Recruiting & Staffing Principles and Guidelines

1

Overview Your role as a supervisor

• What is my role in the recruiting process?

• How will my employees apply for a job?

• How do I onboard my new employees?

Quick Links & Resources

Questions

2

Which tools are available? Manager Express

• The foundation for bringing all key processes together to allow supervisors to become more efficient in managing their team

• Access to Staffing Express

Staffing Express • Tool to help supervisors and recruiters/HRBPs staff positions with

candidates from internal, university and external sources

• Managers can review requisitions, candidates and offers

Career Express • Internal portal to maintain career profiles and apply for requisitions

Tools designed to help supervisors manage and hire new employees in an efficient way

3

Benefits of Staffing Express Creates a more efficient hiring process

• Access a large, diverse pool of qualified talent

• Allows Recruiter to identify a refined list of applicants for the Hiring Manager – Filter out unqualified candidates through prescreening questions

– Fewer CV’s to read through - supervisors review only the best qualified candidates

– Candidates can easily be shared with others to help determine who to interview

Allows us to measure and report for compliance

Drives a consistent candidate application experience

Ensures we attract and source from a “Top Tier” pool of candidates

Research indicates that faster offers to top-rated candidates

translates to an improved quality of hire

4

The Recruitment Process Step 1: Partner with HRBP/Recruiter to identify approved openings

Step 2: Participate in a Job Briefing Discussion • Discuss recruiting lifecycle (interview, offer, etc)

• Articulate specifics of the position and highlight attraction points

• Identify basic (required) and preferred (nice-to-have) qualifications

Step 3: Review and approve job advert prepared by HRBP/Recruiter

Step 4: HRBP will filter/screen candidates and forward only the most relevant to the position

Step 5: Partner with HRBP/Recruiter to identify candidates to be screened further

Step 6: Identify interview(s), conduct interviews and/or attend selection meetings • Interviewer to partner with HRBP/Recruiter in identifying behavioural-based

interviewing techniques

• Identify basic (required) and preferred (nice-to-have) qualifications

Throughout process, work with HRBP/Recruiter on who will and how-to reject candidates

5

Staffing Plan Discussion • When an approved vacancy exists discuss with HRBP the best available options to fill the open

position e.g. internally, TMT Discussion, Succession plans or externally Please note:

• If position does not currently exist, inform HRBP/Recruiter. It takes 24 hours to obtain a new position number

• If existing position on your chart needs to be modified, make those changes in Manager Express (new title, reporting relationship, cost center, location)

Job Requisition Approval • Hiring manager should approve the job requisition (job description) via email. Multiple

approvals can be setup for each requisition

Tracking Candidates • HRBP/Recruiter will ‘move’ all candidates that meet the minimum requirements to Supervisor

Review for you to consider • Periodically Access Manager Express to review candidates (as there is no automatic notification) • Review candidates and short for interview. Consider any internal candidates first if posted

externally and internally at same time) and inform your HRBP/Recruiter

Communicate with HRBP/Recruiter • Throughout the recruitment process continue to communicate with your HRBP/Recruiter

regarding selected candidates, offer terms, pre employment checks

Initiate New Hire Orientation • This is processed through Manager Express – start the preparations of welcoming your new hire

on board your team. Ensure necessary equipment & materials ready for first day

Hiring Manager Responsibilities

6

Job Briefing Discussion Job Briefing Discussion with Hiring Manager

• Fact-finding, strategic discussion between Recruiter and Hiring Manager to determine the following:

Expectations • Discuss timeline for deliverables

• Review the recruitment process and next steps - approval, grade level, information on the position, etc.

Job Requirements • Obtain the correct information to draft

the job responsibilities and accountabilities for the job advert

• Establish requirements/person specification (basic/essential and preferred/desirable criteria) and obtain information about cultural fit.

• Understand the business needs

• Frame value proposition for applicants

Sourcing Strategy • How will you identify prospects

Selection Method • Identify selection strategy

• Clarify interview roles, responsibilities and logistics

• Discuss candidate experience

Onboarding • Understand new hire onboarding process and

who is responsible for what

7

Hiring Manager View

Hiring Managers access Staffing Express via Manager Express and/or correspondence

Only Hiring Managers with high volume recruitment will be asked to provide approvals (Requisitions & Offers) and view candidates via Manager Express

Note: Candidates are only available for manager review once the HRBP/ Recruiter moves candidates that meet all basic/essential qualifications to Supervisor Review step

Go to Recruiting & Staffing Section and select Staffing Express

8

Select View Requisitions to

access the Requisition List

Hiring Manager Centre Stage

Be sure to ignore the “Create a Requisition” option. This is

something your HRBP/Recruiter will do!

9

Hiring Manager Review of Requisitions

Select the Req Title to view the requisition content

10

Select the Requisition tab to view the Detail of the requisition

Note: The lay-out of the requisition is a horizontal format. To view the

different sections of the req, select the arrow associated with each.

Review Requisition Content

11

Allows you to return to the req

list or scroll through the reqs

on the list

Provides details of the requisition

history

Captures general req information including the req

status

Allows you to view the candidate list

Review Requisition History

12

Hiring Manager Review of Candidates

Select the number of candidates to view the candidate list

13

Candidate List

Candidate list allows you to view the candidates within

the requisition

The print functionality allows you to select parts of the requisition

that you would like to include in a printable .pdf

format More Actions dropdown

gives you additional candidate functionality

The share function allows you to share

candidates with another person

14

Sharing Candidate Information

Ability to search for others to share the

candidate file with. Can also manually enter in the recipients e-mail

address

Once found, use the “Select” button to choose

the person you’d like to share the candidate with

1

2

Select “Next” 3

Choose which parts of the candidate application you’d

like to share and select “Share”

4

15

History Tab: Provides the history of the Candidate’s Submission including: the

date of the action, what was done to the submission, and who performed the action

Reviewing Candidate Submission History

16

Attachments Tab: Allows you to view the candidate’s attachments made to the

application

Reviewing Candidate Submission Attachments

17

Show / Hide Details

Within the Prescreening section, you can view

the candidate’s responses to

prescreening questions

Reviewing Candidate Pre-screening Answers

18

Questions?