Introduction to the Recruitment Process

1. RAD 202 Introduction to the Recruitment Process Maryam Bagheritari, Human Resource Consultant Regine Moore, Recruitment & Recall Coordinator Human Resource Services – University of Alberta

2. Top 10 List • How do I start? • Legislation, Policies and Procedures • Collective and Staff Agreements • Posting process for Academics • Posting process for Support Staff • Duty to accommodate and recall • Interviewing and selection • References • Making the offer • Probation

3. Recruitment at the University of Alberta • Know your HR contact in your home department • Central Human Resource Services is accountable for: • Position evaluation • Posting review process • External advertising coordination • Recall and duty to accommodate checks • Employment Equity and Diversity Programming • Student Employment Program administration • Providing recruitment tools and checklists • Providing advice and guidance

4. Legislation, Policies and Procedures Federal and Provincial Legislation • Alberta Human Rights Act; the Alberta Employment Standards Code; Freedom of Information and Protection of Privacy (FOIPP) UofA Policies - UAPPOL • Discrimination, Harassment and Duty to Accommodate Policy • Employment Relationship Policy • Support Staff Posting and Advertising Procedure • Academic Staff Posting and Advertising Procedure

5. Collective and Staff Agreements • AASUA Staff Agreements • Seven (7) groups of academic staff • NASA Collective Agreements • Support staff • Operating funded • Trust funded • ESL instructors

6. Position Evaluation • Academic positions require a position description (APO, TAP, TRAS) • Support staff positions require a Job Fact Sheet (positions greater than 12 months in duration) • Review existing and make necessary change; submit for evaluation • Write new description and submit for evaluation

7. Posting Process Overview • Faculties and Departments initiate their own posting into the Recruitment and Advertising Database, also known as RAD • Once the departments have completed their posting, HRS Recruitment Services is notified via the RAD system • HRS Recruitment Services reviews the posting and coordinates any external advertising needs • Positions that are within the NASA Collective Agreement are subject to Recall and Duty to Accommodate (DTA) • If there is a Recall or DTA match, the department will be contacted • If there is no Recall or DTA match, the posting will go live on the UofA Careers website • Posting goes live on the Careers Website

8. Postings • Positions must be posted for a minimum of five (5) business days • All postings should include an informational paragraph about the department • If considering hiring a Foreign National, postings must comply with other immigration requirements • For postings, be mindful of the bona fide occupational requirements; under/overstate for position • All postings will include the U of A Employment Equity Statement

9. UofA Equity Statement The University of Alberta hires on the basis of merit. We are committed to the principle of equity in employment. We welcome diversity and encourage applications from all qualified women and men, including persons with disabilities, members of visible minorities, and Aboriginal persons.

10. Pre-screening, Shortlisting and Scheduling the Interview • Pre-screen the Applications • Define the selection criteria • Shortlisting Candidates • Decide how many candidates you feel is appropriate to interview (this can range from 3-6 candidates) • Determine the length of interview time (including computer testing or other assessment tools) • Schedule the Interview • Avoid assigning one day for interviews

11. The Interview • Determine Selection Committee/Panel • Develop an interview plan • Review the candidates resume prior to interviewing to be more prepared • Begin interviews with an overview of the unit, work team, etc. • Explain other duties that may be included in the position that were not advertised

12. Interview Tips • Ensure all interviewees have equal opportunity to present their suitability to the position (same interview plan) • The interview is not meant to cross examine or interrogate anyone; however, probing questions are allowed for clarity or detail • Ask questions that are related to the position; avoid questions that may reveal personal characteristics that are protected under the Human Rights Law

13. Reference Checking • Importance of doing reference checks; review with candidate the references that were provided and seek clarification • Have candidate sign “Consent for Collection and Verification of Information” Form • References should be contacted by one individual that participated in the interview • Determine appropriate questions, flexibility, probing questions • Avoid questions that will reveal characteristics that are protected under the Human Rights Act • Unsolicited references

14. Making the Offer • Verbal offer • Offer letter • Appointment form • Unsuccessful candidates • File management/retention policy

15. Probation • Overall evaluation of incumbent’s skill and fit for position • Orientation and training • Provide periodic assessments • Seek consultation with HR Consultant for any probationary concerns

16. Open Discussion

17. For Further Information … Website: www.hrs.ualberta.ca/HiringandManaging Contact: hrs.recruitment@ualberta.ca Regine Moore, Recall & Recruitment Coordinator, 492-6453, regine.moore@alberta.ca Employee Relations and Human Resource ConsultingEmployeeRelations@ualberta.ca. Human Resources Consultants provide specific guidance and support with the Interview and Selection Process Academic Services: Academic.Services@ualberta.ca Catherine Anley, Employment Equity Advisor, 492-7325,catherine.anley@ualberta.ca

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