STANDARD OPERATING PROCEDURE (SOP)

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1 STANDARD OPERATING PROCEDURE (SOP) DOCUMENT ID: SOP-044 VERSION #2 PURPOSE: TITLE: STAFF RECRUITMENT PROCEDURE To outline the steps for recruiting and selecting a BCGEU staff position. Further advice and guidance are available from your Human Resources Advisor and the Manager, Human Resources Advisory Services. SEARCH KEY: Staff Recruitment POST TO: Public Website Internal Drive SCOPE (Applies To): ADMINISTRATORS/SUPERVISORS ADMINISTRATIVE OFFICERS SELECTION PANEL HUMAN RESOURCE ADVISORS HUMAN RESOURCE CLIENT SERVICE ASSISTANTS STATUS: FINAL AUTHOR: Marie Gonzales, Manager, Human Resources Advisory Services CONTACT INFORMATION: CREATED: 07/21/14 (mm/dd/yyyy) PROCESS REVISIONS: RELEVANT FORM REVISIONS (If applicable) *MEMBERS OF ACCORD (MOA): REVISION AUTHOR: As Above 1. Marie Gonzales, Manager, Human Resources Advisory Services 2. Carmen Mahood, Administrative Officer, Research and Innovation 3. Sandra Mountain, Douglas College Bargaining Chair, BCGEU 4. Jeannette Shim, Administrative Officer, Child, Family & Community Studies APPROVAL REQUIRED: ADMINISTRATORS COMMUNITY OF PRACTICE (ACP) SOP SUBCOMMITTEE THOR BORGFORD, EXECUTIVE DIRECTOR, RESEARCH & INNOVATION OFFICE (RIO) RELEVANT POLICY: Douglas College Policies: A Recruitment, Selection, and Retention of Employees A Conflict of Interest REVISED: 06/25/2015 (mm/dd/yyyy) REVISED: (mm/dd/yyyy) MOA RESPONSE REQUIRED BY: 08/29/2014 (mm/dd/yyyy) DATE APPROVED: 08/29/2014 (mm/dd/yyyy) BCGEU Collective Agreement: Article Job Postings Article 28.4 Role of Seniority in Promotions and Transfers BC Human Rights Code: RELEVANT DEFINITIONS: AO = Administrative Officer DC = Douglas College HR = Human Resources JJEC = Joint Job Evaluation Committee KSA = Knowledge, Skills and Abilities Standard Operating Procedure (SOP) Staff Recruitment Procedure Page 1 of 11

2 PREAMBLE: Douglas College recognizes that its employees are fundamental for its success; and therefore, strives to attract and retain staff of the highest caliber. A strategic, professional approach to recruitment is essential to meet this goal. The purpose of this procedure is to ensure that the best qualified candidates are selected through a consistent and fair process with the BCGEU Collective Agreement, relevant employment-related legislation, and this document. The selection process will be conducted in a manner that is free from discrimination, arbitrariness and bias, and is supportive of the College s staffing needs and strategies. Human Resources will provide appropriate training and development to those involved in recruitment and selection activities. Any employee involved in the selection of staff must ensure that s/he is appropriately trained and able to comply with the requirements of the BCGEU Collective Agreement, relevant employment-related legislation, College Policies and this procedure. PRIOR TO POSTING: 1. The appropriate Administrator/Supervisor will: Ensure that a budget has been identified to fund the staff vacancy. If a new position is proposed in the College budget, the position will not be posted and filled until the budgeted position has received final approval, Contact their HR Advisor to discuss their recruitment need(s) and complete a Request for Staff form, Log-in to the Douglas College Careers Site ( ) to create a draft job posting (Note: BCGEU Staff job descriptions may be found on DC s T drive). Note: If the Administrator/Supervisor does not have a career site log-in, s/he will inform his/her HR Advisor. Coordinate with the HR Advisor to finalize the job posting, and once completed, will: o o Identify required tests based on the To be Successful in this Role You Will Need portion of the job posting that lists the required Knowledge, Skills and Abilities (KSA s) for the position, Confirm with the HR Advisor that the KSA s are bona-fide occupational requirements for the position (for information on bona-fide occupation requirements please contact your HR Advisor). Note: Once a position is posted, if a change is required to the KSA s, or any other aspect of the *job posting, the posting must be rescinded and re-posted. (*Note: Any changes to the job description must be preapproved through the Joint Job Evaluation Committee (JJEC) process.) Standard Operating Procedure (SOP) Staff Recruitment Procedure Page 2 of 11

