Frequently Asked Questions
Please choose a topic below to view the list of frequently asked questions for HRS:
- Benefits
- Employment
- Classification & Compensation
- Career Development
- Employee Relations
Benefits
Medical & Retirement
Q: When will my medical insurance become effective as a new hire?
A: As a new hire with Appalachian State University your medical insurance becomes effective the first of the month following your first paycheck. Generally this means that if you are hired prior to the 15th of the month then your health insurance will become effective the 1st of the following month. If you are hired after the 15th of the month then benefits will not begin for an additional 30 days.
For example: Jane Doe and John Smith are both hired on April 3rd. Medical benefits will begin on May 1st. If Jane Doe and John Smith had not been hired until April 20th then medical benefits would not become effective until June 1st.
Q: When can I change my NCFlex benefits such as vision, dental, etc.?
A: You may make changes such as enrolling, changing elections, cancel coverage, or add/drop dependents during annual enrollment which is held during the month of October of each year. These changes will then become effective January 1st of the following year.
Q: What happens to my retirement contributions if I leave employment and I am a member of the NC State Retirement System?
A: If you leave employment at Appalachian State University and are contributing to the NC Retirement System then you will have one of three options regarding your retirement account:
- You may leave your retirement account “frozen” and if you accept another position within another North Carolina State employer then your contributions and years of service will pick up where you left off. There is no paperwork to complete if you want to leave your retirement account alone.
- You may complete a “Form 5” and take a direct distribution on the contributions that you have contributed to the State Retirement System. If you have 5 or more years of service then you will also be eligible to receive the interest that has been credited to the account. To be eligible for a direct distribution you must have been separated from State Employment for a minimum of 60 days. Please keep in mind that tax liabilities are associated to choosing a direct distribution on your retirement account.
- You may complete a “Form 5” and roll over your retirement contributions to a qualified retirement plan such as an individual IRA. If you have 5 or more years of service then you will also be eligible to roll over the interest that has been credited to the account. If you choose a roll-over option there are no tax consequences associated with this transaction.
Q: What happens to my retirement contribution if I leave employment and I am a member of the ORP (Optional Retirement Plan)?
A: If you leave employment at Appalachian State University and are contributing to the ORP program then the options that you have are:
- If you go to another university of higher education within 12 months of terminating employment at Appalachian that offers a core retirement plan underwritten by an ORP carrier that is used in the UNC System then you may complete an ORP-3 form and transfer your contributions as well as the employer contributions to your new University employer.(if new university employer permits such roll-overs). There is no tax consequences related to this roll-over.
- If you are not continuing employment at another university then you may either take a direct distribution on your account or roll it over into another qualified retirement plan such as an individual IRA. Direct Distributions have tax liabilities where direct roll-overs do not. If you have 5 or more years then you are eligible to request the employer matching funds as well. An ORP-3 form must be completed as well as vendor specific paperwork.
- You may leave your retirement contributions alone and complete an ORP-3 form delaying notification (up to 12 months) of your intentions. This is used if you have not gained employment at another university that offers a same “core” retirement plan but are anticipating to within the next 12 months.
- You may leave monies in the system until you meet the required minimum distribution age that is outlined with each vendor.
Q: Where can I find medical, dental, vision, etc., claim forms at?
A: You may visit our website and click on forms then click on benefits. You may download claim forms as you need them.
Q: Am I required to contribute to a retirement plan?
A: If you are classified as a permanent ¾ time or full-time employee then you must contribute a statutory 6% of your monthly wages to a retirement plan. These deductions are pre-tax.
Family Medical Leave Act (FMLA)
Q: What forms are needed when applying for Family Medical Leave?
A: The “Request for Family/Medical Leave” (page 1) AND the “Certification by Healthcare Provider” (page 2) forms. These forms can be found on the HRS Benefits Forms page. Please note: these forms are on the same document, the Request for Family/Medical Leave form.
Q: What are the employee’s responsibilities when applying for FMLA?
A:
- Provide notice to your supervisor of the need to take leave:
- o For leave that is foreseeable – 30 days notice.
- o For leave that is unforeseeable – as soon as practical.
- Complete the forms for Family Medical Leave and submit them to the Benefits Group in Human Resource Services. Please note: These forms must include the appropriate signature.
