Staff Recruitment Procedure
All internal and external open staff positions associated with academic and non-academic
departments.
Internal staff are encouraged to apply for open positions when posted, and will be notified if they meet the minimum qualifications for the role. To be eligible, staff must meet the following criteria: (a) successfully completed the onboarding process for their current position or have at least six (6) months of continuous employment; (b) demonstrated meeting expectations in their current role; and (c) have no formal disciplinary actions within the past twelve (12) months. Additionally, staff must inform their manager and obtain approval from them before applying for an open position.
Definition
Regular Staff
An internal or external hire placed into a budgeted open position.
Limited Duration Staff
An internal or external hire placed into an unbudgeted position for a limited time not to exceed 6 - 12 months. Approval is required from the VP of Finance/Treasurer or, for grant-funded academic positions, by the Dean of the Faculty.
Special Assignment Manager (Interim manager/director)
An internal employee that takes on the majority of the essential functions and responsibilities left by a vacant manager/director role. This is a limited term position, typically a minimum of 12 weeks and not to exceed 6 months; compensation is determined by internal equity within similar positions.
Temporary Staff
A temporary employee whose primary responsibility is to complete a project that is limited in duration, for up to six months. Temporary employment is part time work (no more than 29 hours/week). These positions are not benefit eligible.
ºìÌÒÊÓƵ does not permit hiring temporary staff as a means of creating a probationary period before making a regular hire.
Recent ºìÌÒÊÓƵ Graduate Staff
Follow the process outlined here.
Types of Recruitments and Hiring Procedure
The division’s Vice Presidents are responsible for informing and obtaining approval from the
college President for any new recruitments within their department.
Standard Staff Recruitment
This recruitment applies to most open positions and is open to both internal and external applicants.
Preparation Steps: Open Position
Submit an AskHR ticket to request to start a recruitment - An HR Partner will be responsible for getting in touch with the hiring manager to discuss the next steps.
- Job Description: A completed job description must be on file with HR. If needed, an HR Partner will collaborate with the hiring manager to create a job description as outlined in the procedure. [link to job description procedures].
- VP Approval: When the job description is completed, an HR Partner will request approval from the VP of the division and the VP Finance/Treasurer to open the recruitment.
Search Committee Kick-off
The hiring manager will typically gather between 3-4 members to join the search committee. During the kick-off meeting, the following will be discussed:
- Watch the Seven Secrets for Successful Hiring training video prior to the first meeting.
- Assign roles and responsibilities to each search committee member.
- Develop a recruitment timeline and strategy.
- Identify and discuss the top ten attributes in order to create the job posting. The search committee will start the draft the job posting based upon the attributes.
- Positions are filled through a competitive process.
- Applicants must apply trough interfolio and be screened by HR for minimum qualifications before being interviewed for a role.
Posting the position
All job openings will be posted internally and externally for at least 5 business days. To maximize the pool, postings of two weeks to a month are recommended.
Interviewing your candidates
The search committee will identify candidates for phone interviews, then first round (typically Zoom) interviews, and finally an in-person interview.
Candidate Selection: Making an Offer
Once the hiring manager selects the final candidate, the following steps must be completed prior to making a verbal offer of employment.
- Complete the Pay Decision procedure.
- The hiring manager contacts the candidate to extend the verbal offer.
- Once the candidate accepts, HR sends the formal offer letter. If a candidate fails to accept an offer of employment within 2 business days, the offer may be rescinded.
- Once signed, HR submits a staff hire form for onboarding.
- Note: External candidates must start on a designated Monday. Internal candidates must start at the beginning of a future pay period.
Background checks
Offers may be contingent on the satisfactory completion of a required background check and/or testing. Internal applicants may be required to complete background checks if not previously completed and required for the new position.
Internal Staff Recruitment
An internal job posting is a recruitment process where a job opening is advertised exclusively to current ºìÌÒÊÓƵ employees who meet the qualifications, rather than to the general public.
Preparation Steps: Open Position
Submit an AskHR ticket to request to start a recruitment - An HR Partner will be responsible for getting in touch with the hiring manager to discuss the next steps.
- Job Description: A completed job description must be on file with HR. If needed, an HR Partner will collaborate with the hiring manager to create a job description [link to job description procedures].
- VP Approval: When the job description is completed, an HR Partner will request approval from the VP of the division and the VP Finance/Treasurer to open the recruitment.
Sourcing and selection
The hiring manager will work with HR to determine the internal sourcing and selection steps. The following steps apply to the internal search:
- Watch the Seven Secrets for Successful Hiring training video.
- Develop a recruitment timeline and strategy.
- Identify and discuss the top ten attributes in order to create the job posting. The hiring manager will start the job posting based upon the attributes.
- Positions are filled through a competitive process.
