TION. December 21, 1993 Administrator Human Resources Service INFORMATION PAGE

Transcription

1 IDENTIFICATION CODE POL TITLE: HIRING POLICY OF HUMAN RESOURCES ENFORCEMENT DATE REQUIRED AUTHORIZA- TION RESPONSIBLE FOR FOL- LOW-UP December 21, 1993 Administrator Human Resources Service INFORMATION PAGE ADOPTION LAST MODIFICATION DATE AUTHORIZATION December 21, 1993 Ordinance

2 Table des matières 1. POLICY OBJECTIVES LEGAL AND JUDICIAL SETTING FIELD OF APPLICATION RESPONSIBILITIES NEEDS IN HUMAN RESOURCES RECRUITMENT SELECTION WELCOMING PROBATION VARIOUS PROVISIONS... 8 APPENDIX I... 9 APPENDIX II APPENDIX III APPENDIX IV... 19

3 1. POLICY OBJECTIVES The objectives of this policy are: 1.1 To ensure the school board of competent and qualified human resources who will best meet the requirements of the posts to be filled; 1.2 To specify the roles and responsibilities of the various people involved in the hiring process; 1.3 To adopt a precise method when the need arises to create or fill a post, to recruit, select, hire and welcome human resources; 1.4 To make sure that the probation of new teachers and of other categories of personnel is handled efficiently. 2. LEGAL AND JUDICIAL SETTING The hiring of human resources is achieved with respect to: 2.1 Legislation and regulations in force; 2.2 Regulations on working conditions on hors-cadre and cadre personnel and school principals; 2.3 The various collective agreements for unionized personnel; 2.4 The classification plans of the different categories of personnel; 3. FIELD OF APPLICATION 3.1 This policy covers all types of hiring to fill regular posts in the following categories of personnel: 1. «cadre» 2. school principal 3. professionnal 4. teacher 5. support personnel 1

4 3.2 This policy also establishes the manner of assignation for non regular posts for the same categories of personnel. 4. RESPONSIBILITIES 4.1 Administrator Authorizes hiring of all categories of personnel Signs all hiring contracts Ensures that the hiring policy and its evaluation is respected. 4.2 The service of human resources Makes known the nature and the requirements of the post to be filled; Forward to the MELS, forms regarding open positions; Receives job offers and sends acknowledgements of receipt; Pre-selects candidates; Organizes the selection committee and the administration of tests if necessary; Obtains references from at least three (3) former employers; Proceeds with the hiring of the chosen candidate; Prepares the contract of engagement; During a specific meeting, if any, during which the chosen candidate receives the information on working conditions (insurance, rent, annual trips, isolation premium, point of departure etc..) and a copy of his collective agreement, a pamphlet on insurance and pension fund, union application and a form for income tax exemptions and also verification of judicial antecedents. If there is no meeting, the documents will be sent by mail; Makes up a file containing diplomas, working experience attestations, all the necessary legal and administrative documents; 2

5 Ensures that the selected candidate to fill a regular post supplies a medical certificate testifying that he is fit to fill the functions; before he is hired the board may require a medical certificate from the candidate, if judged necessary; Ensures that the probation system is followed and forwarded to the MELS after having signed the recommendations for a teaching diploma; Ensures that forms required by the MELS (SE-2) are signed and remitted with all necessary documentation 4.3 The School Principal or the Director of Service Participates in the analysis and in the planning of the needs in human resources; Specifies particular requirements of the post to be filled; Participates in the selection process; Welcomes the new employee and supplies him with information related to his function; Supervises the employee and reports to the service of human resources on the results of the evaluation of the probation period. 4.4 The Selection Committee Establishes the criteria on which the selection will take place and decides on the other modalities to be used to identify the candidate who will best answer to the criteria held; Meets candidates in interviews if the interview is part of the procedure of such hiring, evaluates the candidates, identifies the one that best meets the requirements of the post to be filled; Only the administrator or the service of human resources may reveal, if they so judge, some observations obtained during the selection process to a candidate who was not chosen and who made such a request in writing; Members of the selection committee return to the service of human resources all documents related to the selection in order to ensure confidentiality. 3

