HUMAN RESOURCES RECRUITMENT

1. HUMAN RESOURCESRECRUITMENT Learning Collaboratives Presented at Medical Manager’s Meeting November 25, 2010

2. Recruitment • Agenda • Purpose • Selection Policy • Process of Recruitment • Recruitment Statistics (period of 2 years) • Challenges & Problem Areas

3. Recruitment • Purpose • Our strategic staffing objective is to attract, recruit, develop and retain high quality staff, supporting development of their full potential. • The recruitment and selection of staff to fill new and vacant positions is the responsibility and collaboration between Human Resources, the Departments and the candidates. • The role of Human Resources (Faculty of Medicine) ensures the consistent application of University personnel policies and procedures in order to provide a highly service-oriented delivery of services across the Faculty and its departments.

4. Recruitment • Selection Policy • Positions are first awarded to the most competent internal candidates. • Internal candidates with Employment Security, who are temporarily without an appointment and other internal candidates who have been given notice of layoff, must be granted first priority in filling posted positions. • If no internal candidates meet the minimum requirements of the position, as posted will external candidates be considered.

5. Recruitment • Categories of Recruitment • We recruit for all non-academic positions: • a.) Clerical (unionized positions) • b.) Technical (unionized positions) • c.) Managerial (non-unionized regularized positions) • d.) M terms • Other: • a.) Casual/temporary hires • b.) Student hires • c.) Research Assistants (Academic) • d.) Stagiares (non-remunerated)

6. Recruitment • Recruitment Process for • Technical & Managerial Hires • 1. Identify vacancy • 2. Prepare job description (if new position) • 3. Posting position University wide • 4. HR screens applications for internals, • notifies Dept. if any internals • 5. Refer externals if applicable • 6. If position is paid by operating funds, • HR conducts interviews • 7. Verify references Process • 8. Decision making

7. Recruitment Recruitment Process for Clerical Hires 1.Perform ongoing external interviews 2. Identify vacancy 3. Prepare job description (if new position) 4. Posting position University wide 5. HR screens applications for internals, notifies Dept. if any internals 6. When there are no internals, we refer externals 7. HR conducts interviews for positions paid by either operating or research funds 8. Verify references Process 9. Decision making

8. Recruitment • Other Hires: • A.) Casual/temporary hires: • Department must submit a brief list of duties the incumbent will be performing. • This enables HR to be able to provide candidate with explanation of duties and determine a suitable hourly rate. • These positions are normally filled by external candidates referred by HR. • B.) Student hires: • Students are normally hired through either CAPS (Career & Placement Service) or Work Study Program. HR posts the position, pre-screens, interviews and refers to the Department. • *Timeline: may take approx. several weeks to fill student positions (required to post position, short list applicants, interview, and refer to Department)

9. Recruitment • Other Hires Cont’d: • C.) Research Assistants (Academic): • Research Assistants are hired directly by the researcher in an area. • *Note: If researcher does not have a candidate in mind whom theywish to hire, HR can post the position on the website, however, researcher is responsible for interviewing candidates, therefore, CV’s will be submitted directly to them. • D.) Stagiares(non-remunerated): • HR forwards any CV/request (from either Cegep or Adult Educational Centre) to all Departments • Departments interested in hosting a stagiare must respond to the request • Requests are based on first come first serve basis • We do take into consideration which Department can offer the best match for the stagiare (types of duties being performed to ensure that they will utilize their skills/competencies they’ve acquired).

10. Recruitment

12. Recruitment • Selecting & Interviewing candidates • Sources of recruitment (Internal vs. external candidates) • External candidates: • HR interviews external candidates on a general basis as most apply to numerous positions. • This creates a bank of CV’s for HR and enables us to refer candidates if it is required that we need to recruit externally (whether for a permanent or temporary position). • After the eight (8) posting days, internal CV’s are reviewed • Internal candidates: • HR provides access to Department Administrators to view and rank internal applications. • HR pre-screens all qualified internals and conducts preliminary interviews & testing. • Short listed candidates are referred to Department. If need be, HR interviews with Administrator and the Supervisor/s supporting the position.

13. Recruitment • Reference Verification & Decision Making • References: • Once interviews are complete, HR verifies references for short listed candidate/s (one or two candidates) • Decision Making: • Once references are finalized, HR and Department discuss and derive at a decision. HR contacts candidate to make the offer. • Note: For external candidates being hired through a position that is supported by operating funds, it is required that we request external hire approval with Central HR. This process may take approx. one week or so to generate request and await approval.

14. Recruitment • Statistics on Recruitment • Average Quarterly Recruitment (three month period): • Between 20-30 clerical, technical & managerial positions to fill • Yearly Recruitment: • Period of June 1,2008 - May 31,2009 Filled 113 positions • Period of June 1,2009 – May 31, 2010 Filled 130 positions

15. Recruitment • Challenges & Problem Areas • Research funded positions: • To avoid an incumbent accruing employment security, all funding for researched funded positions must be supported through research grants (normally 2F funding) • Salaries & pay equity: • Clerical & technical staff hired must be paid at the base of the salary scale in order to maintain pay equity. • HR advises external candidates of salary expectation prior to them being referred to Departments so that they are already made aware. • If a casual is hired by the Department, it is strongly recommended that a rate lower or equal to the base salary is offered. This avoids encountering problems in future when the position becomes available and candidate requests above base as he/she has been receiving a higher rate as a casual.

16. Recruitment • Challenges & Problem Areas Cont’d: • 3. Casuals/temporary staff hired outside of HR, by the Dept.: • It is recommended that CV’s of candidates who are referred to Departments be sent to HR for review to ensure candidates meet the requirements/skills of position. • 4. Reference Verification: • If a casual is hired by the Department, references must be verified despite the fact they are being hired as casual staff. • This expedites the process for when a position is posted and the Dept. wishes to hire the casual into the position, verification is already complete. • HR requires a copy of the reference verification if completed by Dept. It is mandatory to have this on file.

17. Recruitment • Challenges & Problem Areas Cont’d: • 5. Staff on Relocation: • Incumbents whose positions have been abolished. • Individuals are protected at their salaries and levels. • We have no alternative to place staff who are on relocation into a first available position. • They can be placed into lower level positions if that is all what is available.

18. CONTACT INFO: STAFF LIST Manager/ Senior Human Resources Advisor Melina Tondino Tel: (514) 398-5721 Fax: (514) 398-1560e-mail:  melina.tondino@mcgill.ca Human Resources Advisor Shakir Ladha Tel: (514) 398-3161 Fax: (514) 398-1560e-mail: shakir.ladha@mcgill.ca Human Resources AdministratorLinda De LucaTel: (514) 398-5238 Fax: (514) 398-1560e-mail: linda.deluca@mcgill.ca Human Resources Administrator Nancy Brault Tel: (514) 398-4528 Fax: (514) 398-1560e-mail: nancy.brault@mcgill.ca Human Resources Coordinator Rowshan Akhter Tel: (514) 398-3526 Fax: (514) 398-1560 e-mail: rowshan.akhter@mcgill.ca

19. Recruitment • Thank you! • Questions?