Q: If an employee has leave time for the duration of Family Medical Leave why should the employee apply for Family Medical Leave?
A: FMLA leave provides job protection and specifically protects against discrimination and adverse personnel actions for taking qualified FMLA Leave.
Q: Does an employee have a choice when to use FMLA leave?
A: By law, an employee does not have the option of choosing whether or not to use FMLA. HRS will designate your leave as FMLA if your leave qualifies as an FMLA-related condition.
Q: Will an employee’s health care coverage continue while on Family Medical Leave?
A: Yes. While on FMLA designated leave, the university will continue to pay the employee’s health care premiums. However, the employee is responsible for any premiums for dependents covered under the State Health Plan.
Q: Does FMLA guarantee paid time off?
A: No. FMLA is not paid leave time. An employee may elect to take sick leave, vacation/bonus leave or leave without pay. However, an employee who has a serious illness does not have the option of taking leave without pay when other leave is available.
Q: Will an employee continue to accrue sick and vacation leave while on Family Medical Leave?
A: Yes. As long as the employee is in pay status the employee will accrue leave. If the employee is on leave without pay, leave hours will not accrue.
Q: If a husband and wife both work for the university, are they both eligible for twelve weeks of FMLA qualifying leave during the year?
A: Yes. This leave is provided for both spouses even if employed in the same agency.
Q: What is the process for returning to work after the 12 weeks of FMLA are complete?
A:
- Notify the supervisor AND HRS Benefits office upon returning to work.
- On the first day back to work present a “fitness for duty” certification to HRS Benefits office with any limitations or instructions for returning to work.
Q: What happens if an employee is unable to return to work after the 12 weeks of FMLA?
A: The employee will need to notify the supervisor AND HRS Benefits office as soon as possible. The employee will also need to present another “Certification by Healthcare Provider” form to HRS with the projected dates to return to work. Depending on the projected dates to return to work, the employee should make an appointment with the HRS Benefits office to discuss Short-Term Disability.
Voluntary Shared Leave
Q: How long must an employee be employed at ASU in order to apply for the Voluntary Shared Leave Program?
A: At the present time any full-time or part-time, (half-time or more), permanent, probationary, trainee, or time-limited employee may apply for the Voluntary Shared Leave Program as the need arises.
Q: What forms are needed when applying for Voluntary Shared Leave?
A: The “Request for Voluntary Shared Leave” form along with the “Certification by Healthcare Provider” form. This form is the 2nd page of the “Request for Family Medical Leave” form. Click here to download these forms.
Q: Once an employee has been approved for the Voluntary Shared Leave Program, does the employee have to use all available leave balances before using any of the Leave?
A: Yes. The employee has to exhaust all available vacation, bonus vacation and sick leave before the donated leave will be used.
Q: May an employee donate sick leave to another employee who is in the Voluntary Shared Leave Program?
A: An employee may donate sick leave to immediate family members only. A non-family member may donate vacation and bonus vacation leave. Immediate family members are defined as spouse (husband or wife), parents, in-laws, children, siblings, grandparents, grandchildren, stepbrother or stepsister, half brother or half sister and any dependents living in the employee’s household.
Q: May an ASU employee donate to an employee who is on the Voluntary Shared Leave Program at another state agency?
A: Yes. Contact Human Resource Services with the name of the state agency and the name of the recipient (employee) on the Voluntary Shared Leave Program.
Q: When an employee leaves employment, vacation leave up to 240 hours will be paid-out. If the employee has more than 240 hours of vacation leave can the employee donate any remaining leave to the Voluntary Shared Leave Program?
A: If there is an employee approved for the Voluntary Shared Leave Program at the time the employee leaves employment, a donation may be given, but if there is no one approved for the Voluntary Shared Leave Program this time cannot be banked. Therefore, no one receives this donation.
Q: What happens to the remaining balance of the Voluntary Shared Leave donations when an employee returns to work?
A: The employee returning to work may keep up to 40 hours of the Voluntary Shared Leave donations. Anything over 40 hours will be returned to the donors on a prorated basis and credited to the same account from which it originally came.
Q: May an employee get the names of all the donors so that a “thank you” note can be sent?
A: No. Confidentiality of donors are maintained as employees may not personally solicit the donation of leave on their own behalf or on behalf of another employee.
