Employee recruitment and onboarding

hiring

Recruitment is a process to attract, assess and select the most qualified person for a job. The specific steps, tools or resources used may vary greatly to reflect the context of any given job opportunity.

The Recruitment Workbook provides best practice recruitment tools and techniques to support you throughout the hiring process. Our Road Map will help you navigate our recruitment process and show you where to find resources to help you along the way.

The Recruitment Planning Checklist will help you stay organized and ensure all steps are being completed along the way.

Step 1: Get Ready - Plan your recruitment

Before you post your position in UVic Careers it is a good idea to review your staffing requirements with HR and ensure you have all of your required documents and approvals in place. This section includes resources and tools to help you plan your recruitment and post your position in UVic Careers

Review your staff requirements

Before start the the process to hire new staff, it is a good idea to include HR staff early in the process. Your first contact to help you get started is your Human Resources Consultant (HRC). Their expertise can help you review your organizational structure and provide recommendations for achieving your preferred hiring outcomes.

Make diversity and equity a priority

The university encourages applications from women, persons with a disability, visible minorities, Aboriginal Peoples and people of all sexual orientations and genders. Recruitment related processes and procedures are governed by BC Human Rights legislation and by UVic equity policies. UVic’s Equity and Human Rights (EQHR) office monitors and reviews our employment systems and policies to ensure they do not pose barriers to any designated groups.

Every department has a diversity and equity plan. An important component your recruitment planning process is to connect with your AVP or another senior leader to talk about your department’s diversity and equity plan.

The 8 Steps to Preferential and Limited Hiring and the Preferential and limited hiring quick guide describes the steps involved in creating a requisition and considering applicants for a preferential or limited hiring proces.

Toolkit

Get resources to integrate equity into all stages of hiring and employment. The toolkit was developed jointly with Human Resources, Vice President Academic and EQHR. Resources are for different employee groups and stages of the employment process.

Additional resources:

Off campus resources:

Write a job description

If you have a new position or revising a position you will need to write a job description before you complete the online staff requisition form.

Job descriptions should be as broad as possible and identify the key role and responsibilities.  In addition, job descriptions form the foundation for classification,  job postings (the summary and qualifications section), recruitment (shortlist based on qualifications) and selection (interview questions based on skills and abilities identified). 

When updating or writing a new job description please contact your HR Advisor as early as possible. Their guidance and expertise will save you time and ensure your staff recruitment attracts the right candidates.

Job description templates

Please contact your HR Advisor if you require the job description template for an excluded position.

Resources

We have a job description library for you to reference and help you write the job description. For information on the job evaluation process contact you HR Advisor or visit the website.

Previous postings are available for you to use as you build your job description. Please remember that a posting is not a job description.

Duty to Accommodate

The Human Rights Code requires employers to accommodate the needs of individuals or groups covered by the Code. The duty to accommodate arises where a workplace rule or job requirement, which is neutral and consistently applied, has an adverse impact on a person or group covered by the Code. The duty extends to the point at which further accommodation would cause the employer “undue hardship.” Generally, this applies to applicants or employees on the basis of a disability, religious observance or family responsibilities.

  • The University’s duty to accommodate extends to the requirement to provide accommodation as needed for applicants for a position.
  • It may be necessary to accommodate a person with a disability during the selection process by ensuring events are scheduled in accessible locations.
  • Applicants with a disability must be assessed solely in terms of the qualifications required for the job and their ability to perform the job with or without accommodation.
  • The fact that a qualified person requires some form of accommodation to perform the job cannot be held against him/her in the evaluation of candidates.
  • There is an Accommodation Fund which can be used to assist in providing equipment or tools if a person with a disability is hired who requires this type of accommodation.
  • Other types of accommodation may relate to flexible scheduling.
  • Contact the Work Life Consultant in HR or the Office of Equity and Human Rights for more information.

Accommodation
  • Means any temporary or permanent measure used to remove a barrier which prevents an individual from performing or fulfilling the substantive duties of the job.
  • Will be provided for the identified needs of an individual in all employment areas including recruitment and retention, training, promotion, and any other condition of employment where the need for accommodation is demonstrated.
  • Is based on individual circumstances and can include, but is not limited to technical aids, job redesign, workplace modification, work scheduling, employment policy and practice modification.

Undue hardship
  • Undue hardship must be decided in the circumstances of each case, but would likely include:
  • When there is a risk to the safety of others or a substantial risk of personal injury to the employee requiring accommodation when financial cost is such that a program or service would cease to exist due to the financial burden of the accommodation, or other circumstances where it would be unreasonable to expect the University to bear the costs of accommodation.
  • When accommodation alternatives would result in lowering standards or essential job requirements being unmet.
  • When the accommodation would be unduly disruptive to a collective agreement

Additional resources:

Recall Lists and Duty to Accommodate current employees

Duty to Accommodate candidates are employees that the university, as one employer, has an obligation to take measures to eliminate disadvantages that result from a rule, practice or physical barrier that has or may have an adverse impact on individuals or groups protected under the Canadian Human Rights Act or identified as a designated group under the Employment Equity Act.