3 POSTING: 1. Once a job posting has been finalized between the Administrator/Supervisor and the HR Advisor, the HR Advisor will ensure that it is activated in the Douglas College Careers Site as a live posting. 2. Once the job posting has been activated, the HR Client Service Assistant will send: a job posting notification to the DC BCGEU Chair/Stewards and include the Department/Faculty Administrator/Supervisor, and the job posting competition folder (that is labeled with the competition number and position title, and the competition checklist) to the Department/Faculty Administrative Officer. 3. The Department/Faculty Administrative Officer will forward the competition folder to the specific Administrator/Supervisor who is responsible for the hiring (e.g. Selection Committee Chair). 4. As per the BCGEU collective agreement, internal staff positions are posted for five (5) business days. If the Administrator/Supervisor anticipates that there are no qualified internal applicants for specialized positions, s/he may request to their HR Advisor to post the job internally and externally simultaneously; however, any qualified internal applicants who meet the KSA s must be granted first consideration, prior to any external applicants. If there are no qualified internal applicants, the HR Advisor will post the position externally and will confirm posting duration with the Administrator/Supervisor. 5. The Administrator/Supervisor will contact the HR Advisor to: determine/confirm the testing requirements (if applicable) create and finalize interview questions (may) request their HR Advisor to participate on the hiring Selection Panel identify names of the hiring Selection Panel, and the Selection Panel Chair (e.g. Administrator/Supervisor) RECRUITMENT ADVERTISING: 1. The Administrator/Supervisor may discuss external recruitment advertising options with their HR Advisor. Please note the following: Placement and advertising content will be made in consultation with HR, based on available budget. HR will cover the cost for two websites or publications (within reasonable cost). Any additional advertising costs will be charged to the hiring department. Standard Operating Procedure (SOP) Staff Recruitment Procedure Page 3 of 11

4 ACCESS TO CANDIDATES APPLICATIONS: 1. The HR Advisor will provide access to the DC Careers Site for the hiring Selection Panel members to view candidate applications, after 3:30 pm of the next business day of the job posting closing date. SELECTION PANEL MANDATE AND PROCESS: 1. The responsible Administrator/Supervisor will establish a Selection Panel in accordance with the Collective Agreement, to include a minimum of two members, and also include the Administrator/Supervisor, who will become the Chair of the Selection Panel. When considering membership of the Selection Committee, members must be selected from management, supervisory or excluded roles. Please note, although, faculty cannot participate in support staff competitions, in some circumstances, the participation of a faculty member is required for specialized positions. A faculty member may serve in an advisory role as part of the Selection Panel, to ensure candidates have sufficient content expertise. The Administrator/Supervisor will inform the HR Advisor of the faculty member, who will inform the BCGEU Chair. If the BCGEU Chair has questions or concerns regarding the faculty member participating on the selection panel, s/he will communicate to the HR Advisor. 2. In accordance with Douglas College s Conflict of Interest Policy, ( If a Selection Panel member involved in the recruitment process has a personal or familial relationship with an applicant, s/he must declare to the selection panel as soon as they are aware of the candidate s application. The Selection Panel Chair will determine if a real or perceived conflict of interest exists in accordance with the College s Conflict of Interest Policy. If a perceived conflict is determined, the Selection Panel Chair will contact their HR Advisor to discuss. 3. Strict confidentiality is to be maintained by all Selection Panel members. The committee will not discuss candidates or Selection Panel business with anyone other than the Selection Panel, with the exception of HR Administrative Group employees. 4. In collaboration with the HR Advisor and Selection Panel, the Selection Panel Chair will develop the interview questions including selection criteria, and ratings, prior to the closing date of the posting and/or prior to reviewing resumes/applications. Applicant information will not be released until final interview questions have been received. Standard Operating Procedure (SOP) Staff Recruitment Procedure Page 4 of 11