6 5. NEEDS IN HUMAN RESOURCES 5.1 Regular personnel (teachers) The number of teachers is determined annually according to the anticipated student enrolment, the collective agreement articles concerning teachers workload, and the MELS ratios for the distribution of human resources; The school principal or the person in charge of adult education services makes his needs known to human resource services. 5.2 Regular personnel - non teaching ( cadre, school principal, professional, support personnel) The needs in non-teaching personnel are set each year according to the budget planning of the school board; When a post becomes vacant, the need to fill the post will be re-evaluated by the school principal or the cadre of the concerned service for recommendation to the administrator; The administrator analysis the request considering the following elements: 1. the objectives followed according to the priorities of the board or the service; 2. the necessity and urgency with which the post must be filled; 3. the possibilities of employing personnel on availability; 4. the budgetary situation; 5. the collective agreements. 5.3 Temporary Replacement (teachers) As a rule, a teacher is replaced at any absence during which he should be teaching. The school principal decides if he ought to be replaced and tries to call upon a legally qualified teacher who has the best academic qualifications and the best experience possible; 4

7 5.3.2 The school principal makes up his list of supply teachers for each of his schools by order of qualifications. The service of human resources will assist the school principal when required. 5.4 Temporary Replacement ( cadre, principal) The decision to temporarily replace a cadre or a principal rests with the administrator Temporary Replacement (professional and support personnel) The decision to temporarily replace a member of support personnel or a professional rests with the school principal or cadre. 5.6 Request for Human Resources The school principal or cadre who wishes to create a new post or to fill a vacant position or to benefit from the services of an additional employee sends such a request to human resources service; This request will be transmitted to the administrator with relevant comments. 6. RECRUITMENT 6.1 Regular Personnel When the board decides to fill a vacant post, it follows the rules of posting foreseen in the regulations and collective agreements governing the working conditions related to the post to be filled; If the post has not been filled in this manner or if the number of quality candidacies is judged insufficient, the recruiting is done through posting in the newspapers and/or by Internet and/or by any appropriate other means; In order to accelerate the process of recruiting, internal and external job offers may be posted simultaneously. 6.2 Temporary Personnel 5

8 6.2.1 The recruitment of temporary personnel for replacements or work surplus is done through offers of services received by the service of human resources and if need be, through postings in newspapers and/or by Internet and/or by any appropriate other means. 6.3 Offers of service Anyone who wishes to work for the board must send an offer of services in writing. This offer should include a letter of presentation along with a curriculum vitae; The service of human resources acknowledges receipt of all offers of services and keeps them active for a year. 7. SELECTION 7.1 Pre-selection When, for a given post, offers of services are too numerous, the service of human resources proceeds by a pre-selection in order to render the selection process more efficient; Pre-selection is done taking into account qualifications, experience, competence and particular requirements judged necessary to fill the post. The selection committee is made aware of the criteria used for this pre-selection; When qualifications, experience and competence are equal, preference will be given to candidates living on the territory of the board; If a candidate stands out after pre-selection, a recommendation to hire may be presented to the decisional party. 7.2 Employment Tests In order to verify their aptitudes to accomplish related tasks of the post to be filled, retained candidates may be submitted to tests following the pre-selection. 7.3 Selection The make-up of the selection committee. 6

9 To fill a cadre position or that of school principal, the selection committee is made up of the administrator, the person in charge of human resources service and the possibility of an outside resource person. To fill a teaching, professional or support position, the selection committee is normally made up of the school principal, or the cadre of the concerned service and the person in charge of human resources service. When recruiting a professional, add the possibility of the presence of the administrator and/or an outside resource person Regular and Temporary Employee (six months & more) Whether it is to hire for a regular or temporary post, for a predetermined period of six months or more, the candidate must present himself for an interview before a selection committee Temporary employee (less than six months) The school principal or the cadre of service chooses a temporary employee using lists of available candidates supplied by human resources services; An interview before a selection committee is required if the school principal or the cadre of service judges so. 8. WELCOMING 8.1 When the board proceeds with the hiring, the service of human resources gives the employee all the necessary information related to his working conditions and the internal organization of the board; 8.2 The service of human resources makes sure that the new employee will be welcomed by his immediate superior who introduces him to his new colleagues, goes over his work description with him, informs him of his expectations and tells him about the support he will receive and of the probation period. Also, if the employee comes from the outside of the assigned village, a visit of the village should be organized. 9. PROBATION 9.1 The service of human resources informs the school principal about the probation period required for the category of employee hired and supplies the necessary material for the evaluation, if need be (Appendix I, II, III); 9.2 The school principal or the cadre of service is responsible for the probation of any new 7

10 employee. He submits his written recommendation with an evaluation report to the service of human resources; 9.3 The service of human resources forwards, after having signed them, the recommendations for a permanent teaching license. 10. VARIOUS PROVISIONS 10.1 This policy has been adopted by ordinance on May 17,