- Applicants must apply through interfolio and be screened by HR for minimum qualifications before being interviewed for a role.
Posting the position
All job openings will be posted internally for no less than 5 business days.
Interviewing your candidates
The hiring manager will identify candidates for interviews and, if needed, a final round interview.
Candidate Selection: Making an Offer
Once the hiring manager selects the final candidate, the following steps must be completed prior to making a verbal offer of employment.
- Complete the Pay Decision procedure.
- The hiring manager contacts the candidate to extend the verbal offer.
- Once the candidate accepts, HR will send the formal offer letter. If a candidate fails to accept an offer of employment within 2 business days, the offer may be rescinded.
- Once signed, HR will submit a staff hire form for onboarding.
- Internal candidates must start at the beginning of a future pay period.
Closed Pool Staff Recruitment
This recruitment is a rare occurrence where a select few candidates are invited to apply and be considered for the open position. It typically takes place in academic research departments or departments with promotional opportunities. Generally, at least two current staff members or active final candidates are invited to apply.
Preparation Steps - Open Position
Submit an AskHR ticket to request to start a recruitment: An HR Partner will be responsible for getting in touch with the hiring manager to discuss the next steps.
- Job Description: A completed job description must be on file with HR. If needed, an HR Partner will collaborate with the hiring manager to create a job description [link to job description procedures].
- VP Approval: When the job description is completed, an HR Partner will request approval from the VP of the division and the VP, Finance/Treasurer to open the recruitment.
Sourcing and selection
The hiring manager will work with HR to determine the and identify the closed pool sourcing and selection steps. The following steps apply to the closed pool search:
- Watch the Seven Secrets for Successful Hiring training video.
- Develop a recruitment timeline and strategy.
- Positions are filled through a competitive process.
- Applicants must apply through interfolio and be screened by HR for minimum qualifications before being interviewed for a role.
Posting the position
The job opening will be created in interfolio and emailed to the identified closed group. The closed group has 5 business days to apply for the role in interfolio.
Interviewing your candidates
The hiring manager will identify candidates for interviews and, if needed, a final round interview.
Candidate Selection: Making an Offer
Once the hiring manager selects the final candidate, the following steps must be completed prior to making a verbal offer of employment.
- Complete the Pay Decision procedure.
- The hiring manager contacts the candidate to extend the verbal offer.
- Once the candidate accepts, HR will send the formal offer letter. If a candidate fails to accept an offer of employment within 2 business days, the offer may be rescinded.
- Once signed, HR will submit a staff hire form for onboarding.
Special Assignment/Interim Positions
On rare occasions, departments may require short term staffing to support critical roles and responsibilities and to meet essential department needs.
This recruitment is for internal staff member that takes on the majority of the essential functions and responsibilities left by a vacant manager/director role. This is a limited term position, typically a minimum of 12 weeks and not to exceed 6 months. The college President can designate an eligible staff member for a special assignment or interim role without a competitive process.
Preparation Steps: Open Position
Submit an AskHR ticket to request to start a recruitment: An HR Partner will be responsible for getting in touch with the hiring manager to discuss the next steps.
- Job Description: A completed job description for vacant position must be on file with HR. If needed, an HR Partner will collaborate with the hiring manager to create a job description.
- President Approval: When the job description is completed, an HR Partner will request approval from the VP, Finance/Treasurer and the President.
Sourcing and selection
The hiring manager will work with HR to determine and identify the special assignment/interim pool and selection steps. The following steps apply to the special assignment/interim search:
- Direct appointments must be evaluated by the Director of Human Resources and approved by the President prior to an appointment and before the initiation of an active recruiting campaign. Direct appointments are not allowed once a position has been posted.
- Positions are filled through a competitive process.
- Applicants must apply through interfolio and be screened by HR for minimum qualifications before being interviewed for a role.
Posting the position
The job opening will be created in interfolio and emailed to the identified closed group. The closed group has 5 business days to apply for the role in interfolio.
Interviewing your candidates
The hiring manager will identify candidates for interviews and, if needed, a final round interview.
Candidate Selection: Making an Offer
Once the hiring manager selects the final candidate, the following steps must be completed prior to making a verbal offer of employment.
- Complete the Pay Decision procedure.
- The hiring manager contacts the candidate to extend the verbal offer.
- Once the candidate accepts, HR will send the formal offer letter. If a candidate fails to accept an offer of employment within 2 business days, the offer may be rescinded.
- Once signed, HR will submit a staff change form.
- Internal candidates must start at the beginning of a future pay period.
Recent Graduate for Summer/Winter Work
Exceptions and Compliance
On rare occasions, an exception to any recruitment process can be approved by the Director of Human Resources, with support from the Vice President of Finance and Treasurer. These exception requests must be approved before the open position is posted.
This procedure is audited annually by Risk Management designee for compliance.