Adverse Weather Leave
Q: How do employees show adverse weather leave taken on their time sheet?
A: On the day that adverse weather leave was taken, place the hours taken adjacent to the “MSW” code on the time sheet.
Q: An employee is unable to come to work due to inclement weather. How can the employee account for the time not worked?
A: An employee may choose to use one of the following leave options:
- Vacation leave
- Bonus Leave
- Compensatory leave
- Leave Without Pay
- Adverse Weather Leave
Q: How does an employee show that the work was made up for adverse weather time taken, on the time sheet?
A: On the day that the work was made up for adverse weather time, enter the total hours adjacent to the “AWW” code (adverse weather makeup).
Please note: Adverse weather time cannot be made up during a week that the employee would have overtime.
Q: An employee worked on a holiday to make up adverse weather leave. How should this time be recorded?
A: The employee was not required to work the hours on a holiday, so they do not count as holiday hours. The hours worked should be entered adjacent to “AWW” code on the time sheet
Q: When an employee is out of the office for adverse weather, the supervisor requires the employee to call in to check on things periodically and to check e-mail. Does that count as On-Call Hours?
A: No. The time spent doing work activities would count as regular hours worked.
Q: How long do employees have to make up adverse weather leave taken?
A: Adverse weather leave must be made up within 12 months from the occurrence of the absence. If it is not made up within 12 months, the appropriate leave must be charged, or leave without pay.
Community Service Leave
Q: What is Community Service Leave?
A: It includes the following:
- Meeting with a teacher
- Attending any school function which your child is a participant
- Volunteer activity in the school system or in a community service organization – a 501(c)(3) agency.
- Tutoring and mentoring in the schools
It does NOT include the following:
- Attending religious activities
- Attending civic group meetings
- Fund-raising
- Political activity during state time
- Attending athletic events
Q: Who is eligible for Community Service Leave?
A: Any SPA or EPA employee who is full-time or part-time, and whose appointment is permanent, probationary, trainee, or time-limited.
Q: How many hours of Community Service Leave are given to eligible employees?
A: 24 hours of paid leave shall be credited to each full-time employee on January 1 of each year. For eligible ¾ time employees, 18 hours of paid leave shall be credited to each employee on January 1 of each year. For eligible ½ time employees, 12 hours of paid leave shall be credited to each employee on January 1 of each year. New employees shall be credited with leave immediately upon their employment, prorated at two hours per month for the remainder of the calendar year. When an employee volunteers as a tutor or mentor, 36 hours of Community Service Leave is given.
Q: What are the procedures for taking Community Service Leave?
A: Fill out the “Community Service Leave Request” form for the approval of the supervisor. Once the Community Service Leave is approved code the leave time under “CSL” on the employee’s time sheet. Supervisors review the request and approve or disapprove the Community Service Leave.
Q: Can an employee use Community Service Leave to volunteer as a coach in a Little League program?
A: Yes. The employee may serve as a volunteer (not paid) coach only for a school athletic team where the employee is providing this service at the request of a school official. An employee may also use leave for coaching an athletic team sponsored by a 501(c) (3) organization.
Military Leave
Q: Who is eligible for Military Leave?
A: Any SPA or EPA employee who is full-time or part-time, and whose appointment is permanent, probationary, trainee, or time-limited.
Q: Will any initial voluntary active duty training be with pay?
A: No. Military leave without pay shall be granted for the initial active duty training (boot camp) or any other voluntary training.
Q: What are the steps in applying for military leave?
A:
- Notification should be given to the supervisor for the upcoming duty as soon as possible.
- A copy of the orders with the effective date of the military service obligation will be given to the supervisor.
- Human Resource Services should then be notified of the employee’s intention to take military leave, along with a copy of the orders and a copy of the employee’s time sheet with the last day worked.
Q: Do employees receive any paid time for military leave?
A: Yes. An employee is entitled to 120 hours of leave with pay when officially ordered to training or active duty during the federal fiscal year which begins October 1 and ends September 30 each year. During a military emergency, employees are eligible for an additional 30 days of pay. After this 30 day period an employee may be eligible for differential pay during the period of involuntary service. Prior to the 30 days of full pay and the differential pay, an employee may choose to be paid-out for any accrued vacation leave up to 240 hours. Any vacation bonus leave may be paid-out also. Unused sick leave will be retained.
