Human Resources and Employee Relations
YORK UNIVERSITY STAFF ASSOCIATION (YusApuY) RECRUITMENT PROCESS
HIRING MANAGER
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COMPENSATION,
PENSION &
BENEFITS
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The Hiring Manager*, is the key partner to drive the
recruitment processes.
Vacancies for YusApuY positions will be posted as per the
YusApuY Collective Agreement (Article 12).
The Hiring Manager obtains approval to hire from the
appropriate President/
Vice-President/Dean/Principal/University Librarian.
Hiring Manager establishes and maintains a recruitment file
that will ultimately contain the following documentation:
Recruitment Request, Job Summary, Organizational Chart,
interview questions/notes, reference checks, Employee
Transaction Form (ETF), Employment Equity Hiring Form
(EEHF). This information, and all pertinent information for
internal applicants and the new hire, will be retained for 7
years.
When replacing an existing position that has not been
revised (time line – up to 3 working days):
Designated Manager forwards authorized Recruitment
Request, current Job Summary and Organizational Chart to
Assigned Compensation Analyst.
Analyst reviews and confirms position title and salary band.
Any questions or issues will be directed to the Designated
Manager.
Once confirmed, Analyst forwards Recruitment Request to
Recruitment to be posted.
For existing positions that require changes to title or band,
Compensation provides a copy of Recruitment Request to
HRIM Position Control Analyst with applicable notations.
When creating a new position or replacing a significantly
revised vacant position (time line – up to 15 working days
from finalized job documentation to posting):
Designated Manager forwards authorized Recruitment
Request, new/revised Job Summary, Job Evaluation
Questionnaire and Organizational Chart to Compensation.
Assigned Compensation Analyst and Designated Manager
finalize a comprehensive Job Summary and supporting Job
Evaluation Questionnaire.
The finalized Job Summary, Job Evaluation Questionnaire and
Organizational Chart for new/vacant-revised positions are
tabled for a Joint Job Evaluation Committee (JJEC) meeting
for priority evaluation.
If there are differences in factor evaluations between the levels
provided by the Designated Manager and the JJEC, the
Committee conducts a telephone interview with the
Designated Manager to clarify and verify differences prior to
finalization. The JJEC decision is final and cannot be
appealed.
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COMPENSATION,
PENSION &
BENEFITS
PAYROLL
& HUMAN
RESOURCES
INFORMATION
MANAGEMENT
RECRUITMENT &
EMPLOYMENT
EQUITY
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Once the JJEC has finalized the evaluation, Compensation
forwards the results to the Designated Manager.
Compensation forwards the authorized Recruitment Request
and Job Evaluation Report to Recruitment to be posted.
For new or vacant revised positions, Compensation provides a
copy of the Recruitment Request to HRIM Position Control
Analyst with applicable notations.
Generating a new Position Control Number
(time line – up to 1 working day upon receipt of
Recruitment Request):
HRIM Position Control Analyst generates a position control
number for new positions and provides it to Recruitment and
Hiring Manager. HRIM Position Control Analyst updates
change/s to position title/s and salary grade/s.
Conducting an Intake Session (time line – up to 1 working
day upon receipt of Recruitment Request):
Recruitment conducts an intake session with Hiring Manager
to introduce and outline the recruitment process, and to
answer any related questions.
Hiring Managers are encouraged to take advantage of
Recruitment’s (optional) services, including: providing a
resume screening service/short-listing of candidates, assisting
with interview structure/questions, participating on interview
panels, keeping candidates updated during the recruitment
process, and providing expert advice and guidance throughout
the recruitment life cycle.
Posting a position upon receipt of Recruitment Request
(time line – up to 2 working days):
Recruitment posts the position internally on the University
website for 5 working days following the first day of posting.
