all candidates. Applicant statuses are updated throughout the process to reflect interview outcomes.

EHRA Positions 

EHRA Non-Faculty positions typically utilize a search committee to support a comprehensive and inclusive interview process. 

As applications are received, the search committee reviews materials using an approved search or evaluation template, with the initial review focused on confirming that applicants meet the minimum qualifications stated in the job posting. 

Applicants who meet the required minimum qualifications are further evaluated to identify the most qualified candidates based on job-related criteria. When feasible, a minimum of three applicants is recommended for further consideration. Initial screening interviews (phone or Zoom) are often conducted at this stage. 

Candidates selected to move forward are advanced in the system and interviews are scheduled in coordination with the Office of Human Resources. Prior to interviews, the Office of Human 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 finalists are defined for SHRA and EHRA positions, the hiring manager must consult with the Office of Human Resources Employment Team before extending 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 of Human Resources may assist with 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 credentials in accordance with University and UNC System requirements.

Sending Written Offer 

After a candidate verbally accepts the position, the Office of Human Resources Employment Team will issue the official written offer letter. The offer letter confirms employment details and conditions, and its acceptance formally initiates the onboarding and employment verification process. 

Reference Checks 

For both SHRA and EHRA positions, the hiring manager is responsible for conducting reference checks for selected finalists. All reference checks should be completed after extending 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 on appropriate questions and 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 UNC Asheville, this process is 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. Special circumstances will be considered for remote Form I-9 verification and completion.  

The employee must complete Section 1 on or before their first day of employment, and present original, unexpired documentation to the Office of Human Resources 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 not permitted.  

List of Acceptable Documents

UNC Asheville 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 on a holiday or non-working days. Managers are encouraged to direct new employees to the New Employees page for guidance on completing required tasks before their first day and to learn what to expect during onboarding.

First 90 Days Onboarding 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!

New Temporary Employees 

Hiring a new temporary employee requires a completed 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 not required for TEA renewals. 

TEA Form

TEA Requirements for All Temporary Hires (New or Renewal) 

• The TEA Form must be completed in full and include required signatures from: 
  • The Divisional Budget Officer 
  • The Vice Chancellor’s senior staff 
• Funding Approval Requirements: 
  • 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 and Processing: 
  • Once all required signatures are obtained, the completed TEA is submitted to Budget and Finance for approval (typically just over one week) and then routed to Human Resources for processing. 
  • If PRC approval is required, the HR professional will notify the department’s budget director, Vice Chancellor, senior staff, and manager via email once approval is granted and outline next steps. 

New Temporary Employee 

1. After TEA approval the HR coordinator manages position postings with the hiring manager.  
2. Hiring manager will have access to review candidates and manage position postings via PeopleAdmin. All communications regarding position 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 being renewed and a new applicant does not need to be selected. 

New Temporary Employee

• Candidates must submit an electronic application through the University’s applicant tracking system before the posting closes. 
• Applicants must meet the minimum eligibility and qualification requirements outlined in the posting and are generally required to be at least 18 years of age. 
• Selection decisions may not be 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

1. After the recruitment period ends, the hiring manager reviews applications and interviews the most qualified candidates.
2. Hiring manager are encouraged to conduct at least two interviews for comparative purposes, though this is not required.
3. Interview questions and evaluation criteria should be applied consistently across candidates.
4. Following interviews, the hiring authority submits a hiring proposal in the HR system for the recommended candidate.

• • The proposal includes:

1. 1. 1. Interview questions
      2. Interview outcomes
      3. At least one reference check

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 finalists are defined for temporary positions, the hiring manager may 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 of Human Resources may assist with verbal offers if requested. 

Hiring authorities should avoid making commitments outside the approved process. All employment offers are contingent upon reference checks, background check clearance, and verification of credentials in accordance with University and UNC System requirements. 

Sending Written Offer 

After a candidate verbally accepts the position, the Office of Human Resources Employment Team will issue the official 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 formally initiates the onboarding and employment verification process. 

Note: No new offer letter is issued for TEA renewals, unless there have been changes to compensation. 

Reference Checks 

For temporary positions, the hiring manager is responsible for conducting reference checks for selected finalists. All reference checks should be completed after extending 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 on appropriate questions and 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 hiring manager does not need to conduct reference checks for an existing employee. 
• Background Check: If the employee’s last background check is more than two years old, a new background check is required. The hiring manager is 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 UNC Asheville, 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 not permitted. 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.  

UNC Asheville 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 I-9 is retained throughout their employment and for the period required by law after separation.  

Employee Onboarding  

Temporary employees do not have a formal onboarding with the Office of Human Resources but rather are encouraged to complete all hire paperwork prior to their start date. Managers are encouraged to direct new employees to the New Employees page for guidance on completing required tasks before their first day and to learn what to expect during onboarding. 

Hourly Employees – Web Time Entry Online Time Sheet 

• Temporary hourly employees are paid on a bi-weekly schedule.
• Employees must enter hours worked using Web Time Entry through OnePort.
• Time must be submitted by midnight Sunday at 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 Late Timesheet Form.

Supervisors are encouraged to designate one or more proxies to approve timesheets in their absence.

Approving Web Time Sheets and Setting Up Proxies 

Supervisors of hourly employees are responsible for approving 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 how navigate and approve Web Time Sheets as well as how to set up Proxies. 

Instructions

Flat Rate Employees 

• Flat rate temporary employees are paid on the last working day of the month; December pay dates occur earlier. 
• A Payroll Request Form is required for 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. 

Assistance is 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 the 1st or 15th of the month). 
• Supervisors should consult HR regarding approval 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). 

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 exceed 89 days and must begin the day after graduation. 
• A completed TEA with appropriate fund manager and Vice Chancellor approvals is required. 
• Extensions beyond 89 days require additional review and approval.