Q: What is differential pay?
A: It is the difference in military basic pay and the state salary of the employee when the military pay is less. This excludes allowances that the military gives such as housing, and subsistence allowances. This differential pay is given upon receipt of the Leave and Earnings Statement provided by the military to the payroll department.
Q: Does an employee continue benefits while on leave for involuntary active duty?
A: Yes. Vacation and sick leave will continue to accrue. Total State Service is credited and longevity is paid, if eligible. Retirement service credit is given if the employee returns to employment within the given timeframe, which depends on the duration of military service. Health insurance will be paid for 30 days after the employee is on involuntary military leave. The employee may elect to continue coverage by paying the full premium.
Q: Does an employee continue benefits while on voluntary active duty?
A: No. An employee does not accrue leave nor receive longevity pay while on leave without pay for voluntary active duty. Total state service credit is granted upon reinstatement within the given timeframe, which depends on the duration of military service. Retirement service credit is given if the employee returns to employment within the given timeframe, which depends on the duration of military service. Health insurance will be paid for 30 days after the employee is on involuntary military leave. The employee may elect to continue coverage by paying the full premium.
Q: If an employee is called to active duty, how long will the university hold the employee’s job?
A: Five years is the limit of military service a person can perform while retaining reemployment rights. The following types of service are excluded from the five-year limit:
- Unable, (through no fault of the individual), to obtain release from service or service in excess of 5 years to fulfill an initial period of obligated service.
- Required drills and annual training and other training duty certified by the military to be necessary for professional development or skill training/retraining, or
- Service performed during time of war or national emergency or for other critical missions, contingencies, or military requirement.
Q: What is the time limit for applying for reemployment or reporting back to work once an employee is released from military duty?
A: If the length of service was less than 30 days, the employee must return to work at the beginning of the next regularly scheduled work period on the first full day after release from service, taking into account safe travel home plus an 8 hour rest period. If the length of service was more than 30 days but less than 181 days, the employee must submit a written or verbal application for reemployment not later than 14 days after the completion of the period of service. If the length of service was more than 180 days, the employ must notify the supervisor by telephone, e-mail, US Postal Service or other delivery service no later than 90 days after the completion of the period of service.
Employment
Background Checks
Q: Why does Appalachian State University conduct employment background checks?
A: The University is committed to providing a safe and secure environment for students, faculty, staff, university visitors and other constituents and to protecting its funds, property, and other assets. Well informed hiring decisions facilitate this effort.
Q: Who is subject to a background check?
A: The final candidate for any temporary appointment (other than student positions), this includes non-student temporary positions and temporary EPA positions.
Current non-student temporary employees who return from the required 31 day break in service (only the first time they break after February 1, 2010).
The final candidate for any regular or time-limited faculty position, non-faculty administrator/professional position, staff (including time-limited and trainee) position, and post-doctoral position.
Visitor no-hires or no-pays – individuals who are set up in the HR/Payroll system for administrative reasons but who are not employees are not subject to checks unless they move into employment status.
Q: Are students exempt from checks?
A: It is not necessary to conduct checks for students if their employment is “incidental to” their primary role as a student – such as grad assistants or work-study students. If a student graduates or doesn’t re-enroll and the department wishes to continue their employment, the student assignment must be terminated and they must be re-hired as a non-student temporary employee. Student to Non-student status change is subject to a background check.
Q: If Appalachian has recently conducted a background check on a candidate, is another required for a new assignment?
A: In order to determine if a “current check” is on file, the candidate must submit a background check disclosure form (so we know if we have a check on file for the same person). If a check has been conducted in the last six months, that check may be used for additional or subsequent jobs, the HRS Employment designee will notify the hiring department of the results.
Q: Is an individual who transfers from another State agency or another University in the UNC System still required to have a check?
A: Yes. Final candidates from other agencies or universities must be checked.
Q: What types of background checks are conducted?
A: Criminal history checks – including NC statewide, nationwide federal and nationwide sex offender checks – are conducted for all candidates. Motor vehicle-related convictions (such as DWI convictions) appear on these records. Checks are also conducted in other states or countries of residence.
