Rules and Procedures on the Staffing Process

Effective Date: April 1, 2018
Responsibility: Vice-President, People and Culture

DEFINITIONS

Applicant Tracking System (ATS): Software application that enables on-line recruitment such as the electronic handling of postings and applications.

Bona Fide Occupational Requirement: Specific requirement(s) that every individual performing a specific job must meet because they are essential to the effective and safe performance of the job. The requirement must be connected to the function(s) of the position, and must be identified in good faith on the grounds that the requirement is reasonably necessary to fulfill the function.

Delegation of Financial Authorities: Identifies an individual (the delegate) who can exercise the authority to spend within an approved budget, subject to Finance and Administration Policy 2.3.8 Delegation of Financial Authorities, on behalf of another individual (the delegator).

Delegation of Signing Authority: Identifies the delegate positions authorized to sign a contract on behalf of the Corporation, subject to Finance and Administration Policy 2.9.3 Delegation of Signing Authority.

RULES AND PROCEDURES

Note: Governing policies and procedures for unionized employees found in the applicable collective agreements apply if they differ from this Policy and its subsidiary instruments.

I. Applying for a Position

  1. All employees are entitled to apply for all postings and must apply online through the Applicant Tracking System (ATS) via the internal employee portal.
  2. External applicants are entitled to apply for positions posted externally and must apply online through the ATS.

II. Screening of Applicants

  1. The hiring manager and/or the recruiter must assess all applicants against the requirements of the position using the ATS to create a short-list.
  2. Communication with the applicant must be in his/her official language of choice.

III. Testing

  1. Where applicable, selected applicants must successfully complete an exam administered in the language(s) of the position to be filled. Exam expenses are covered by the Corporation.
  2. Selected applicants for positions with a bilingual requirement must undergo second language testing, as arranged by the recruiter. (See Rules and Procedures on Second Language Testing.)
  3. All test results are maintained in the recruitment database.

IV. Interviews

  1. The hiring manager (as Committee Chair) and the recruiter must establish a selection committee, including at least one member of a group designated by the Employment Equity Act (women, Aboriginal peoples, persons with disabilities, members of visible minorities), where practicable.
  2. The selection committee must interview the top internal and external qualified applicants, who have passed any required tests.
  3. For bilingual positions, the selection committee must include at least one committee member with a speaking proficiency in his/her second language, at least at an intermediate level (B level).
  4. Selection committee members must facilitate the use of the candidate’s preferred language during the interview.

V. Selection of the Successful Candidate

  1. When selecting the successful candidate, the hiring manager must give preference to equally-qualified candidates who are members of a group designated by the Employment Equity Act where under-representation of a designated group exists.
  2. An external candidate who is in the final stage of selection will be subjected to pre-employment screening (namely criminal and/or credit record check) conducted by an external third party. Professional references and education verifications may also be required. Professional references may be completed by the hiring manager, as agreed upon with the recruiter.
  3. The hiring manager must conduct the professional reference checks for internal candidates.
  4. Applicants for roles with Delegation of Financial Authorities (DFA) and/or Delegated Signing Authority (DSA) accountabilities will be subject to an additional background check for credit history.
  5. The selected candidates must demonstrate that they are legally able to work in Canada.
  6. Failure to produce the required screening documents or a fraudulent, wilful and/or negligent misrepresentation by act or omission may result in a delay in the staffing process, denial of a position, the termination of employment or other consequence.
  7. The hiring manager, in consultation with the recruiter, must appoint the successful candidate and inform Human Resources. The hiring manager, or the recruiter, will make a verbal offer to the successful candidate.
  8. A letter of offer, signed by the recruiter, must be provided to the successful candidate, including the following terms and conditions:
    • Position details
    • Effective date
    • Compensation
    • Other details relevant to the position (e.g., relocation assistance, hours).
  9. To signify acceptance, the successful candidate must sign and return the offer to the recruiter and hiring manager by the date specified, or other date as agreed to with the recruiter or hiring manager.
  10. The hiring manager, or the recruiter, must communicate the final outcome to the candidates who were interviewed but not selected.
  11. The recruiter must maintain a record of all interviews and reasons for selection, as part of the posting and recruitment file, for a period of 5 years.

INQUIRIES

All questions pertaining to the interpretation of this Rules and Procedures should be referred to the local Human Resources office.

APPENDIX

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