Selection Document

For general information on screen navigation, buttons, and features, click here.

To access the SPA RecruitmentWeb User Guide Table of Contents, click here.

Description

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 according as appropriate for your department based on roles assigned. 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.

Back to Top

Accessing the Selection Document Screen

Department Coordinators, Hiring Managers, and members of the Interview Committee (granted by the Department Coordinator) will be able to access the Selection Document.

Department Coordinators should use the mouse to hover over the Actions section of the menu bar and left mouse click on the Update Selection Document button from the drop-down menu provided.

Hiring Managers and Interviewers will access the selection document using the Selection Document button provided on the View Applicants screen for a particular requisition.

Back to Top

Screen Layout

The Selection Document screen has a number of sections:

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. Layoff - http://hr.unc.edu/Data/SPA/recruitment/layoff#sub8 Other Priority Types - http://hr.unc.edu/Data/SPA/recruitment/spa-hiring/candidateselection
	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.
	Check this box to indicate for which applicants the department checked references.
	Use the code field look up button to identify the appropriate non-selection reason for each applicant not selected for hire. All applicants not selected must have at least one non-selection reason provided, and users can provide as many as three. Additional comments may be provided for clarification in the “Other/Selection Reasons” field.
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

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 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.

Back to Top

Selecting a Candidate for Hire and Submitting for Approval

When selecting a candidate for hire users should be sure to do the following:

Once submitted, the Selection Document is routed in accordance with the routing procedure for your department based on the roles in use. For more information on the routing of the Selection Document, click here.

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.

Back to Top

Saving the Selection Document for Later

If a department representative does not intend to complete and submit the Selection Document at the same time, he/she may make changes and save the document for completion at a later time by clicking .

Back to Top

Coordinating Completion of the Selection Document

When multiple individuals will have access to review applications, update and submit the Selection Document, departments may need to coordinate work. It is important to note it is possible for multiple individuals to review and process the department Selection Document at the same time. In this event, SPA RecruitmentWeb will only save the MOST RECENT saved version of the Selection Document. So, if two users happen to be working on the document at the same time, the updates made by the last person to save the document will be saved and updates previously saved by another user may be lost.

Therefore, to avoid confusion in filling out the Selection Document, departments are encouraged to identify one user to be responsible for completing each requisition’s Selection Document. Users can also print a blank selection document to make individual notes, which will later be entered by the agreed-upon department representative.

Back to Top

Printing a Blank Selection Document

To print a blank Selection Document, Department Coordinators should hover the mouse over the Actions section of the menu bar and left mouse click on the Print Blank Selection Document link in the drop-down menu provided.

Back to Top

Buttons

Saves the most current version so the user may return later to update and/or submit the form. This button can be seen on the Selection Document. For more information on the Selection Document, click here.

The current action being worked upon is canceled. System will return user to previous screen.

Allows the user to print a more printer-friendly version of the document in question. This can be found on each referred application.

Saves any changes made and submits the current version of the form to the next approval level. Seen on the Selection Document. For more information on completing and submitting the Selection Document, click here. For more information on the routing process of the Selection Document, click here.

Displays drop-down items contained in a code table. Seen on the Selection Document for identifying Non-Selection Reasons.

Back to Top