Extending the Posting (time line – up to 2 working days
plus either an additional 3-day or 5-day posting):
If a qualified internal candidate cannot be found, Recruitment
initiates extended and external** postings concurrently for
either an additional 3-day or 5-day posting (at the Hiring
Manager’s preference) after Recruitment notifies Union.
Collecting and Forwarding Application Packages
(time line – up to 2 working days after closing date):
Complete application packages are collected and forwarded to
the Hiring Manager after the closing date. A complete
application package consists of an application form, a current
resume, and a cover letter. Electronic application packages
must be submitted in Microsoft Word (.doc), Adobe (.pdf), or
plain text (.txt).
Employment Equity Officer completes Section A and first line
of Section B, then forwards the EEHF to the Hiring Manager in
Excel format.
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RECRUITMENT &
EMPLOYMENT
EQUITY
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Initiating Employment Equity Process for External
Postings (time line – before closing date):
Employment Equity Officer contacts Hiring Manager to explain
the Employment Equity process, and to answer any related
questions. Please note:
In accordance with the Employment Equity Act and the
Federal Contractors Program criteria, York University is
committed to achieving equality in the workplace. Hiring
Managers must be mindful of and compliant with York
University’s Affirmative Action policy and procedure that
applies to YusApuY positions, including temporary
positions, that are directed to external applicants (e.g.,
someone who is not already a YusApuY Unit 1 or Unit
2 employee). The policy states: Where the two most
qualified candidates are relatively equally qualified and
one of the candidates is a member of a relevant
designated group, the position shall first be offered to the
candidate from that designated group.
The designated groups are: Aboriginal people, persons
with disabilities, visible minorities, and women. York’s
Non-Academic Employment Equity Review Committee
reviews this process regularly. For more details, visit:
www.yorku.ca/secretariat/policies/document.
Please Note: Due consideration will first be given to
YusApuY Unit 2 applicants (for externally directed
positions).
HIRING MANAGER
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Candidate Assessment:
Hiring Manager conducts candidate assessments based on
the minimum posted qualifications.
Interview panels shall consist of a minimum of 2 people, follow
a consistent interview format, and use consistent interview
questions for all candidates.
Seniority shall determine the selection only where two or more
internal applicants are relatively equal with respect to skill and
demonstrated ability.
If a test is administered as part of the selection process, the
test shall be relevant to the position.
For guidelines regarding permissible and prohibited interview
questions, please see the Ontario Human Rights
Commission's publication
Hiring? A Human Rights Guide, at
http://www.ohrc.on.ca/english/publications/hiring-guide.shtml employment.
Reference check/s shall be conducted on top candidate
finalists/s with the permission of the candidate/s.
Making the Offer:
When the hiring decision has been made, and in order for
Recruitment to process and close its recruitment file, Hiring
Manager forwards the required documentation to Designated
Recruiter: Employee Transaction Form (ETF), the new hire’s
application package, and the Employment Equity Hiring Form
(EEHF) for external postings. HR/ER retains these
documents for 7 years, with the exception of the new hire’s
application package, which is retained indefinitely in the
(HR/ER) employee file.
For an employee number to be generated and payroll set up,
the EEHF must arrive with the ETF.
Recruitment schedules the new hire’s orientation and notifies
Hiring Manager of the orientation date.
Recruitment generates the new hire’s appointment letter.
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Business Units (Partners in the Recruitment Process):
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Compensation, Pension & Benefits: This office is responsible for the design and administration
of employee compensation programs, including job evaluation, salary administration, employee
benefits and pension plans.
Payroll & Human Resources Information Management (HRIM): Payroll and HRIM is comprised
of three units: Payroll, Records and HRIM. Utilizing an integrated Human Resources System, the
three units record and process all of the information associated with an employee's appointment
and pay.
Recruitment & Employment Equity: This office comprises three functions: Recruitment supports
all aspects of permanent and temporary non-academic employee recruitment, including managing
the York University Temporary Agency; Relocation Services assists prospective and newly
appointed faculty, professional librarians and senior managerial staff and their families to relocate to
Toronto; and Employment Equity fosters a diverse and representative workforce at York and
manages compliance with legislated employment equity requirements.