Driving records checks – motor vehicle checks (e.g. to verify a valid driver’s license and review driving history) are conducted for positions that require the candidate to drive a state vehicle as a regular part of their job or when a dedicated vehicle is provided to the employee for the purpose of conducting University business.
Q: Does a candidate have to give permission for a check to be conducted?
A: Yes, candidates complete and sign a Background Check Disclosure and Release form in compliance with federal guidelines.
Since a background check is a requirement for employment, a person who fails to give permission or does not provide all the information needed cannot be employed.
Q: Who should get the completed form from the candidate, the hiring department or HRS?
A: The hiring department (SPA) or the Chair of the Search Committee (EPA) should send the form to the candidate. The candidate must return the Background Check Disclosure and Release Form directly to the HRS Employment designee in one of the following ways: Fax (preferred method) to: 828-262-6489; Email to US Mail: Appalachian State University, Human Resource Services, Employment-Background Checks, PO Box 32010, Boone, NC 28608; Hand Delivery: Human Resource Services, Employment-Background Checks, Founders Hall Boone, NC 28608
Departments should not request or keep copies of the completed Disclosure and Release Form.
Q: How long does it take to get the results of the check?
A: Results are usually obtained within 72 hours: however, if multiple states of residence are involved, it may take five or more business days for the results to be returned. International checks typically take several weeks.
Q: May a candidate start work before the check is complete?
A: SPA and Non-student candidates may not commence work until the background check is completed, except in an emergency hiring situation – such as filling a vacancy to perform critical work or to ensure campus safety – the Director of Human Resource Services or designee may make an exception and allow an employee to begin work prior to completion of the check. If an exception is desired, the hiring department must send an email explaining the need for the request to Director or Human Resource Services or designee. EPA Candidates may not be interviewed on campus until the background check is completed.
Q: Does a previous criminal conviction disqualify an applicant from consideration for employment?
A: A previous conviction does not automatically disqualify a candidate. Eligibility for employment depends on a variety of factors such as the nature of, and circumstances surrounding, the crime; the time elapsed since the conviction; the actions and activities of the individual since the crime including their work history; the truthfulness and completeness of the candidate in disclosing the conviction; and the relevance of the conviction to the job.
Q: Do current employees need to report new convictions?
A: Current employees who are convicted of a criminal offense are required to report any conviction to their immediate supervisor within 5 days of the conviction. The immediate supervisor must notify
Q: What information do candidates need to disclose on the application and release form?
A: Candidates must disclose all convictions for unlawful offenses. This includes but is not limited to DUI/DWI, worthless checks, violations of local ordinances or statutes that resulted in a fine or incarceration, misdemeanors, felonies, etc. Guilty verdicts, guilty pleas, prayers for judgment (PJC) and pleas of nolo contendere (no contest) must be included. For example, convictions include not just “serving jail time” but also paying fines or restitution. Candidates do not need to list things for which they have court documentation that the conviction(s) has been sealed or expunged. The best bet is to list everything, even if the candidate thinks the incident was minor. If a candidate is unsure of his/her record, copies of criminal background records can be secured from the county(ies) where the situation happened. Driving records can be secured from the Department of Motor Vehicles.
Q: What traffic violations should be included?
A: Minor traffic offenses such as parking tickets, registration violations, inspection violations, speeding less than 15 miles an hour over the speed limit, etc. do not need to be reported. Major offenses MUST be reported and include but are not limited to, DWI/DUI reckless driving, speeding more than 15 miles an hour over the speed limit, etc. If a candidate is unsure of what to include, it is better to include everything.
Q: What happens if a candidate does not disclose all conviction information?
A: Falsification, including misrepresentation or a failure to disclose information (omission)as part of the application process or on the release form, disqualifies a candidate from employment. It does not matter if the falsification was intentional or not.
Q: How does the hiring department know the outcome of the check?
A: The HRS Employment designee will communicate one of three outcomes to the hiring manager: 1. Employment endorsement, 2. Disqualification based on falsification or application or release form information, or 3. A non-endorsement based on the background check facts as they relate to the position.
Q: How does the candidate know the outcome of the check?
A: If the check is clear, the hiring department will contact the candidate to finalize the employment offer and establish a start date. If the candidate is disqualified or employment is not endorsed, HRS notifies the candidate in writing in accordance with federal guidelines.
