For general information on screen navigation, buttons, and features, click here.
To access the SPA RecruitmentWeb User Guide Table of Contents, click here.
The Selection Document is used by the department to help manage the status of applicants under consideration for an open requisition. Applicants not selected for the open position must be coded with a non-selection reason, and the selected candidate must be labeled as such and justified by the department prior to submitting the Selection Document for approval. It is important to note all applications must be marked as reviewed or printed before a department can submit the Selection Document. The completed Selection Document will be routed as appropriate for your department, based on assigned roles. Any problems with the Selection Document will need to be worked out between the Department Coordinator, Hiring Manager (if applicable), Department Approver (if applicable), and the assigned HR Generalist.
For more information on roles and routing processes for departments, click
here.
To access the Review Offer screen you must be a Department Approver, Department Coordinator, Hiring Manager, or an HR Generalist. Department Approvers can access Selection Documents to be approved by opening the HR Inbox and clicking on the appropriate Selection Document. Likewise, Department Coordinators will use the HR Inbox to receive Selection Documents that have been disapproved by an approver or HR Services.
The sections in the Review Offer screen are almost identical to those screens in the Selection Document itself. These screens are as follows:
Header and Main Menu
Only available for users with Department Coordinator access. For more information
on how to use the menu to navigate SPA RecruitmentWeb as a Department Coordinator,
click here.
Selected Position Information
Please note users can access the job posting by clicking on the Position ID number above.
Key Contact and Date Information
Column Headers & Key Fields
|
|
This is the name of the applicant given in Last Name, First Name (Middle
Initial) format. Clicking on
the name of the applicant will allow users to view the application submitted. |
|
|
This column provides the Referral Type (Internal vs. External) as well
as the Priority Type (Layoff) of the Candidate. For more information on priority candidates
or referral types, click applicable link shown below. Other Priority Types - http://hr.unc.edu/Data/SPA/recruitment/spa-hiring/candidateselection |
|
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Check this box to indicate which applicants were interviewed for the open
requisition. You may interview
as many applicants as you wish, and there is currently no required number
of interviews. However, the Office of Human Resources strongly recommends
interviewing three or more applicants for each vacancy. Please note
all applicants with layoff priority indicated must be interviewed. |
|
|
Check this box to indicate which applicant has been selected for hire.
Only one applicant may be marked as selected.
If the first choice declines or withdraws, users may select another
candidate for the position. |
|
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Check this box to indicate for which applicants the department checked
references. |
|
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Use the code field look up button |
| Other/Selection
Reasons |
This field should be used to provide written justification for hiring
the selected candidate. Additionally,
this field may be used to provide additional clarification as to why
a particular applicant was not selected. |
Applicant Listing Section
The Column Headers & Key Fields section above corresponds with the following
Applicant listing section:
The selected candidate’s name appears highlighted in green.
Compliance, Proposals and Comments
Section
Departments are required to check both boxes in this section, ensuring that
all applicants have been given proper consideration, and all department staff
have complied with University hiring policies throughout the recruitment and
selection process.
Users cannot submit the selection document until both of these boxes have
been checked. For more information
on hiring policies at UNC-Chapel Hill, click
here.
The Recommended Salary and Proposed Starting Date fields are optional, and
may be completed at any time. Please
note that completion of these fields does not guarantee the recommended salary
can be offered, nor does it guarantee the applicant may begin work on the
proposed starting date. If there are issues with either of these fields, the
HR Generalist will contact either the Department Coordinator or Hiring Manager.
Additionally, any comments entered by either the HR Generalist or department
representative will be transferred to the History field when the document
is saved. As noted, any comments entered will become part
of the permanent record of the Selection Document and made accessible to others
for a valid business reason for having access to the Selection Document. Comments
cannot be deleted once they are entered. So, users should be mindful of the
information entered in this field, and ensure all information is accurate
and complies with federal, state and University hiring practices.
Approvers reviewing the Selection Document should make sure the following
functions have been completed:
If all of the above conditions are met, the user may approve the document
by clicking on the Approve
button.
Once approved, the Selection Document is routed to the assigned HR Generalist.
If there are problems associated with the completion of the report and it
needs to returned to the originator (i.e. the Department Coordinator or Hiring
Manager) the user may disapprove the Selection Report by clicking on the Disapprove
button.
NOTE: The selection document is not the final phase of the hiring process. Once the selection document has been completed successfully, the assigned HR Generalist or, if given authority, a department representative will begin the hiring process, including salary administration and the criminal background check process.
Enables the user to approve the form under review.
Once approved, the form will either be sent to the next level of approval
or will be archived as approved. This button can be seen on the Review Selection
Document of the Selection Document. For more information on the Selection Document,
click here. For more information on the routing process
for the Selection Document, click here.
Enables the user to disapprove the form under
review. Once disapproved, the form
will be sent to the appropriate level for revision. This button can be seen
on the Review Selection Document of the Selection Document. For more information
on the Selection Document, click here.
For more information on the routing process for the Selection Document,
click here.
The current action being worked upon is canceled.
System will return user to previous screen.