5 5. The Selection Panel is responsible for providing advice to the Chair of the Selection Panel, who is normally the Administrator/Supervisor of the hiring department. SELECTION PANEL MANDATE AND PROCESS: (cont.) 6. When completing the hiring selection process, the Selection Panel Chair and HR Advisor will ensure compliance with the following: BCGEU Collective Agreement College Policies Employment-related legislation and best practices 7. All applicants will clearly demonstrate in writing how they meet the required KSAs of the position for which they are applying. 8. The Selection Panel members will review applications through the DC Careers Site and create a short-list of candidates based on the established KSA qualifications in the posting. Due to the job mobility provided by the BCGEU Collective Agreement, it is important that Administrators/Supervisors take into consideration that they are hiring for the College, and not just for a particular department. 9. Before external candidates may be considered for a job position, it must first be determined: that there are no qualified internal candidates who meet the KSAs, including testing requirements (if applicable); and if qualified internal candidates were interviewed, but not found successful during the selection interview process. 10. Where credentials an applicant has noted on her/his resume are not already on file, candidates will: provide proof of claimed credentials at the time of his/her interview, or prior to being given a job offer, regardless of whether the claimed credentials are required for the position or not. 11. Short-listed candidates who meet the KSAs will be tested by Human Resources. Please note: Exemption from individual tests is permitted if one of the KSAs is listed in the internal candidate s current position, and the candidate has successfully passed his/her trial/probation period. Test components will not be waived for external candidates. 12. For internal applicants, once the interviews have been confirmed, the Selection Committee Chair will submit to the HR Advisor: list of candidates dates/times and location of interviews (i.e. Campus, and Room Number) and may request a union observer (if requested by internal candidates) 5 business days in advance of the interviews The HR Advisor will submit the request for a union observer to the union, and ensure that the observer is not selected from the same department in which a candidate for the position works. Once a union observer has been identified, the HR Advisor will provide the name of the union observer to the Selection Committee Chair. Standard Operating Procedure (SOP) Staff Recruitment Procedure Page 5 of 11

6 SELECTION PANEL MANDATE AND PROCESS: (cont.) It is recommended that one day prior to the interview(s), the Selection Committee Chair will send a reminder of the interview schedule (i.e. dates/times, campus and room number) to the identified union observer. At the interview, prior to commencing with the first candidate, the Selection Committee Chair will: o provide a copy of the interview questions without the weights and answer keys to the identified union observer, and o copy of job description At the end of the interview, the union observer will return the copy of the interview questions to the Selection Committee Chair. As the union observer is not a voting member of the Selection Panel, s/he is present for the interviews only, and will dismiss his/her self for the Selection Panel deliberations. 13. The Chair of the Selection Panel may access the employee personnel file only if the internal candidate has provided written authorization (HR s Employee Information Release form), which is completed at the end of the interview process. ACCOMMODATING CANDIDATES: The duty to accommodate in a selection process is to remove potential barriers that may hinder a qualified applicant or candidate from competing fairly for an employment opportunity. The requirement to provide accommodation in the selection process is based on the prohibited grounds of discrimination under the B.C. Human Rights Code. The following guidelines should be followed: 1. The Human Resources website will indicate that candidates identified for an interview or called for testing should, when contacted for an interview, identify if, for the interview or preinterview testing, they require any accommodation for a disability; 2. The Human Resources website will request that candidates who are contacted for an interview or testing, will identify at that time, that s/he require any accommodation for a disability; 3. If testing is required, candidates must be notified at least 2 business days prior to the testing date, as they may require technical aids to participate in the testing; 4. Accommodations may include (but are not limited to): sign-language interpretation for candidates who are deaf provision of electronic copies of job-descriptions modification of the day or time of the interview for religious observance accessible transportation child care constraints provision of interview questions in braille, large print or electronically (if questions are provided to candidates); Standard Operating Procedure (SOP) Staff Recruitment Procedure Page 6 of 11