Documents and Forms (Recruitment Process):
 Recruitment Request:
http://www.yorku.ca/hr/documents/Recruitment_Request.doc
 Instructions - Downloading Job Summary Templates
http://www.yorku.ca/hr/documents/JobSummaryTemplates-FromWeb.pdf
 YUSA Job Summary
http://www.yorku.ca/hr/documents/YUSAJobSummary.dot
 Employment Equity Hiring Form (EEHF):
http://www.yorku.ca/hr/documents/Employment_Equity.pdf
 Employee Transaction Form (ETF):
http://www.yorku.ca/hr/documents/ETF_STAFF.doc
 YusApuY Collective Agreement:
http://www.yorku.ca/hr/documents/YUSA_Collective_Agreement_2005-2008.doc
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Hiring and Supervision of Individuals who are Related Persons or in a Personal
Relationship:
http://www.yorku.ca/hr/documents/cpm/sop/SOP_CPM_Hiring_Supervision_Related.pdf
* Definitions – Designated Manager and Hiring Manager:
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Designated Manager: In the YUSA Collective Agreement, the Designated Manager is the Senior
Manager within a Faculty or Department who has been authorized to have final signing authority for
all YUSA job information including Statement of Significant Change Forms, Job Summaries and Job
Evaluation Questionnaires that are used for YUSA job evaluation purposes.
A Faculty or Department may have more than one Designated Manager, depending on administrative
requirements.
The Compensation Unit maintains a list of these contacts for internal use.
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Hiring Manager: The Hiring Manager is the contact that Recruitment and Employment Equity
works with to facilitate the hiring process. In some cases, the Designated Manager and Hiring
Manager are the same person.
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** Definitions – Recruitment Strategy Status:
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Internal - When a position is posted, any employee within the same bargaining unit/employee
group as the position will receive first consideration, provided they submit their complete application
package before the deadline.
Extended - If there are no qualified applicants from the internal search, the search will be extended
to other employees of York who are not members of the same bargaining unit/employee group as
the position posted.
External - Any applicant who is not in a York University affiliated employee group will be
considered in an external search.
Hiring and Supervision of Individuals who are Related Persons or in a Personal Relationship:
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An employee of the University shall not participate directly or indirectly in a decision to hire a
candidate who is a related person.
Employment of an employee shall not occur if employment would result in the employee reporting
directly to a manager or supervisor who is a related person. Related person, for this purpose shall
include, but is not limited to: spouse, common-law spouse, same-sex spouse, partner, child,
grandchild, sibling, parent, parent-in-law, grandparent, niece, nephew, aunt, uncle, step-sister, stepbrother, or step-parent. The definition includes the spouse or partner's child, grandchild, sibling,
parent, grandparent, niece, nephew, aunt, uncle, step-sister, step-brother, or step-parent.
The same practice will apply to persons who are involved with each other in a personal relationship.
A manager or supervisor, as the case may be shall disclose potential conflicts of interest related to
employment to the appropriate Director, Dean, Associate/Assistant Vice-President, Vice-President,
President or designate.
A manager or supervisor, as the case may be, shall disclose to the appropriate Director, Dean,
Associate/Assistant Vice-President, President or designate if a personal relationship develops
between the manager or supervisor and a direct report.
A manager or supervisor, as the case may be, shall disclose to the appropriate Director, Dean,
Associate/Assistant Vice-President or Vice-President designate if as a result of a new hire, transfer,
promotion or secondment, a related person or person with whom they are in a personal relationship
becomes a direct report.
No exceptions may be permitted without the express written permission of the appropriate VicePresident.
Created by:
Anita Sampson Binder and Paolina Vescio
Recruitment & Employment Equity
Revised: March 20/08
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