Q: Can a candidate get a copy of the background check results?
A: If adverse action is taken as a result of the check, HRS provides written instructions to the candidate regarding how they can obtain a copy of the record.
Q: Who has access to the background check records?
A: The individuals in HRS who facilitate and manage the Background Check Program have access and maintain the information in a confidential manner. Selected information may be shared with a hiring manager as appropriate and relevant to ensure they make an informed hiring decision.
Completing an Application
Q: Where do I begin?
A: To begin the application process, please select a user name and password that you will easily remember. You should write down your user name and password. You will need it to apply for other positions or check the status of your application the next time you visit the site.
Q: What if I have already created an application?
If you have already created an application with the online employment system and wish to update your information, please click on the "login using your existing user name" link below to login with the user name and password that you used when you created your application.
Q: What if I have already created an application?
A: If you have already created an application with the online employment system and wish to update your information, please click the login using your existing user name link below.
Q: What if I am not ready to fill out the application at this time?
A: If you do not want to complete the application at this time, please click "CANCEL" at the bottom of the page.
Q: Do I have to fill out an application?
A: Everyone who applies for a position is required to create an application which includes certain information. Any required information is denoted with an asterisk (*). However, the more information you provide, the easier it will be to effectively evaluate your skills, abilities and qualifications.
Q: What if I forget my username or password?
A: If you forget your password and know your username you can reset your password on the login page of the employment site. If you forgot your username please contact our Human Resource office to obtain this information.
Q: What if I don't have an email address?
A: Everyone who applies for a position is required to create an application which includes certain information. Email address are required and if you do not have an email address you can go to yahoo or hotmail to create an email account.
Q: What if I want to submit a resume?
A: You will be instructed, when applying for a position, whether you are able to submit a resume. Please note that attaching a resume is not a substitution for completing the application form.
Q: How do I save my application?
A: You must click SAVE AND CONTINUE TO NEXT or SAVE AND STAY ON THIS PAGE to save the information you have entered. If you close your browser prior to clicking SAVE AND CONTINUE TO NEXT or SAVE AND STAY ON THIS PAGE your application and account will be saved, but you will lose the information on the last page that was not saved.
Q: Can I copy selected information from another electronic document?
A: Yes; for example, you can copy and paste the information from a Word or WordPerfect document directly into the appropriate fields in the application form.
Q: My document was created on a Mac, what do I need to do?
A: If you need assistance with converting files from Mac to PC, please visit the following web page, created by the National Teacher Training Institute: "Moving Files Between the PC and the Mac" (pdf - 153.23KB).
Q: Why can I not see EPA positions in the AppState Jobs site?
A: EPA postings are not currently maintained in the AppState Jobs site. To view EPA postings, go to www.hrs.appstate.edu and select your user group from the top navigation bar.
- Job Seekers: Choose “Employment” from the top navigation bar. You will see a link for EPA positions on this page.
- Staff, Faculty, and EPA Administrative: Choose “Employment” from the top navigation bar. You will see a link for EPA positions on that page.
Q: After applying my application to a specific position, why did I get a message that states I am unqualified for that position?
A: Some positions have qualifying questions that are based solely upon the minimum requirements for that specific position. These questions are programmed into the AppState Jobs system for screening purposes. Your application could be rejected based upon the answers that you provided for those qualifying questions.
Q: What do I do if my application was rejected automatically by the AppState Jobs system?
A: If you know or feel that you meet the minimum requirements for the position to which you are applying, feel free to contact our Employment Specialist via email at employment@appstate.edu, or via telephone at (828) 262-7872. Our Employment Specialist can take a look at your application and determine if the status should be changed and your application submitted for the position.
Q: I completed an application a while ago, is it still in the system?
A: All applications remain in the AppState Jobs system once they are certified (during the initial application submission). If you cannot see your application when you log in, contact Stephanie Gregg at (828) 262-7872 or at employment@appstate.edu for assistance. It is important to make sure that you are using the correct username and password to search for your application. If you cannot remember your information, our Employment Specialist can assist you in obtaining that information as well.
Q: What do I do if I need to make changes to my application after I have applied to a position?
