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Memorial University of Newfoundland

  Memorial University of Newfoundland

Recruitment and Selection of Non-Academic Employees

Approval Date: 2018-12-06

Effective Date: 2019-01-03

Review Date: 2022-12-06

Authority:

Vice-President (Administration & Finance)

Purpose

To provide a framework for the recruitment and selection of Non-Academic Employees within the University.

To ensure that individuals who are involved in the recruitment and selection of Non-Academic Employees are aware of and execute their responsibilities to attract and hire skilled employees.

Scope

This policy applies to the recruitment and selection processes for all Non-Academic Employees. Student and grant funded employment is not governed by this policy.

Definitions

Candidate — An individual who is being considered for employment by Memorial University.

Employment Test — The administration of a written, oral, or other test method as a means of determining the suitability of a Candidate. To be valid, the Employment Test must be directly related to the position being filled and approved by the Department of Human Resources prior to its use.

External Candidate — An individual currently not employed by the University who is seeking employment. This includes students and employees of Separately Incorporated Entities (SIE) and Agencies.

Internal Candidate — A current University employee who is seeking an opportunity for promotion and/or transfer to an alternate position within the University. Non-bargaining employees are not considered internal for any bargaining unit positions.

Non-Academic Employees — Individuals who hold positions belonging to the following employment groups: Senior Administrative Management, Management and Professional, Support Staff (Non-Bargaining), CUPE, or NAPE (Call-In), NAPE (Campus Enforcement and Patrol), NAPE (Custodial), NAPE (Maintenance), and NAPE (Staff, Marine Institute).

Selection Committee — Two or more individuals who are responsible for the recruitment and selection process. The composition and size of the Selection Committee may vary based upon the nature of the position.

Selection Committee Chair — A University employee who has successfully completed certification training by the Department of Human Resources to lead the recruitment and selection process. This can be a representative from the Unit who is recruiting or a member of Human Resources.

Unit — Academic or administrative unit as defined in the University Calendar.

University — Memorial University of Newfoundland.

Policy

The University is committed to ensuring that the recruitment and selection of all Non-Academic Employees is conducted in a transparent and equitable manner. In addition to supporting the University's core values, including diversity and inclusion, the recruitment and selection of Non-Academic Employees will be conducted in accordance with all relevant University policies, Collective Agreements, and employment legislation.

Responsibilities:
The responsibility for the recruitment and selection of the most suitable, qualified individual is a joint responsibility of Units within the University, Selection Committees, and the Department of Human Resources. Specifically,

The Department of Human Resources is responsible for:

The Unit is responsible for:

The Selection Committee Chair is responsible for:

The Selection Committee is responsible for:

All individuals involved in the recruitment and selection process for Non-Academic Employees are required to maintain the confidentiality of the personal information of Candidates as well as any discussions that occur during the recruitment and selection process.

Planning for Recruitment
As vacancies arise or are anticipated an assessment of the position is required to determine whether the duties, level, and nature of the position remain aligned with the mandate and goals of the Unit. The Department of Human Resources can assist in planning positions prior to the commencement of a recruitment process. Any position changes resulting from a review may require job evaluation and/or changes to the position record and will be facilitated by the Department of Human Resources. Approvals for hiring must be in accordance with the Procedure for Approval of Non-Academic Positions Recruitment.

Prior to the formal commencement of recruitment, Units may wish to appoint a Selection Committee Chair and establish a Selection Committee. Selection Committees must be a minimum of two individuals inclusive of the Selection Committee Chair.

Advertisement of Positions
All non-unionized positions greater than one year will be advertised. Where an Internal Candidate has been previously assessed through a competitive process and meets the established qualifications for the position, they may be recommended for vacancies of one year or less. The Department of Human Resources must approve these appointments. An extension of appointment for a period up to an additional year may be approved by the Vice-President (Administration and Finance), in consultation with the applicable Vice-President. As per the Guidelines for Employment of Grant Employees, positions funded by grant or external contract funds are not required to be advertised. If advertised, these positions must follow this policy and related procedures in their entirety.

