Full-time Faculty and Librarian
Hiring/Searches
Academic Administrators Meeting
August 30th, 2011
Administering the WLUFA Collective
Agreement: Agenda
Faculty/Librarian Searches including:
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The Job Ad
The Shortlist
The Interview
The Recommendation
Employment Equity best practices
Hiring non-Canadians: Labour Market Opinions and work
permits
Kendra Young, Faculty Relations
Glenda Wall, Department of Sociology and former Chair
Dana Gillett, Employment Equity & AODA Officer
Administering the WLUFA Collective
Agreement: Job Posting
Job Ad/Posting needs to include:
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University website, University Affairs, CAUT Bulletin.
UA and CAUT Bulletin where publication schedules and
policies permit.
There may be a need to post on UA and CAUT website only
and not the hardcopy publication. (Article 13.11.3)
The above is the minimum advertising.
HRSDC looks to see if the advertising medium used is effective
in attracting appropriate candidates for the position.
Make sure any vacant position advertised abroad is also
advertised simultaneously in Canada.
Administering the WLUFA Collective
Agreement: Hiring and Searches
Job Ad/Posting and the Deadline Date
• Applicants are entitled to rely on the deadline
date
• Advertise for a reasonable length of time (about
a month) to allow broad exposure of the
vacancy to Canadians and permanent residents
WILFRID LAURIER UNIVERSITY: The Department of Communication Studies
invites applications for a tenure track position at the rank of Assistant Professor
beginning July 1, 20XX. This position is subject to budgetary approval. Duties
will include undergraduate and graduate teaching, and research. Applicants
should specialize in the areas of 1.Language and Discourse, or 2. Culture and
Technology. Research that is international in scope, and/or willingness and
ability to teach research methods will be an asset. In addition to having an
active research agenda in one of the above areas, the qualified candidate will
have experience teaching in one of these fields.
Applicants must have a completed PhD in Communication Studies or a cognate
discipline (or close to completion), teaching experience, and an established
research record. In their cover letter, applicants should outline their area of
expertise, as well as submit a curriculum vitae, a sample publication, a teaching
dossier, and the names, addresses, telephone numbers and email addresses of
three academic references by (Deadline that allows the posting to be up for at
least one month) to Name, Chair, Department of Communication Studies,
Wilfrid Laurier University, 75 University Avenue West, Waterloo, Ontario N2L
3C5. All qualified candidates are encouraged to apply; however, Canadians
and permanent residents will be given priority.
Wilfrid Laurier University is committed to equity and values diversity. We
welcome applications from qualified women and men, including persons of
all genders and sexual orientations, persons with disabilities, Aboriginal
persons, and persons of a visible minority. Members of the designated
groups wishing to be considered for employment equity must self-identify, in
confidence, to the Dean of the Faculty of XX, Dean`s Name. Only those
applicants selected for an interview will be contacted.
Administering the WLUFA Collective
Agreement: Employment Equity
Purpose:
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Ensure that all members of our community have access to
positions and opportunities for advancement
Job qualifications are assessed in relation to the requirement
of the position.
EE is about ensuring that all qualified candidates are considered,
that the best candidate is hired and that those who are hired
have equitable access for advancement.
Legislation: Federal Contractors Program (FCP)
Ontario Human Rights Code
Administering the WLUFA Collective
Agreement: EE Self-Disclosure
Process:
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Candidate discloses to the Dean in confidence
Dean reviews the proposed short list. If Candidate’s name is
not on the short list the Dean may inquire about why the
Candidate was not short-listed
If the Dean is concerned that those from the designate groups
are not being short-listed at a higher frequency then others,
please contact the Employment Equity Officer to review job
requirements and the selection process
Administering the WLUFA Collective
Agreement: Reviewing Applications
• Establish processes for discussing and selecting
candidates to short-list and recommend for
appointment BEFORE DAPC/LAPC proceeds to
select a short list.
• Will all candidates be discussed in the meeting,
or just people’s top choices? How many?
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What voting system will you use?
First meeting and the Evaluation Grid
Administering the WLUFA Collective
Agreement: Reviewing Applications
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Develop an evaluation grid which all members of
the hiring committee fill out for all candidates
based on the ad criteria and 13.11.7
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It is good practice for the chair to collect and retain all
evaluation grids for a period of at least one year.
Depending on how the ad is worded, you have may
some yes/no questions at the beginning of the grid that
may initially exclude some candidates from further
consideration.
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i.e. candidate does not have a Ph.D. when ad specifies that
the successful candidate must have a Ph.D.
