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GEORGIAN COLLEGE OF APPLIED ARTS AND TECHNOLOGY

Effective Date: 79/05/10 Human Resource Services Procedure #4-125

Revision Date: 87/06/10

Revision Date: 89/05/04

Revision Date: 94/05/11

RECRUITMENT AND SELECTION PROCEDURE

PURPOSE: 1. To provide consistent guidelines for the recruitment and selection process at Georgian College which will:

a) Recognize the worth and dignity of all candidates by providing equality of access, and opportunity for employment;

b) Encourage fair and open competition while ensuring all contractual and legislative requirements are met;

c) Determine the selection of the best qualified available candidate and support and encourage employees to realize their career goals and reach their maximum potential.

SCOPE: All positions at Georgian College (excluding the President).

RATIONALE: Georgian College recognizes the challenges and value of achieving a diverse work force which can effectively serve the changing needs of students and the communities it serves. This procedure supports the values and standards outlined in the College's Strategic Plan and the targets and goals of the College's Employment Equity Plan.

The "Manager's Guide to Recruitment and Selection", and the "Search Committee Guide for Members and Chairs", outline the specific steps and responsibilities of Chairs and Members of a Search Committee under this procedure.

PRINCIPLES:

1. Hiring managers are accountable for the implementation of this procedure. They are required to recommend the hiring of candidates whose previous work experience, competencies and/or education qualifies them to fulfil a given job's requirements. Recommendations for full-time hire will be made to the appropriate Vice President. Managers may approve the hiring of candidates for positions which are less-than-full-time.

2. All formal recruitment initiatives will be co-ordinated through the Human Resource Services Department. Special recruitment strategies may be undertaken if the position is targeted in the College's Employment Equity Plan.

3. Selection criteria for all positions must be based on reasonable and bona fide qualifications, and used as directed in the "Manager's Guide to Recruitment and Selection". The Human Resource Services Department will offer training and be available for consultation if requested in setting bona fide qualifications, criteria, weighting, questions, reference checking, etc.

4. The Chair of the Search Committee (usually the hiring manager) is responsible for ensuring that Human Rights legislation is followed at all times during the selection process. Questions relating to an applicant's race, ancestry, place of origin, colour, ethnic origin, citizenship, religion, sex, sexual orientation, age, record of offences, marital status, family status or disability are strictly prohibited.

5. Reference checks of the preferred candidate must be made for all new hirings using the Data Validation Consent Form (see Form 1) which authorizes permission to contact previous employers under the Freedom of Information and Protection of Privacy Act. Reference checks for all permanent full-time positions will be made by the Human Resource Services Department. Managers are required to complete the reference checks for less than full-time positions and send them to the Human Resource Services Department with the Personnel Payroll Form (P.P.F.). Program Supervisors in the Continuous Learning Department must keep copies of resumes and references on file for each new instructor hired for their department. These references need not be forwarded to Human Resource Services but should be readily available to other hiring managers when requested.

6. In situations where more than one preferred candidate is believed to be capable of performing the job requirements equally well and the position is targeted in Georgian's Employment Equity Plan, the department will recommend that the candidate who is a member of the under-represented group be hired.

7. In all cases, the College will hire those persons deemed to be most qualified to fulfil the requirements of the position. However, the College will ensure that immediate family members (i.e. spouse, parent, brother, sister or child) are not put into a department or circumstance where the immediate relative has a supervisory responsibility involving disciplinary and/or evaluative functions.

8. From time to time the College offers opportunities for international secondments and short-term projects. The conditions and specifics for each may differ but the principles of fair and equitable selection as outlined in this Procedure still apply.

9. Managers are encouraged to offer an opportunity for work experience to our cooperative education students whenever feasible and appropriate. These opportunities would be restricted to work terms of one semester in length at any one time, be offered through the Career and Transition Services Department and are not intended to take the place of full-time support staff duties.

PROCEDURE:

Section 1.0 - Responsibilities and Accountabilities

1.1 The Manager will be accountable for the implementation of this Procedure as outlined in the "Manager's Guide to Recruitment and Selection" as well as the "Search Committee Guide for Members and Chairs".

1.2 The Human Resource Services Department will be responsible for training on the Procedure, and completing references on full-time hires, as well as being available for advice or consultation if requested. In addition, the Human Resource Services Department will maintain the competition files, central recruitment files and reference check files.