A: You CAN make changes to your application at any time after it has been applied to a position. Log into your account and click on Edit Application. You will NOT be able to attach the newly updated application to positions to which you have already applied. Our Employment Group will be able to view your newly updated application AND attach it to any OPEN positions to which you have already applied. Please note: Each time you open your application for editing, it becomes Incomplete again. Please ensure that you Recertify your application (by clicking “Save and Continue to Next” until you reach the screen for application certification) in order to save your changes and to apply for future positions. Feel free to Contact our Employment Specialist at (828) 262-7872 or at employment@appstate.edu for assistance.
Q: Can I save my application and come back to it at a later date?
A: Yes. As long as you have your username and password, you can save your application and access it via www.jobs.appstate.edu from any computer with Internet access. It is important to remember that you must Save each page of the application and Certify the application even if it is incomplete.
Q: Do I need to complete a separate application for each position of interest?
A: No. Only one application is necessary for you to be considered for any permanent staff position. Be sure to update your application as necessary. Keep in mind that it is YOUR responsibility to request consideration for specific employment opportunities posted on our site. You online application will NOT be submitted for any position for which you have not requested consideration. Be sure to attach your application to each position for which you wish to apply by clicking "View/Apply" under the Classification Title on the postings page. Available opportunities can be found on our site at www.jobs.appstate.edu. You MUST log into your account before you will be able to apply for any positions.
Q: Can I submit a resume in lieu of the online application?
A: No. You may attach a resume and/or cover letter as a supplement to your application for employment; however, you may not submit a resume as a replacement for the application. Please note: Not all positions will allow for the attachment of a resume or cover letter. This option is offered at the hiring manager's discretion.
Q: In addition to applying online, would you recommend that I also forward my resume directly to the department or to Human Resource Services?
A: No. The online application is the official way to apply for ALL Staff positions at Appalachian State University.
Q: Is there a way to see a list of the positions for which I applied as well as where my application is in the Hiring process?
A: Yes. You may view a list of the positions for which you have applied and track your Application Status by returning to www.jobs.appstate.edu and signing in.
Q: Can I still apply if I have a criminal conviction on my record?
A: Yes. A conviction does not mean you cannot be hired. The nature of some convictions, however, may cause certain positions to be unavailable to you. (The offense and how recently you were convicted will be evaluated in relation to the job for which you are applying.) Failure to completely disclose information about a criminal conviction on an employment application is considered falsification of the employment application and will result in you not being eligible for employment with the University.
Interviews & Hires (For applicants)
Q: How quickly after applying may I be called for an interview?
A: The length of time it takes for applicants to be called for an interview and ultimately to fill a vacancy varies. Searches may last several weeks or several months. Applications are screened after the posted closing date and applicants meeting the minimum qualifications and required competencies indicated on the posting will be referred to the hiring department for consideration within 2 days after the posted closing date. From this referred qualified applicant pool, the hiring department determines the most qualified applicants and will select interviewees. Please Note: Hiring decisions are typically made within two (2) to eight (8) weeks following the posted closing date.
Q: If I am selected for an interview, who will contact me?
A: Each department determines which applicants to call for interview. If you are selected, someone from the hiring department or search committee will contact you directly. If you do not hear from the department, however, you may assume that other candidates were selected for an interview. Please remember that you may check on the status of your application by signing in at www.jobs.appstate.edu.
Q: Will I hear from a department or from Human Resource Services if I am NOT selected for an interview?
A: No. You can expect to receive a system-generated e-mail advising that the position has been filled. You may also monitor the status of positions for which you applied by signing in at www.jobs.appstate.edu.
Q: How can I increase my chances of being considered for an interview?
A: Given the competitive nature of positions at Appalachian State University, we strongly recommend that you target and apply only for those positions where your background closely meets the position's requirements. Be sure to carefully read the position description and pay special attention to the MINIMUM requirements in addition to the preferred qualifications and required competencies. Remember that your online application will be forwarded only to departmental hiring managers for those positions where you MEET the MINIMUM requirements. Mass applying for positions is not successful.
Classification & Compensation
Coming soon.
Career Development
Tuition Waiver
Q: Am I eligible for Tuition Waiver?
A: Any permanent full-time or ¾-time employee who works a minimum of nine months per year may participate.
Q: How many classes can I take for Tuition Waiver?
A: Up to 2 classes within the academic year.
