• Step 1: Position Vacancy
• Step 2: Posting the Position
• Step 3: Applicant Management
• Step 4: Interview Process
• Step 5: Reference Checks
• Step 6: Making an Offer
• Step 7: Notifying Unsuccessful Applicants

a. Replacing an existing position:

Send an up-to-date job description to the Human Resources Generalist using the job description template highlighting any changes.  If there have been significant changes the job will be reviewed using the Hay Job Evaluation System. 

Send the completed position requisition form to the Human Resources Generalist to post the vacancy.  The form requires signature from your manager. 

b. New position:

Send new job description to the Human Resources Generalist using the job description template.  The position will be evaluated using the Hay Job Evaluation System, and assigned a grade.  This grade will be communicated to you prior to posting. 

Send the completed position requisition form to the Human Resources Generalist to post the new position.  The form requires signature from your manager plus the appropriate Vice-President to obtain approval. 

Once the position has been approved, evaluated (if necessary), an up-to-date job description and sign position requisition form has been submitted to the Human Resources the position will be posted.

a. Internal posting: The position will be posted internally for five (5) consecutive working days.

b. External posting: The position can also be posted externally for a minimum of seven (7) consecutive working days.

c. Advertising options: Human Resources Generalist can assist you in determining where to post the position externally that would provide you with the optimum success. Recruitment costs for external advertisements are the responsibility of the hiring department.

Once a candidate submits their application they are actively engaged in the recruitment and selection process.

a. Applicant Management: All applications will be forwarded by Human Resources to the hiring manager the next day following the closing date via e-mail.

b. Applicant Assessment: Human Resources along with the hiring manager will determine the applicants that appear to meet the minimum education, skills and experience listed on the job posting.

The interview is a critical component in assessing and determining the candidate that meets the minimum education, skills and experience to perform the essential duties of the position.

a. Selection Team: When determining the selection team it is important to keep in the mind the level of the position.  While a Human Resources Generalist may not be able to attend each interview it is important to keep Human Resources involved in the process.

b. Developing the Interview Guide: The basis of the interview guide will be derived from the qualifications listed on the job posting that indicates the level of education, skills and experience required for the position.  Human Resources Generalist can assist the hiring manager in the creation of the guide. For information on how to develop an interview guide please click here.

c. Applicant Testing: There are many different areas to test candidates so the selection team needs to select tests which are related to the work that will be performed in the role.  Candidates must be notified in advance of the scheduled test.  Testing is not required for all positions.

d. The Interview: Human Resources can contact the candidates to arrange an interview time.  Rooms are available in Human Resources.

The final candidate should be asked to provide employment related references including a supervisor. References should be only be checked for the top candidate. References should not be used to make a final decision between two or more candidates. The reference check is to substantiate the hiring decision. Reference checks can be completed by the hiring manager or the Human Resources Generalist.

Once you have selected your top candidate and successfully completed reference checks, you are in a position to make the candidate a formal offer of employment.

a. Determining the Salary: For internal candidates please refer to the Management Salary Grid.

As per the Management Compensation Policy, the following policies apply: 

Lateral Move (Same Grade): In most cases, an employee making a lateral move will not receive a salary adjustment, acknowledging that their current salary already falls in the appropriate range.

A possible exception to this would be if there is sound rationale for a salary increase based on market rates or internal equity with peer manager s and subordinates.

Promotion: When an employee receives a promotion the employee will be eligible to receive the greater of:
 •   A salary increase to the minimum of the new band; or
 •   A maximum 10% increase for each band level above the employee’s current band level without exceeding the range maximum

For external candidates, please refer to the Management Salary Grid.

It is expected that most new hires will be placed in the Hiring Range for the job band. If it is determined that an appropriate starting salary is outside of the hiring range, certain actions and approvals are required:

b. Group Benefit Plan:
      Full-time entitlement: Hours over 1249 hours per year
      Part-time entitlement: Hours between 910-1249 hours per year
      4% in lieu of benefits:  Hours between 910 hours per year

c. The Offer: Human Resources Generalist will draft an offer letter.

d. Hiring Foreign Workers: When hiring a foreign worker, Service Canada must approve all job offers to foreign workers through positive Labour Market Opinion (LMO).  This process can take up to 20 business days. Click on the link to learn and review more information regarding the process.

The Human Resources Generalist will contact the unsuccessful candidates to let them know of the hiring decision. In some circumstances it may be acceptable for the hiring manager to contact the candidates.