1.3 Human Resource Services is responsible for ensuring the consistency of the application of this procedure and may, at any time in the process, offer advice, assist in developing the Search Committee package, be a member of the Search Committee, or take any other action at their discretion to achieve compliance with the Recruitment and Selection Procedure.

Section 2.0 - Initiating the Process

2.1 When a hiring manager determines that a full-time vacancy exists, a Personnel Request Form approved by a Vice President, a Position Vacancy Form, a current copy of the Position Description, and any necessary supporting documents must be completed and forwarded to Human Resource Services for submission to the College Planning Committee.

2.2 The College Planning Committee may require the supporting documents mentioned above for other long-term, less-than-full-time positions which have been approved by a Vice President.

Section 3.0 - Postings

3.1 All full-time positions must be posted for at least five (5) working days. Postings may not be required if a present full-time employee's status changes as a result of a transfer or reorganization.

3.2 All sessional teaching or contract support or administrative positions that are one semester or longer in length must be posted for at least five (5) working days (semester lengths may vary by program). Postings may not be required if a present or previous incumbent in the position (or in one with similar duties and responsibilities) is recommended for another term provided they have satisfactory written performance reviews or student evaluations on file. All new hires after January, 1995 must be hired through the full or modified Search Committee process (see 4.1 and 4.2).

3.3 All part-time and partial-load teaching, support or administrative position vacancies that are ongoing (ie. more than one semester in length) must be posted for a least five (5) working days. Postings may not be required if a present or previous incumbent is recommended for a second term in the same or similar position (in a related discipline in the case of teaching), and have satisfactory written performance reviews or student evaluations on file. All new hires after January, 1995 must be hired through the full or modified Search Committee process (see 4.1 and 4.2).

3.4 Postings may not be required if emergency situations arise which make the posting process unfeasible, such as the sudden unavailability of employees due to sickness, resignation or government initiatives requiring quick program starts. Such an emergency situation would be limited to one semester only.

3.5 Any exception to the above requires the approval of the President.

3.6 Postings are not required for casual (seasonal or on-call) or student hirings.

Section 4.0 - Search Committee

4.1 Full Search Committee procedures must be used for all full-time Position Vacancies and are encouraged for other vacancies. Full Search Committee procedures include:

a) a review of applications from the centralized recruitment files maintained by the Human Resource Services Department

b) a committee membership consisting of three to six women and men (and may include a student), and designated group members for those positions targeted in the Employment Equity Plan

c) short listing of candidates by the Chair of the Search Committee and at least one other member of the committee

d) questions and criteria weighting discussed and agreed upon by all Search Committee members

e) Human Resource Services completing references (full-time positions only), obtaining the approval of the appropriate Vice President and making the offer of employment to the successful candidate.

4.2 Modified Search Committee procedures may be used for less-than-full-time Position Vacancies. For this Procedure:

a) a hiring manager and at least one other employee will participate in the hiring process

b) the applications from the centralized recruitment files maintained by the Human Resource Services Department should be considered and posting completed if required as per Section 3

c) selection criteria, a resume copy and at least two supervisory reference checks performed by the manager must be sent to the Human Resource Services Department in support of the rationale for hiring the chosen candidate. Such references must include checks with previous supervisors within Georgian College if the candidate has previously been employed within this institution.

4.3 The Continuous Learning Department must collect a resume, data validation form and two supervisory reference check forms on ALL NEW HIRES after January, 1995. These references will be kept on file by the hiring Program Supervisor to be available to other College hiring managers when requested.

Section 5.0 - Confidentiality

5.1 All records related to competitions or applications for employment are the personal information of the applicants and must, therefore, be kept strictly confidential as per the Freedom of Information and Protection of Privacy Act.

5.2 For more information on confidentiality and handling of documents, please refer to the Manager's Guide to Recruitment and Selection and the Search Committee Guide for Members and Chairs or contact the Coordinator, Freedom of Information.

GEORGIAN COLLEGE OF APPLIED ARTS AND TECHNOLOGY

Effective Date: 79/05/10 Human Resource Services Procedure #4-125

Revision Date: 87/06/10

Revision Date: 89/05/04

Revision Date: 94/05/11

RECRUITMENT AND SELECTION PROCEDURE

Prepared by: Cathy Brown, Maureen Hreljac, Wendy Ruemper, Brian Tamblyn

Recommended by: College Planning Committee May 11, 1994