7 ACCOMMODATING CANDIDATES: (cont.) 5. All interviews should be held in accessible locations; 6. Candidates may not be asked during an interview whether they need any accommodations to fulfill the requirements of the position; 7. Inappropriate questions during an interview include: Will you require any accommodations to perform the requirements of this position? Are there any aspects of this position that you cannot perform? 8. Accommodations can only be discussed in an interview if they are raised by the candidate; 9. Upon offer of employment, the successful candidate may be asked whether they need any accommodations to fulfill the duties of the position. If the answer is yes in the affirmative, please consult with the Disability Management Specialist, Human Resources, and/or the Associate Vice President, Human Resources, or the Director, Human Resources. HUMAN RIGHTS CODE: The BC Human Rights Code forbids discrimination in employment based on: 1. age (19 years or more) 2. race 3. colour 4. ancestry 5. place of origin 6. religion 7. sex (includes pregnancy) 8. sexual orientation 9. marital status 10. family status 11. criminal or summary conviction offence unrelated to employment 12. Mental or physical disability (except for bona fide occupational requirements) 13. Political belief HYBRID PROCESS: 1. The Douglas College/BCGEU Collective Agreement contains a hybrid hiring process, where, as part of the selection process, a combination of seniority and KSAs are assessed and weighted by the Selection Panel, in accordance with the Collective Agreement. This hybrid process selects the best candidates who have met the basic KSAs, including testing (if applicable), and invites them to an interview. The Selection Panel Chair (Administrator/Supervisor) must maintain consistent interviewing practices to protect the Selection Panel s ability to act in a manner that is objective and free from bias in the hiring process. Standard Operating Procedure (SOP) Staff Recruitment Procedure Page 7 of 11

8 HYBRID PROCESS: (cont.) 2. The Selection Panel will provide, in writing, the rationale for the Committee s recommendation by completing the individual ranking sheet for each interviewed candidate. 3. Each Selection Panel member will ensure s/he completes, in writing, the interview question ranking sheet for each interviewed candidate. REFERENCES: 1. As part of the selection process, qualified candidates will be asked to bring to their interview a minimum of 3 employment references, with whom s/he had a direct reporting relationship, that includes: name telephone address A candidate will not be hired without satisfactory references. 2. During the interview process, the Selection Panel Chair will ensure all candidates sign an: Authorization to Verify Information and Check References Release form, and/or Employee Information Release form (applicable to internal candidates only) 3. Candidates will be advised that references may be checked prior to any decision being made by the hiring committee. Information received from references will be considered in conjunction with the candidate s qualifications and interview. 4. The Selection Panel will not tell a candidate that they will be hired if their references check out, or make an offer of employment contingent upon references, as this practice exposes the College to legal liability. 5. Reference checks will be conducted for the top candidate(s) in a competition. The Selection Panel Chair (e.g. Administrator/Supervisor) will conduct the reference checks. Employment reference information is highly confidential and is not to be shared, even with the candidate. 6. Job offers will not be made without a minimum of at least two satisfactory (request three in total) employment reference checks. Where a questionable or unsatisfactory reference is received, then a third reference check and/or discussion with Human Resources is required. 7. If, during the selection process, any member of the Selection Panel and/or Selection Committee Chair suspect a candidate is misrepresenting him/herself, the matter will be brought to the attention of an HR Advisor. Standard Operating Procedure (SOP) Staff Recruitment Procedure Page 8 of 11