Q: What do I do to take a tuition waiver class?
A: View Tuition Waiver Policy (pdf - 55 KB)
Q: When do I need to get the form to my supervisor to sign?
A: As soon as you fill out your part of the form and prior to registration for the course.
Q: Where do I send the waiver upon completion of the form?
A: Submit the form to the following locations: Student Accounts, Human Resource Services, and keep one copy for yourself.
Academic Assistance
Q: Where do I find the form for Academic Assistance?
A: Visit our website at www.hrs.appstate.edu and Search for Career Development Forms or visit the Office of State Personnel website and Search for Academic Assistance (pdf - 41.61KB).
Q: When will I receive my reimbursement?
A: Once the course is completed, submit your receipt and final grade(s) to Human Resource Services. Upon receipt of this information, your reimbursement will be processed and issued.
Q: Do I get reimbursed for books?
A: No.
Performance Management
Q: Is Performance Management required?
A: Yes, it is mandated by state law.
Q: When is the annual Work Plan due?
A: Within 30 days of hire, or by June 30th each year.
Q: When is the Annual Performance Review due?
A: Annual Performance Reviews are required to be completed by May 31st each year.
Q: I've only been here a short time; do I still get a performance review?
A: An employee must have been working in their current position for at least 90 days to have a performance review completed.
Q: I recently started a new job, and performance reviews are due soon. Will I get a performance review on my old job, or this new one?
A: An existing State employee who has recently been hired for a new position within the State must receive a performance review for the position they longer than 90 days. (Example: An Administrative Support Associate worked for the College of Business from June 1, 2007 through February 15, 2008. He started a new position as Administrative Support Specialist in the College of Education on February 16, 2008. Since he has been in his new position for more than 90 days, his performance review will be for the Administrative Support Specialist position in the College of Education from February 16 - May 31, 2008.)
Q: What FORMS should I use?
Q: Where can I find RESOURCES and TRAINING on Performance Management?
State Personnel Manual Policy (pdf-66.32KB)
Appalachian Resource Manual Policy
Performance Rating Scale Defined (pdf)
NC General Statute 126, Section 7
Requirements for the use and protection of employees’ (pdf-35.1KB)
FREE 20-minute online tutorial
Employee Relations
Assistance & Procedures
Q: What assistance can I expect from Employee Relations when faced with problems on the job?
A: Employee Relations is designed to assist employees and departmental supervisors with work related issues with regard to performance, conduct, the disciplinary process, dispute resolutions and mediation, and the grievance process.
Q: Who do I contact if we wish to discuss problems with our supervisor or if we have work related concerns?
A: The Employee Relations Group is available for confidential consultation Monday through Friday between 8:00 a.m. and 5:00 p.m. Angie Miller may be contacted at 262-6769 or millerad@appstate.edu. Daniel Bryan may be contacted at 262-6624 or bryande@appstate.edu.
Q: How do I/we work through the disciplinary process?
A: It is required that departmental managers/supervisors contact Employee Relations with regard to any disciplinary action before proceedings begin with employee. The Employee Relations Group is equally available for consultation with employees who are the recipient of a disciplinary action.
Q: How does mediation fit into the disciplinary process?
The Office of State Personnel has implemented mediation as means for trying to reach dispute resolution before advancing to the grievance process. Mediation is designed to assist two or more disputants reach common ground with the goal being that the grievance process will become unnecessary. Mediation is an informal process in which a neutral third party assists the opposing parties. The decision to mediate is completely voluntary. Mediation gives the parties the opportunity to discuss the issues raised in the charge, clear up misunderstandings, determine the underlying interests or concerns, find areas of agreement and, ultimately, to incorporate those areas of agreements into resolutions. A mediator does not resolve the charge or impose a decision on the parties. Instead, the mediator helps the parties to agree on a mutually acceptable resolution.
Q: How do I/we file a grievance?
The Employee Relations Group is available to assist employees in the grievance process, providing information on what to expect and time frames for appropriate responses.
Service Awards
Q: When is the Service Awards Ceremony going to be held?
A: The ceremony is usually held in October or November of each year.
Q: Do I have to attend the Staff Appreciation Breakfast to receive a gift?
A: No. If you do not attend the event, the gift will be mailed to you via Inter-campus mail.
