HOME & COMMUNITYPolicy No.: HR-1-10

SUPPORT SERVICESRevised Feb 2016

--OF GREY-BRUCE--Effective Date: Jan/99

Page: 1 of 5

SECTION: HUMAN RESOURCES

TOPIC: STAFFING

POLICY TITLE: HIRING PRACTICES

POLICY STATEMENT

The Executive Director has the authority to hire for all categories of Home and Community Support Services of Grey-Bruce employees. The hiring authority for the position of Executive Director rests with the Board of Directors. The Executive Director may delegate the authority for hiring any employee.

PROCEDURE

  1. All recruitment, hiring, and promotion shall be administered according to legislative requirements, including the Human Rights Code and the Employment Standards Act.
  1. As existing positions become vacant, the immediate supervisor, together with the Executive Director, or his/her delegate,will consider if:

i)the position is still required;

ii)the job description is complete and up-to-date;

iii)there are sufficient salary dollars available;

iv)the position can be filled as a developmental appointment, secondment, or temporary assignment.

v)If the job vacancy is temporary and less than six months in duration, the management staff responsible for filling the position may appoint a qualified individual to the position without a posting and competition. References, qualifications and a criminal records check must always be completed.

vi)If an employee has filled a contract position, and an ongoing relief staff position becomes available, the employee may be offered the position without posting if:

  • The contract and ongoing position are for the same job description
  • A positive performance review has been completed in the contract employment period
  • An interview has been completed, and employee meets the qualifications, and references and criminal record checks are complete
  • The supervisor for the ongoing position recommends offering the ongoing position to the incumbent in discussion with the Programs Director.
  1. All decisions to hire into new or existing positions must have the approval of the Executive Director.

JOB POSTING

  1. A job posting is intended to attract the best qualified applicants to meet staffing needs. Vacancies will be advertised internally andexternally at the same time.
  2. The job posting advertisement will be developed with the requirements of the position expressed in terms of the knowledge, skills, abilities, experience and mandatory credentials necessary for effective performance.
  3. All advertisements must include the statement that "HCSSGB is an equal opportunity employer" and may include (optional) "all applications will be considered; however, only those to be interviewed will be contacted."

HIRING RELATIVES

Two members of one family may not be employed in the same immediate work area (same section etc.), or under the same supervisor, or where one member would supervise the other. Relief staff excepted.

HIRING VOLUNTEERS, BOARD AND COMMITTEE MEMBERS

Members of HCSS Board of Directors, committees and program volunteers are ineligible to apply for or work in paid positions within HCSS. In order to apply for a paid position within HCSS, a volunteer shall first resign from their volunteer role. If a volunteer resigns their position in pursuit of employment with HCSS and they are not hired as an employee, they may reapply to their previous or any other volunteer positions within HCSS.

REHIRES

Applications received from former employees will be processed in the same manner as new applications. A review of the applicant's prior Agency employment may be conducted, including a review of performance and the circumstances of termination.

SELECTION

  1. The Selection Process seeks to identify and hire the most suitable candidate for a position. The selection process is usually led by the immediate supervisor and a selection panel is utilized.
  1. Responsibilities of the Hiring Supervisor in the Selection Process:

i)The supervisor identifies and defines the selection criteria which will include the knowledge, skills, abilities, experience, education and personal attributes required for a position. Any unique working conditions should be included in the selection criteria.

ii)If there are many applicants for a position, the supervisor may eliminate those applicants who do not meet the selection criteria.

iii)The supervisor is responsible for organizing a selection panel. The panel should consist of 2 or 3 people and may include a colleague, a volunteer, a client or a board or committee member as appropriate. The Executive Director or his/her delegate is an ex-officio member of all selection panels.

iv)the supervisor chairs the selection panel.

  1. Responsibilities of Selection Panel:

i)The selection panel develops interview questions and range of responses for candidate's interviews based on the job description and selection criteria.

ii)Ensures a fair and equitable process.

iii)Develops rating and ranking process. Selection criteria can be weighed according to the level of importance to the position.

iv)Conducts selection interviews and creates positive environment for interviews.

v)Rank and rate candidates according to the predetermined criteria.

  1. Second interviews may be necessary in the case of management positions in which there are two or more strong candidates.
  1. References of the top candidate(s) will be checked by the hiring supervisor. Consent to contact references must be obtained from the candidate(s), see Form HR-3 (Reference Check Consent Form). All such checks should be made prior to an offer of employment being made. On completion, a written reference is placed in the employee's personal file.
  1. Follow-up:All interviewed candidates will be notified by telephone and/or letter by the immediate supervisor. The successful candidate should be contacted first, and if he/she declines the position, the next most suitable candidate may be contacted, or the immediate supervisor may reconvene the selection panel.
  1. Letter of Offer: After a candidate has been selected, the immediate supervisor will send the successful candidate a letter of Offer of Employment (Form HR-4) which should include the following:

i)starting date, where and to whom to report;

ii)conditions of appointment (probation);

iii)conditions of employment (legal entitlement to work in Canada, police check);

iv)employment category;

v)position title, hours and time of work;

vi)salary level, Statement of Confidentiality;

  1. Competition File: The immediate supervisor will retain all documentation concerning the recruitment and selection for a period of six (6) months. This will include advertisements, selection criteria, correspondence to and from the candidates, applications, interview schedules, written consent for reference checks, reference check information, ranking and rating materials including questions, panel members' notes and other relevant documents. The original copies of the successful candidate's application and reference checks will be kept in the Employee's Record.

PROBATION

The first three months of employment is considered a probationary period. If during the probationary period work performance is not satisfactory, the employee is to be released. A performance review will be completed by the supervisor prior to the completion of the probationary period. Thethree month probationary period may be extended under special circumstances when approved by the Executive Director.

PROMOTIONS

A performance review is conducted six months following a promotion. If performance is not satisfactory, the employee may be:

  • returned to the former position, if such a position is still in existence and/or vacant.
  • considered for a transfer to another position if a vacancy exists
  • or terminated.

APPROVALS

The hiring supervisor will gain approval from the Executive Director prior to initiating any recruitment activity. A recommendation confirming the selection or appointment of an individual is the joint responsibility of the hiring supervisor and the Executive Director.

BOARD APPOINTMENTS

Paid staff will not be eligible to be Directors of the Board for a period of one year after employment ceases.

CONTACT: For more information, contact the Executive Director