Administering the WLUFA Collective
Agreement: Reviewing Applications
From an EE perspective, keep in mind:
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Non-traditional career paths
Alternative work experience
Experiences and qualifications outside the norm
Educational experience
Administering the WLUFA Collective
Agreement: Interview Process
• Be sure to give all candidates a copy of the
WLUFA information pamphlet for new
appointees (13.11.8 FTCA)
• Develop and use a set of standard questions
• Develop and use a post-interview evaluation
grid based on the components of the interview
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Collect and retain evaluation grids for at least one
year
Administering the WLUFA Collective
Agreement: Interview Process
There is protected information that you cannot inquire
about related to the protected groups:
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Race/Colour/Ancestry/Ethnic Origin
Place of origin, citizenship
Creed
Gender
Sexual orientation
Age
Record of offences
Marital status including same-sex partnerships/family status
Disability
Remember that all interactions with a candidate are
part of the interview process – not just the interview
Administering the WLUFA Collective
Agreement: Interview Process
Things to consider:
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Words mean different things in different
languages – avoid metaphors
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Do not be influenced by body language
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Avoid stereotypes, people within a cultural group
may not share their group’s values or norms
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Legal obligation to accommodate disabilities
during the recruitment process – ask candidates
in advance of the interview
Administering the WLUFA Collective
Agreement: Making a Recommendation
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DAPC recommends to department-in-council (or
for Music, SW, Education and Brantford, facultyin-council) a rank-ordered list of candidates for
the position (13.11.9)
Once approved, the chair presents this
recommendation (along with his or her own
recommendation) to the Dean and includes a
summary of DAPCs assessment of the rankordered candidates (13.11.10)
Administering the WLUFA Collective
Agreement: Making a Recommendation
Note of Caution:
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Don’t inform the top-ranked candidate that he or she has been
recommended until the Dean confirms that the candidate will
be contacted and offered the position.
Don’t inform the other rank-ordered candidates that they did
not get the position until a candidate has accepted the position.
DAPC meetings are confidential and it is important to stress this
at the beginning of the hiring process. This becomes
particularly important when there are internal candidates.
Internal candidates should not be invited to attend the research
presentations of other candidates or the dept-in-council
meeting to recommend a rank-ordered list of candidates
CVs and other candidate material should be kept in a secure
location and signed out only to DAPC members.
Administering the WLUFA Collective
Agreement: Making a Recommendation
After the recommendation is presented to the Dean:
• The Dean speaks to candidate about salary and other terms of
the appointment. Depending on the availability of the
candidate this could take several weeks of back and forth.
• Once the negotiations are finalized the Dean’s office prepares
and compiles the information to accompany the
recommendation and sends to the VP: Academic’s office.
• The recommendation has to be signed off by the VP:
Academic and the President before the appointment letter is
prepared for the VP: Academic’s signature. Depending on the
President’s and the VP: Academic’s schedule it could be a few
days before the appointment letter is prepared.
Administering the WLUFA Collective
Agreement: Making a Recommendation
After the recommendation is presented to the Dean:
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Faculty Relations works on preparing and sending out the
appointment letters as soon as they are received.
The appointment is finalized once a signed letter is received
from the candidate.
The candidate is not on the payroll until Faculty Relations has
notified Payroll that the signed letter has been received, as
well as all necessary documentation.
What can delay this process.........
Administering the WLUFA Collective
Agreement: Letter of Offer
What can delay this process....
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Incorrect mailing address provided to our office.
Candidate is out of town and not picking up mail or they can’t
be reached as to appropriate place to courier package.
Candidate is not a Canadian Citizen
Administering the WLUFA Collective
Agreement: Hiring and Searches
Non-Canadian – Exemptions to Labour Market Opinion
They still need a work permit
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Post-doctoral fellows;
Research award recipients;
Eminent individuals, for example leaders in various fields;
Guest lecturers;
Visiting professors;
Citizens of the U.S. and Mexico appointed as professors under the
university, college and seminary levels of the North American Free
Trade Agreement NAFTA);
Citizens of Chile appointed as professors under the Canada Chile
Free Trade Agreement (CCFTA).
Administering the WLUFA Collective
Agreement: Hiring and Searches
Non-Canadian – Labour Market Opinion
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Chair completes the “Foreign Academic Recruitment Summary
form” and includes with recommendation to the Dean
Include list of other websites and/or publications the position was
advertised in and for how long.
Faculty Relations prepares “Labour Market Opinion Application”
form. The form, letter of appointment, summary, ad, etc. is sent
to HRSDC
Response from Human Resources Skills Development Canada can
be 3 days to 10 days, depending on the workload at HRSDC
Administering the WLUFA Collective
Agreement: Hiring and Searches
Non-Canadian – Work permit and SIN
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Even though we have a signed letter of appointment, the
University cannot add the candidate to the payroll until
the work permit and Social Insurance Number has been
received
Letter of appointment includes language that their
employment is not finalized until they are legally
employable in Canada, i.e., SIN and work permit are
received in our office.
Administering the WLUFA Collective
Agreement: Hiring and Searches
Non-Canadian – Work permit and SIN
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A non-Canadian applying for a position should already be
looking at what they need to work in Canada. For
example, they may need a criminal check which would
further delay processing.
Current response time is 83 days to process
Note: Non-Canadians exempt from LMO can apply for a
work permit as soon as they receive their letter of
appointment.
Administering the WLUFA Collective
Agreement: Hiring and Searches
Questions?