9 JOB OFFERS: 1. Job offers will only be made by the responsible Administrator/Supervisor. Prior to making a job offer, the Administrator/Supervisor will review the choice of candidate with the HR Advisor to ensure that the selection is being made in accordance with College Policies, the Collective Agreement and relevant labour and employment laws. 2. Offers of employment will be subject to the successful candidate providing proof of credentials at the interview phase. If a successful candidate is unable to provide satisfactory proof of claimed credentials, the employment offer will be rescinded. 3. The Human Resources Department will write the formal offers of employment/appointment letters to the successful candidate, who will be asked to accept the offer in writing ( is acceptable). 4. In accordance with the Collective Agreement, job offers made to external candidates will be at Step A of the BCGEU salary band pay level. UNSUCCESSFUL APPLICANTS: 1. Once the successful candidate has accepted the job offer, the Selection Committee Chair (e.g. Administrator/Supervisor) will immediately contact, by phone or in writing, all unsuccessful candidates who were interviewed. All letters or telephone notes will be retained in the competition file. 2. Automatic s are sent by HR s applicant tracking system to unsuccessful candidates who were tested and not invited to interview for the position. COMPLETION OF SELECTION PROCESS: 1. Once the selection process is complete, and adhering to the Competition Checklist (to be included in the competition file folder), the Administrator/Supervisor will ensure that all relevant documents are included in the competition file and will submit the competition file to the Administrative Officer. 2. The Administrative Officer will: confirm that the competition file documentation is complete make a copy of pertinent documents, as needed by their department/faculty area return complete competition file, and all hiring documentation to the HR Client Service Assistant 3. Human Resources will conduct the processing of all new hires. Standard Operating Procedure (SOP) Staff Recruitment Procedure Page 9 of 11

10 ONBOARDING THE NEW EMPLOYEE: New Employee Welcome Program a. Once the successful candidate has accepted the offer of employment (after discussion between the Administrator/Supervisor and the HR Advisor), the hiring Administrator/Supervisor is responsible for informing Human Resources (through submission of a complete competition folder and Competition Checklist form) and Human Resources will commence with Phase 1 of the New Employee Welcome Program. b. The New Employee Welcome Program is the first part of employee onboarding, and consists of the following elements: Phase 1 - New Employee Sign-up with Human Resources Phase 2 - Orientation with Administrator/Supervisor and Department Phase 3 - Making Connections - New Employee Welcome Event ROLES AND RESPONSIBILITIES: ROLE: Administrator/Supervisor and Selection Panel RESPONSIBLE FOR: Evaluating the need for the position in the context of departmental staffing budget/plan and the College s Strategic Plan. Attending training on College Policies, Collective Agreement application/interpretation, behavioral interviewing, employment laws, etc. Undertaking assigned tasks as part of the recruitment process inviting shortlisted candidates to interview, completing reference checks, and notifying short-listed candidates who were not successful in the interview process. Keeping written records of selection processes including short-listing and interview decisions and ensuring all records are submitted to Human Resources, via the Competition Folder provided. Ensuring that the recruitment tools provided by Human Resources are utilized correctly. Ensuring the completion of the phases for the New Employee Welcome Program. Human Resources Providing human resources and labour relations advice and guidance on Collective Agreement interpretation and application, interview questions, the content of KSAs and advertising, employment, human rights and labour laws, and the BCGEU recruitment and selection process. Collaborating with the Administrator/Supervisor in finalizing the job posting. Standard Operating Procedure (SOP) Staff Recruitment Procedure Page 10 of 11

11 Uploading the job posting on the College s Careers Site, other websites and print media if needed. ROLES AND RESPONSIBILITIES: Human Resources (cont.) Creating written appointment letters and processing new employee documentation. Performance of other tasks as agreed to as part of the recruitment and selection process (i.e. coordinating testing, etc.) Monitoring and reviewing the recruitment process and supporting policies, and providing professional expertise or advice; Providing training on Recruitment and Selection, Behavioural Interviewing, employment, human rights and labour laws, etc.; Standard Operating Procedure (SOP) Staff Recruitment Procedure Page 11 of 11

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