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)

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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:

  • Developing and implementing bias free, structured recruitment and selection strategies, policies, procedures and processes;
  • Providing advice and guidance on standards, legislation and contractual obligations;
  • Training Selection Committee Chairs;
  • Ensuring the recruitment and selection process, including the management and retention of competition records, is conducted in accordance with University policy;
  • Monitoring quality standards including recruitment timeframes.

The Unit is responsible for:

  • Planning for recruitment in a timely manner;
  • Appointing a Selection Committee Chair;
  • Ensuring Selection Committee Chairs complete training;
  • Supporting the Selection Committee throughout the recruitment and selection process.

The Selection Committee Chair is responsible for:

  • Leading the recruitment and selection process in accordance with this policy and related procedures;
  • Ensuring Selection Committee members are informed of their responsibilities;
  • Consulting the Department of Human Resources when needed to support the recruitment process;
  • Approving hiring decisions by acting as the authority for appointing candidates who are recommended through a competitive recruitment process.

The Selection Committee is responsible for:

  • Assessing Candidates based on established criteria in the job advertisement;
  • Attending each interview in its entirety;
  • Recognizing and mitigating bias;
  • Conducting interviews and making selection recommendations.

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 Positionspolicy
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

Previous Versions:

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