OLDS COLLEGE POLICIES AND PROCEDURES MANUAL

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1 CATEGORY: SUBJECT: OLDS COLLEGE POLICIES AND PROCEDURES MANUAL C. Human Resources POLICY NUMBER: C1 APPROVALS: New/Revision Board of Governors (Policy Approval) Academic Council Academic Coordinating Committee Human Resources, Finance & Facilities Executive Committee (Authority) Date: 2004/09/23 Date: Date: Date: 2004/09/20 Date: POLICY STATEMENT Olds College recognizes and is committed to the merit principle in the recruitment and selection of employees. The College will strive to maintain a proper match between the requirements of a position and the skills and abilities of individual candidates. GUIDELINES A. Recruitment 1. All vacant positions with an employment duration of forty (40) hours or more must be posted internally for a minimum of seven calendar days. These positions may be advertised externally in the appropriate publications. External competitions are normally posted for a ten-day to two-week period. 2. All vacancies will be posted internally. If the position is also being advertised externally, the normal method of media advertising will be the use of display ads and the Olds College web site. Vacancies may be advertised in the appropriate local newspapers for Olds, Didsbury, Innisfail, Sundre, etc. Advertisements may also be placed in the Careers Section of the Red Deer Advocate or the Edmonton Journal or the Workplace Section of the Calgary Herald. In some instances, it may be appropriate to place advertisements in related trade journals or periodicals or to post the vacancy to an appropriate web site on the Internet. The Human Resources Department will ensure that the total cost of each advertisement is within fiscally responsible limits. 3. Wherever possible, the College will group advertisements for a number of positions as opposed to placing a number of singular advertisements. 4. Recruitment advertisements will normally appear in newspapers once only for any given vacant position.

2 Page 2 5. If requested by the head of the selection committee, Human Resources will arrange to circulate copies of vacancy advertisements to other Colleges and Universities in Western Canada or to the Association of Community Colleges of Canada (ACCC). All appropriate addresses and/or fax numbers must be attached to the Advertising Request for Staff Vacancy form. 6. Supervisors/Department Heads will review vacancies within their department to ascertain the need for the position. Appropriate budget funding for the position must be established prior to commencement of recruitment activities. The appropriate Vice President or the President, the Director of College Business Services and the Director of Human Resources must authorize approval for recruitment. 7. Human Resources with the assistance of the Supervisor/Department Head, will prepare the advertisement for recruitment outlining the duties and responsibilities of the position, the qualifications required, the competition number and the closing date for accepting applications. The duties and responsibilities and the qualifications will be extracted from the up-to-date job description that should be attached to the Advertising Request for Staff Vacancy form. 8. Advertising content will meet the requirements established by the Human Rights, Citizenship and Multiculturalism Act of the Province of Alberta. 9. The recruitment and selection process will meet the requirements of the Freedom of Information and Protection of Privacy Act. B. Selection Process/Practices All advertised positions will be subject to a formal selection and interviewing process. C. Appointment Authorization The following authorizations will be required to appoint to the following positions: Position President Vice President Academic Deans/Chairs/Coordinators/ Enterprise Managers in Academic Departments/Academic Staff Members Directors and Supervisors in Student and Support Services Directors in Department of Advancement Authority Board of Governors Board of Governors and President Vice President Academic Services Vice President Student and Support Services Vice President Advancement

3 Page 3 D. Internal Employees For the purpose of these guidelines, internal employees will be described as staff members who are permanent or regular full-time, permanent or regular part-time, casual, temporary, temporary full-time, or contract who have been employed by the College within the previous twelve-month period. PROCEDURES A. Recruitment 1. Once a position has been vacated or the College has newly created a position, the Supervisor/Department Head will arrange with the Human Resources Department to draft a recruitment advertisement. 2. The Supervisor/Department Head will be responsible to complete the Advertising Request for Staff Vacancy form and to submit it with all appropriate signatures in place and an up-to-date job description attached, to the Human Resources Department. Copies of all advertisements for staff positions will be forwarded to Departments across campus for posting on appropriate bulletin boards. 3. The Human Resources Department will be responsible to designate a competition number for each vacancy being recruited by the College. 4. The Human Resources Department will advise all interviewed applicants of their status in the competition once the hiring decision has been finalized. Candidates not selected for an interview will not be contacted. B. General Selection Process 1. The Human Resources Department will review all resumes received for each competition and will develop a short-list ranking determining the candidates to be interviewed. The short-list will be forwarded with the competition file to the operating area. 2. The individual to whom the position reports will appoint a selection committee for each competition. 3. The selection committee will include adequate representation of those who work with or report to the position.