Recall and placement candidates are employees who have been laid off from their positions through no fault of their own. Recall is available to CUPE 917, CUPE 951 and PEA employees.

After you submit your job through UVic Careers, and it has been approved by the Budget Office, your job vacancy will be reviewed by HR and if your position is deemed a fit for a recall or duty to accommodate employee, you will be contacted by the appropriate HR contact with information on next steps.

Approvals and budget

All job postings require approval from the Budget Office. The approvals required will depend on the type of position you are posting. Please contact the Budget Office: if you have any questions.

UVic Careers

Step 6 of the Create a requisition for a job posting quick guide. has instructions on selecting an approval chain in our online job managing system.

The Requisition approvals quick guide describes key steps in approving a requisition. It also describes how to edit rejected requisitions and re-submit them for approval.

Post a job in UVic Careers

UVic Careers is the online job management system for all staff job postings in the following employee groups: CUPE 917, CUPE 951, Exempt Support Staff, PEA and Management Excluded.

The UVic Careers-system resources for hiring managers page has guides to help you navigate the process

Recruitment records

Records concerning hiring or hiring recommendations are maintained according to established protocol. Review the protocols regularly for updates: http://www.uvic.ca/recordsmanagement/index.php

Competition records, including interview notes may be subject to FOI access requests. Notes from this competition should be retained for at least 1 year from the date of completion of the search.

HR resources

Campus resources

Recruitment policies, protocols and guidelines

Step 2: Get Set - Review and evaluate applicants

As soon as you recieve applications you can proceed with their review. These resources will help you review and evaluate applicants and ensure you have the relevant Collective Agreement information on screening internal applicants.

Search committee

A search committee that provides diverse perspectives and expertise is an effective way to support a fair, equitable and transparent process. This also supports the university’s goals of objectivity and diversity, and minimizes bias. When you select your search committee members have you considered:
  • Diversity – is there representation from one or more designated groups.
  • Representation from your department?
  • Representation from the broader UVic community (where appropriate), students, faculty, staff?
  • Stakeholder representation (where appropriate), clients or peers from other departments?

Composition
The size and composition of your search committee will vary, depending on the level and complexity of the position being filled. There may also be mandated requirements, should the vacancy be a position associated with a union.
Please review the collective agreements to understand your obligations.

Membership
When you choose your committee members, consider how to best represent:

  • Diversity: women, minority members
  • Your department
  • UVic community: other departments, students, staff, faculty members
  • Stakeholders: clients, peers from other departments.

Roles and responsibilities
The roles of individual members may vary depending on your recruitment. In some cases, members are assigned specific roles to keep the committee on task and moving forward.

UVic Careers

The Creating and managing teams quick guide describes key steps in creating and managing teams in the job management system

Review applications

As soon as you receive the applications, you can proceed with their review. Review every application carefully, and base your conclusions on what is evident in the application first. Confirm or clarify the accuracy of applicant details and consider how these factors impact your process:

  • Internal status
  • Foreign status
  • Preferential/Limited Hire
  • Equity

Internal status
Internal applicants often require specific considerations as a result of legal obligations. In the case of union competitions, there are items within each relevant Collective Agreement that you will need to confirm:

The Screening and circulating applications quick guide describes the key steps in screening applications and circulating resumés to your selection committee.

The Reviewing candidate applications: For team members quick guides describes how team members will access requisitions from the Manage Requisition screen.

Considering applications from foreign workers:

Carefully review applications to identify those that may be foreign workers. Look for evidence that confirms:

  • Canadian Citizenship or permanent residence
  • Eligibility to work in Canada
  • Reference to valid work permi to work at UVic or an ‘open’ employer
  • Reference to a valid work permit that covers the full term of the position

NOTE:  Only those that hold Canadian Citizenship or Permanent Residency are eligible to work in continuing positions.

Foreign work permits and immigration issues are complex. Please refer to http://www.uvic.ca/immigration/ .

Evaluate candidates

Interview and reference checks

Set 3: Hire - Hire and onboard your new employee

After you have made a selection, you will need to extend an offer and onboard your preferred candidate. Hiring Managers are responsible for onboarding new hires in UVic Careers. This is a mandatory step and will trigger the workflow to send your employee to required training and benefit documents.

Extend an offer of employment

Generally, when applicants are relatively equal, choose the applicant who best meets the identified skills criteria. Hiring decisions must be consistent with the relevant collective agreement, terms and conditions of employment or handbook and include obligations with respect to seniority, work performance and qualifications.