Job advertisements must be approved by the Department of Human Resources. Non-bargaining group positions may be advertised internally only for a minimum of five business days. If advertised externally, non-bargaining group positions must be advertised for a minimum of ten business days. Positions in the Management and Professional and Senior Administrative Management groups must be advertised internally and externally simultaneously for a minimum of ten business days.

The Department of Human Resources, in consultation with the Unit and/or Selection Committee Chair, will determine the appropriate market sector and recruitment sources to attract diverse Candidates. All advertised positions will be advertised on the Department of Human Resources website and will include the University’s employment equity statement. Applications for advertised opportunities must be received by the Department of Human Resources on or before the competition closing date. Following the closing date, the Department of Human Resources will make the applications available to the Selection Committee.

With Vice-President approval an external search consultant may be utilized at the cost of the Unit. Processes utilized by an external search consultant must be aligned with University policy and supportive of the University’s commitment to equity and diversity in its hiring.

The Department of Human Resources will advertise and maintain a listing of screened Candidates who are available for short-term, administrative assignments of 13 weeks or less. Unit requests for short term assignments should be submitted to the applicable Human Resources Advisor/Manager.

Competition Process
The selection of Candidates will be conducted in an objective manner from predetermined criteria as outlined in the job advertisement. Only Candidates meeting position requirements or equivalencies will be considered for an interview. Candidates will be individually assessed against those criteria. The interview process must be conducted in accordance with the Procedure for Conducting Interviews. Accommodations are available for Candidates taking part in all aspects of the competition process.

The Selection Committee is responsible for developing interview questions and any relevant Employment Tests. Interview questions and any Employment Tests that are administered must be limited to job-related skills and abilities.

The Selection Committee will make every effort to arrive at a decision through consensus. Decisions and recommendations must be documented and maintained within the competition file. In the event a consensus cannot be reached, the Department of Human Resources can provide advice and guidance to the Selection Committee Chair and/or the Selection Committee.

Background Checks
The University reserves the right to verify any information submitted through the competition process, including academic qualifications. The reference check informs the hiring decision by confirming qualifications and the employment history of recommended Candidates. A minimum of two employment related references are required for all External Candidates. A minimum of one reference will be obtained for Internal Candidates. All reference checks will be conducted in accordance with the Procedure for Background Checks.

Additional background checks may be required based on the responsibilities of the position and with the prior approval of the Department of Human Resources. Personal information on Candidates must not be collected through any source, including social media, unless supplied by the Candidate and/or approved by the Department of Human Resources.

Employment Offers
A verbal and and/or written offer to the successful Candidate is made by the Selection Committee Chair or designated member of the Selection Committee. All compensation amounts and benefit entitlements will be determined based upon applicable Collective Agreements or the Compensation policy and must be verified and approved by the Department of Human Resources prior to any offer being made. A signed confirmation of acceptance must be returned by the successful Candidate prior to the start of employment.

A Selection Committee Chair or designated Selection Committee member will notify all interviewed Candidates of the outcome of the selection process.

Once the selection process is complete, all materials related to the search must be returned to the Department of Human Resources. In the event of a failed search or cancelled competition, all materials related to the search are also to be returned to the Department of Human Resources. This information will be maintained and disposed in accordance with the University's Information Management policy and Retention and Disposal Schedules.

Once a Candidate has accepted an offer, the Selection Committee Chair will ensure the Unit utilizes the On-Boarding Guidelines to facilitate the successful integration of new employees into the University community.

Competition Audits
The Department of Human Resources will conduct competition audits to ensure adherence to this policy and will provide an annual report to Vice-Presidents Council.