4 Page 4 4. The selection committee will establish a reasonable, consistent and fair process from which a candidate may be selected. The selection process will be determined by each selection committee on a case-by-case basis. This will include a review of the resumes, agreement with the Human Resources Department on a ranking of candidates for interviews, and an interview and evaluation process. 5. The offer of employment will not be made until appropriate reference checks have been conducted by the Human Resources Department or by members of the selection committee. Reference checks will not be conducted without the prior consent of the candidate. 6. The Director of Human Resources will provide written confirmation of appointment to the successful candidate. 7. Interview expenses will not normally be paid for candidates. Any request to pay interview expenses must be approved by the Director of Human Resources prior to the interview. C. Selection Process for Academic Staff 1. The Human Resources Department will review all resumes received for each competition and will develop a short-list ranking determining the candidates to be interviewed. The short-list will be forwarded with the competition file to the operating area. 2. The individual to whom the position reports will appoint a selection committee for each competition. 3. Two or more members of the selection committee will be Academic Staff Members in the Department. They will be appointed by the Dean/Chair in consultation with other staff members in the Department. 4. The selection committee will establish a reasonable, consistent and fair process from which a candidate may be selected for the position. The selection process will be determined by each selection committee on a case-by-case basis. This will include a review of the resumes, agreement with the Human Resources Department on the ranking of candidates for interview, and an interview and evaluation process. The selection committee will make a recommendation for appointment to the Vice-President, Academic Services. If the selection committee does not reach consensus on a recommendation for appointment, members may submit separate recommendations to the Vice-President, Academic Services.

5 Page 5 5. A written confirmation of appointment will be given to the successful candidate and will set out at least the following: a) The category of appointment whether it be Permanent full-time, Permanent part-time, Temporary full-time or Casual b) The initial placement on the salary schedule, clearly identifying the educational and experience increments granted; c) The current annual salary entitlement of the candidate; and d) The eventual maximum salary (subject to acceptable performance) for which that member is qualified at the time of appointment. D. Appointment of Chairs Appointment and assignment of duties of Chairs shall be in accordance with procedures as established in the College Chair Appointments Policy (C18) located in the Olds College Policies and Procedures Manual. E. Competitions for Academic Appointments Casual Temporary Full-time Permanent Part-time or Full-time Coordinators Initial appointment is normally by external competition. Reappointment can be made if the scope of the reappointment is unchanged from the initial appointment. Initial appointment by external competition. Reappointment can be made with OCFA approval (Section 6.04) if the scope of the reappointment is unchanged from the initial appointment. External competition. Initial appointment by internal competition. An external competition may be held if no qualified internal candidates are available. A limit of one reappointment can be made unless no other candidates apply. Where the status of the position changes from casual to temporary full-time or from temporary full-time to permanent part-time or full-time, an external competition will be held. Should circumstances require any change in the above process for appointment, Administration will consult with OCFA.

6 Page 6 F. Internal Appointments 1. A posting which is designated as internal is accessible to all Olds College staff members (permanent or regular full-time, permanent or regular part-time, casual, temporary, temporary full-time, and contract) who have been employed by the College within the previous twelve-month period. 2. Internal candidates who meet the qualifications set out in the job advertisement may be interviewed for the position. If the internal candidates do not fill the necessary job requirements, they will not be interviewed unless the interview team deems that a courtesy interview would be appropriate. If this is found to be the case, the candidate will be informed that he/she will be participating in a courtesy interview prior to its commencement. Olds College will respect the applicable collective agreements with respect to these guidelines. 3. Unless otherwise agreed, successful internal candidates will give two weeks notice to their current Supervisors prior to the commencement of their new position. 4. In some instances, a vacancy may be filled temporarily by an employee in a acting role. Before the position can be filled permanently, it must be advertised for a period of seven calendar days. The decision as to whether this posting will be advertised externally or internally will be made on a case-bycase basis by the appropriate Department Head and Vice President in consultation with the Director of Human Resources. G. Temporary Staff and Student Employee Appointments 1. Supervisors needing to hire temporary employees or student employees will seek the approval of the appropriate Vice President. Once approved, appropriate forms must be sent to the Human Resources Department BEFORE the employee actually commences employment with Olds College. If the employment duration is more than forty (40) hours, there must be an internal or external competition. 2. The Human Resources Department in consultation with the Supervisor will determine appropriate wage rates to be paid to temporary or student employees. 3. Specific salaries are quoted by the Human Resources Department to the successful candidate. Supervisors may inform the candidate of the salary range for the job. 4. The Supervisor will be required to complete a Request for Temporary Staff form that includes the term of employment, salary and confirmation that budget funding is available.

