• 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.

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.  The position will be evaluated in conjunction with the union, and assigned a wage classification. 

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 University will post the position both on the union bulletin board and on the University web site for a period of seven (7) calendar days.

NOTE:  The Employer agrees that when a job posting occurs while an employee is absent due to a layoff, WSIB or maternity leave, the university will attempt to notify the employee of the job posting

b. External posting: The position can also be posted externally.

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. 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:

Promotion:  Employees who transfer to a higher-rated classification, shall receive the progression step wage rate which is next highest above their current wage rate for the classification to which they are transferred. Should this result in an increase of less than fifteen cents ($0.15) per hour, the employees shall receive the next higher progression step.

Lower:  Employees transferred to a lower-rated shall receive the progression wage rate for that classification which is applicable to their length of employment.

For external candidates, employees will start at the Start rate for the job classification.

b. Group Benefit Plan:
      Full-time Status: Eligible for Pension & Benefits
      Part-time Status: No benefits eligibility

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.