Make the offer

Before you extend an offer of employment we strongly recommend that you contact your HR Advisor to confirm discuss salary placement and review the Salary Administration guidelines. They are regularly reviewed and updated by HR to ensure relevant collective agreement and/or legislated employment standards are met. Employment offer templates are available through in UVic Careers. The Extending offers of employment quick guide describes key system steps in extending an offer to a prospective employee.

If you have a unique hiring situation and cannot locate an offer letter template that reflects your needs, please contact an HR Advisor for help.

Relocation grant policy
Employees hired into full-time, ongoing positions under the PEA Collective Agreement and under the Management Excluded Terms and Conditions of Employment, may be eligible for a relocation grant. Review the Relocation Grant Policy carefully and before you make any verbal or written commitments, contact HR to confirm eligibility.

Close the competition - Hire and Onboard

Once the applicant has accepted your offer finalize the hire and initiate onboarding in UVic Careers. When you hire your applicant the rest of the applicant pool will be dispositioned from the competition and the status of the competition will be filled in the job management system.

The hire and onboarding process in UVic Careers is a mandatory step and the responsibility of the hiring manager. Through this process your new employee will receive nandatory training, an employee number, NetLink ID, benefit and payroll forms. The Hiring and onboarding quick guide describes the key steps in hiring and onboarding a new employee.

Participation in the University’s group benefit plans is a condition of employment for many employee groups. A delay in enrolment will result in financial hardship for the employee (benefit premiums are payable from the date of eligibility) and prevents the employee from accessing the benefits to which they are entitled. Initiating the onboarding process and ensuring the completion of enrolment forms with the required privacy training is mandatory and the responsibility of the hiring manager.

Notification and feedback

Feedback to applicants assists them in their future job search efforts. Your feedback should be objective, factual and timely. You may discuss the status of the hiring process with applicants at any time, even before a hiring offer is made. Feedback is important to applicants who request it, and this practice helps UVic maintain its reputation as a top employer.

Your department is responsible for notifying applicants of the status of their applications. Be prepared to field and respond to inquiries; applicants may request the status of their applications at any time and you may offer these details at any time during the process.

Unsuccessful applicants may want to know why they were unsuccessful and may request feedback on the status of their application at any time. Remember that the automated responses provided by UVic Careers recruitment system are very general.

Best practice recommends that you notify all applicants in some manner, however there may also be collective agreement requirements that must be followed.

  • CUPE 917 competitions: Article 16
  • CUPE 951 competitions: Article 16.05
  • PEA competitions: Article 5.06

The Communicating with applicants quick guide describes the process for considering and notifying internal applicants in UVic Careers.

Orientation and onboarding

A fair and equitable process that includes posting, up-to-date job description, consistent assessment process and well written offer letter each set the stage for successful on-boarding and orientation. Additional information and resources to welcome your new employee to your department are available through the university’s Employee Resources and Human Resources websites. The onboarding section of the UVic HR website provides links to several important resources, including an Ornboarding Checklist, Employee Handbook, information on the Manager’s Role in onboarding and the Performance Development Process.

This section of the website also includes other information useful when welcoming a new employee, such as Bus Passes and Parking, links to Employee Groups, and Campus links of interest.

New Employee Welcome is hosted by Human Resources each year. This informative workshop introduces new employees to various UVic executive, outlines the components of the UVic Edge, and provides opportunities to engage in conversations and activities that highlight university culture, values, and community, all while networking with new people from across campus. If you would like additional information please click here.

Disability and Accessibility Resources are also offered on campus. This material should be incorporated into your onboarding.

UVic Careers - online job management system

UVic Careers is the online job management system used by the university for all staff job postings.

System guides and information on weekly drop-in sessions is available here.

Casual Staff

Temporary Staffing Solutions

Temporary Staffing Solutions is our in house temp agency.

Through our services, you will have access to a pool including broad and diverse experience and skill sets. Each casual has been interviewed, screened and reference checked to ensure we deliver your required qualifications.

How our services work

You submit a casual staff request form clearly detailing your needs. We select and assign the right casual from our pool to meet your needs and we take care of the administrative details.

Please email completed request form to

Hiring your own casual staff

If you are hiring casual staff, you may use UVic Careers for your job posting. Please contact an for more information.

Employment Equity Toolkit

Get resources to integrate equity into all stages of hiring and employment. The toolkit was developed jointly with Human Resources, Vice President Academic and EQHR. Resources are for different employee groups and stages of the employment process.

Orientation and onboarding

Additional information and resources to welcome your new employee to your department. The onboarding section of the UVic HR website provides links to several important resources, including an Ornboarding Checklist, Employee Handbook, information on the Manager’s Role in onboarding and the Performance Development Process.

This section of the website also includes other information useful when welcoming a new employee, such as links to Employee Groups and Campus links of interest.

Disability and Accessibility Resources are also offered on campus. This material should be incorporated into your onboarding.

Related staff and forms