7 Page 7 5. Additional guidelines regarding the hiring of student employees can be found in the Student Employee Policy (C13) located in the Olds College Policies and Procedures Manual. IMPLEMENTATION AND ADMINISTRATIVE RESPONSIBILITY Director of Human Resources. This policy will be reviewed at least every five years.

8 APPENDIX 1 C1 Hiring Process \ Practice Approved by VPSS Feb. 18, 2014 Olds College recognizes the need to obtain the services of employees and / or independent contractors to provide expertise and services required for specific terms or for delivery of a specific product or service. GUIDELINES The following guidelines will be used to establish whether the relationship with the College is an employer / employee relationship or whether the relationship is that of an independent contractor. EMPLOYER / EMPLOYEE RELATIONSHIP An employer / employee relationship generally exists if at least one of the following conditions apply: a) The provider of the service is deemed to be affiliated with the College. The College determines what jobs the provider of the service will do and directs, scrutinizes, and effectively controls many elements of how and when the work is performed. This includes identifying the results of the work, the method used to do the work and providing training on how to do the work. b) The provider of the service is to provide services which are normally provided by other employees of the College. c) The provider of the service utilizes the space, equipment, and materials of the College. d) The provider of the service will not make his / her services available to another client or employer without having disclosed this to the College such that the manager can assess whether a conflict of interest or potential conflict of interest exists, in accordance with the Conflict of Interest Policy. e) The College determines and controls the method and amount of pay and is responsible for making statutory deductions and remittances on behalf of the provider of the service. The provider of the service is paid an amount in lieu of vacation and is not provided with employee benefits, such as group insurance benefits, vacations, and pension contributions, etc. Where the above conditions are met, an Olds College Contract of Employment will be completed. These contracts will be limited to: i. Term temporary appointments in the Administrative, Management and Exempt group where the person is employed in the capacity of an employee. ii. Instruction instructional or related positions, subject to the Collective Agreement between the Olds College Board of Governors and the Olds College Faculty Association, where the person is employed in the capacity of an employee. INDEPENDENT CONTRACTOR An Independent Contractor relationship exists if at least one of the following conditions apply:

9 a) The provider of the service is not directly affiliated with the College and makes his / her service available to other clients and the public. The provider of the service can accept or refuse work from the College. b) The working relationship between the College and the provider of the service does not present a degree of continuity, loyalty, security, subordination, or integration, all of which are generally associated with an employer-employee relationship. c) The provider of the service operates an identifiable business such as a limited company, partnership, proprietorship, etc. d) The provider of the service is responsible for making statutory deductions and remittances on his / her own behalf including income tax, CPP, EI, and WCB. Independent contractors are not provided with employee benefits, such as group insurance benefits, vacations, and pension contributions, etc. Where the above conditions are met, an Independent Contractor Contract will be completed. These contracts will be limited to: i. Instruction of course(s) where the course(s) are related to the business of the contractor and the course(s) and / or seminar(s) are not considered regular programming. ii. Guest lecturers who are not employed by the College. iii. Consultants whose services are beyond the terms of an employment contract. For further details, refer to the CRA s guide RC4110 Employee or Self-Employed? at: PROCEDURES Contracts will be formulated on an individual basis between the manager responsible for the contract and the individual / contractor. Signing authority for the contract is vested with the manager if the total salary or the amount payable is $10, or under. For contracts over $10,000.00, the appropriate Vice President or the President will sign on behalf of the College. Contracts must be signed by all parties prior to commencement of work activities. When entering into a contract with an Independent Contractor, the hiring department must comply with purchasing procedures, as appropriate. If any question arises with respect to the type of contract to be completed, the matter should be discussed with the Director, Human Resources and / or the Chief Financial Officer. A copy of all Contracts of Employment will be filed in Human Resources. A copy of all Independent Contractor Contracts will be filed in Business Services.