Related Documents

Compensation policy  
Conflict of Interest policy
Employing and Hosting Foreign Nationals policy  
Equity, Diversity and Inclusion in Employment policy
Establishment of Permanent Positions policy
Workplace Accommodation policy
Information Management policy
Retention and Disposal Schedules
On-Boarding Guidelines
Guidelines for Employment of Grant Employees  

Procedures

For inquiries related to this policy:

Department of Human Resources 709-864-2434

Sponsor: Vice-President (Administration & Finance)

Category: People Resources


Procedure for Approval of Non-Academic Positions Recruitment

Approval Date: 2018-12-06

Responsible Unit: Department of Human Resources

Once it has been determined, through planning for the recruitment stage, that a Unit would like to proceed with the recruitment process, the following steps must occur to obtain approval for hiring.

All positions six months or longer in duration including permanent, contractual and contract extensions must be approved for hiring. To seek approval:


Procedure for Background Checks

Approval Date: 2018-12-06

Responsible Unit: Department of Human Resources

A background check may include an employment or education verification, employment reference check, vulnerable sector check, certificate of conduct and/or criminal record check.

1. Employment References
An integral part of the recruitment process is to ensure, through conducting employment reference checks, that the best possible hiring decision is made. The reference check informs the hiring decision by confirming the qualifications, employment history and suitability of recommended Candidates. These procedures are intended to ensure that a consistent approach is applied to all employment references conducted.

Overview

Procedure

a) Once a recommended Candidate is determined from the interview process, references will be contacted. References on more than one Candidate may be completed. Usually references on the highest ranked Candidate are completed first. Candidates are required to provide a list of appropriate employment references. Whenever possible, references who can best speak to the Candidate's ability to do the work of the position should be selected.

b) If the recommended Candidate is internal, their most recent management level supervisor will be contacted. Depending on the length of supervisory relationship or any other extenuating circumstance, an additional reference may be contacted. If the Candidate is external, the individual checking the reference must obtain consent from the Candidate before contacting their current employer.

2. Additional Background Checks
a) Results must be received prior to the employee starting their employment.

b) For any position that requires additional background checks, offers of employment are conditional on the receipt of a satisfactory check. This should be expressed either verbally or written to the Candidate at the time of offer.

c) Consultation with the Department of Human Resources is required in the event any questions or concerns arise as a result of the background check.


Procedure for Conducting Interviews

Approval Date: 2018-12-06

Responsible Unit: Department of Human Resources

The Selection Committee is responsible for following an equitable and objective selection process. The Department of Human Resources is available to provide guidance and support to the Committee throughout the interview process as required.

Arranging Interviews
When scheduling interviews, Candidates must be given:

Memorial is committed to providing an inclusive learning and working environment. If there is anything we can do to ensure your full participation in the interview process please let us know and we will work with you to make appropriate arrangements

In some circumstances, such as a Candidate who is unable to attend an interview in person, the interview may be conducted using technology such as telephone, video, internet or other tools. At the request of the Selection Committee, the Department of Human Resources may assist with setting up the interviews and/or any testing.

Interview Structure and Questions
Typical Selection Committees are comprised of two to four members including the hiring manager and key stakeholders who interact regularly with the position. Participation of bargaining unit employees, student group representatives, subordinates or other stakeholders may be appropriate based upon the nature of the position. The Department of Human Resources is available for consultation on appropriate composition of the Selection Committee.

The structured interview process and questions are required to:

It is important that there be consistency in the format, questions, atmosphere and length of time available for all Candidates. The experiences will not be identical, but having pre-determined questions, a relatively regular order for the questions and a maximum time frame will increase the likelihood that Candidates are being treated fairly and consistently.

Documenting the Interview
Each member of the Selection Committee is responsible for taking notes during the interview. Notes can be helpful in reflecting on individual Candidates and in discussions with other members of the committee. Notes should be factual in nature and concern only those areas that the University is lawfully allowed to consider. As University records, all records are subject to the Access to Information and Protection of Privacy Act, 2015.

Policy Amendment History

Action: REPLACED
Date: 2019-05-30 11:33:38

This policy was replaced with a new version. Comment provided: Connected definitions using the definitions from the glossary.


Action: REPLACED
Date: 2022-08-30 11:42:45

This policy was replaced with a new version. Comment provided: 8/3/22 updated broken links