11 APPENDIX I REPORT TO BE COMPLETED AT THE END OF THE PROBATION PERIOD PROFESSIONAL OR SUPPORT PERSONNEL Name: Surname: S.I.N.: School / Service: Position held: Duration of probation: from to number of months: number of days: QUANTITY OF WORK Occasionally, accomplishes more than is requested. Consistently accomplished what is required. Periodically, omits an important part of the work. Does not accomplish what is required. QUALITY OF WORK Produce exceptional work. Carries out correctly all aspects of what is required. Work has to be re-done occasionally. Work has to be re-done often. 9

12 TIME REQUIRED Maintains a consistant pace. Works at an average pace. Executes work slowly. Often wastes time. USE OF COMPUTER TECHNOLOGY Master all the office technology. Produce work requested. Insufficient knowledge of the required technology. FREQUENCY OF TYPING ERRORS Seldom makes errors. Occasional errors. Frequent errors. 10

13 RESPECT OF DEADLINES Effectively, completes the most urgent work. Produces work within the required time period. Periodically, does not produce work within the required deadlines. Seldom produces work within the required deadlines WORKING METHODS Organizes work efficiently. Organizes work competently. Organizes work with difficulty. Cannot organize work. INITIATIVE Suggests ways to improve work and efficiency. Knows how to anticipate and resolve problems related to work. Has difficulty resolving simple problems. 11

14 SENSE OF RESPONSIBILITY Accepts responsibilities with enthusiasm. Accepts the responsibilities conferred. Sometimes refers his/her problems to others. Does not accomplish what is required. RELATIONSHIP WITH IMMEDIATE SUPERVISOR Excellent collaboration and positive attitude. Good collaboration and positive attitude. Poor collaboration and negative attitude. TEAM-SPIRIT Contributes to improve team-spirit. Collaborates with colleagues. Has difficulty working in a team. 12

15 ORAL COMMUNICATION Expresses ideas with clarity and precision. Expresses ideas satisfactorily. Cannot express ideas effectively. Use appropriate diction. Uses unsatisfactory speech. Needs to improve speech. WRITTEN COMMUNICATION Use appropriate written language skills. Encounters weaknesses in the English written language. Encounters slight difficulties in the use of the written language. PUNCTUALITY Regularly present and punctual. Generally present and punctual. Often late. Frequently absent. 13

16 GLOBAL APPRECIATION During the performance of duties and taking into consideration the degree of autonomy foreseen in this class of employment, the employee needs the following type of supervision: restricted average constant Considering inherent responsibilities of this position, the employee performs: excellently very well satisfactorily insufficiently RECOMMENDATIONS Grant tenure Extend probation period Do not hire Other recommendations 14

17 DESIGNED TO THE EVALUATED I acknowledge having been informed of the evaluation made by my immediate supervisor. Date Signature Date Signature of immediate supervisor Position 15

18 APPENDIX II APPRAISAL TEMPORARY PROFESSIONAL OR SUPPORT PERSONNEL CONFIDENTIAL Name: Surname: S.I.N.: School/Service: Duration of employment: from Position held: to Number of days: CRITERIA FOR APPRAISAL Professional knowledge and technology Quality of work Quantity of work Relationship with colleagues Relationship with superiors Oral communications Written communications Motivation, dynamics Punctuality and attendance Remarks: Legend: A: Excellent B: Very good C: Good D: Satisfactory E: Unsatisfactory A B C D E To be re-called Date RECOMMENDATION Insufficient Yes No information Director s signature 16

19 APPENDIX III APPRAISAL PART-TIME TEACHER, BY THE LESSON AND OCCASIONAL SUBSTITUTE CONFIDENTIAL Name: Surname: S.I.N.: Place of employment: Duration: from to Number of days: Field: Level: APPRAISAL CRITERIA Knowledge of programs Teaching strategies Measure and evaluation Relationship with students Relationship with colleagues Relationship with parents Relationship with superiors Motivation and dynamics Class management Legend: A: Excellent B: Very good C: Good D: Satisfactory E: Unsatisfactory A B C D E Remarks: 17

20 RECOMMENDATION For a regular position Insufficient Yes No information For a part-time, by the lesson Or substitute position Date Director s signature 18

21 APPENDIX IV VERIFICATION OF JUDICIAL ANTECEDENTS Within the process of selection, The School Board is obliged to verify the judicial antecedents of all candidates, employees and voluntary workers at the service of the School Board. Criminal Charges or Crimes State, if need be, the criminal charges or crimes for which you have not been rehabilitated and may have a bearing on the position for which you are applying. By signing the present form Authorization for verification of judicial antecedents 1. I declare that the information that I have stated is true; 2. I am committed to advise the board of any changes to my judicial file that may have a link with my employment. (PLEASE PRINT YOUR NAME) DATE OF BIRTH Signature: Date: 19