HomeMy WebLinkAbout2-10 Recruitment & Selection Policy
Cape Breton Regional Municipality
Human Resource Services
Policy
Category: Recruitment and Selection Number: 2-10
Date: October 2, 1995 Page: 1 of 8
Approved by Council: November 12, 1995
Amended: March 21, 2005
Amended: April 17, 2007
Recruitment and Selection
The Cape Breton Regional Municipality is staffed by means of non-discriminatory selection
and placement techniques. Employment is based on the applicant’s qualifications and is
consistent with the municipality’s philosophy of merit and fairness.
All applicants to the Municipality receive equal treatment without discrimination on account
of age, race, color, religion, creed, sex, sexual orientation, physical or mental disability or
irrational fear of contracting an illness or disease, ethnic national, or aboriginal origin, family
status, mental status, source of income, political belief, affiliation or activity or the applicant’s
association with another individual or class of individuals having characteristics stated above.
Selection is based on the information provided by the applicants, the result of testing when
used to assess qualifications, interviews and reference checks. For unionized positions,
seniority and selection protocols in collective agreements will be adhered to.
Responsibilities
1.1 The Council will approve the staffing policy.
1.2 The Management Committee, which will comprise of the CAO, Administrators and
Directors, will:
a) review the recruitment and selection process periodically to ensure continued
effectiveness.
b) review recommended changes to the recruitment and selection process from the
Director of Human Resources.
1.3 The Director of Human Resources will:
a) develop, coordinate and implement a staffing program that meets the
requirements of the Cape Breton Regional Municipality.
b) maintain accurate records that support the recruitment and selection process.
c) review the practices and records of the Directors and Managers involved in the
recruitment and selection process.
d) ensure that all recruitment and selection activities are carried out in accordance
with the established policy and procedure.
e) ensure that all individuals involved in the recruitment and selection process
receive appropriate training.
Recruitment & Selection
1.4Department Directors will:
a) ensure that all recruitment and selection activities in their departments are
carried out in accordance with the policy and procedure for recruitment and
selection.
b) oversee the hiring of staff within their department and make recommendation
to the CAO.
c) ensure that all documentation and processes are followed for hiring in
accordance with Municipality’s policies and procedures and Provincial Acts
where applicable.
d) advise the Human Resources Department of any required changes to the
recruitment and selection process.
e) advise the Human Resources Department of any problems affecting the staffing
process.
1.5 Managers and Supervisors will:
a) in consultation with their Director initiate recruitment activities for
their department.
b)
assist in or perform recruitment and selection activities as required.
1.6 Human Resources Staff will:
a) coordinate recruitment and selection activities with the Department Head or
Manager.
b) ensure adherence to the language of collective agreements and the recruitment
and selection policy and procedures.
c) recommend changes in the staffing program to the Director of Human
Resources.
2.0 Preparation
2.1 The vacant position will be assessed by the Department Director to determine
whether it should be filled in accordance with the present organizational structure.
Management and confidential positions will be reviewed by the Chief Administrative
Officer.
2.2 The following documentation will be completed for all job postings:
a) Human Resource Requisition (appendix A). This form will be signed by the
director and the hiring manager.
b) A statement of qualifications for the position.
c)
For management positions, approval must be obtained from Council. This is
subject to a review of whether or not the position is deemed necessary.
Recruitment & Selection
The hiring manager will ensure that there is a current job description on file in the
Human Resources Department. In preparing the statement of qualifications,
recognizing that the Municipality requires employees who can be developed to adapt
to change in practice and technology, a minimum education requirement will be
established for each position.
2.3 All competitions will be prepared based on the statement of qualification, current job
description and special requirements detailed in the requisition. The statement of
qualifications lists the qualifications that a person requires to successfully perform the
job and will normally include:
a) The Basic Requirements for the position, e.g., education, and or required
experience. Applicants must have these requirements or they will be screened
out of the competition.
b) Rated Requirements, rated as part of the selection process, e.g., knowledge,
ability and personal suitability factors. The applicant must meet these
requirements at the time of hiring or at a specified time in the future. In
addition, Qualifications Academic/Technical- and/or Experience will be rated
in the selection process.
c) Preferred Qualifications that may enhance the position. These would be
considered in the event of two candidates being relatively equal.
3.0 Rated Requirements
3.1 Weights will be assigned by the Director or hiring manager based on the following
competencies:
Academic Qualifications
Technical and/or experience
Knowledge
Ability
Personal Suitability
3.2 To be successful, the candidates must reach a predetermined pass mark based on the
total score.
4.0 Internal Job Postings
4.1 All job postings will be coordinated by the Human Resources Department which will
review documentation and authorize the competition process. Vacancies for
Department Heads will be coordinated by the Director of Human Resources.
Recruitment & Selection
4.2 For unionized employees, terms of existing collective agreements will be adhered to
during the process.
4.3 Job postings will be prepared by the Human Resources Officer and reviewed with the
hiring manager prior to posting.
4.4 Competitions will be posted internally, with the exception of point of entry Police
Constables and Fire Fighters, on all designated Job Posting bulletin boards in the
Municipality. The posting will normally contain:
a) The position title.
b) Position summary.
c) Specific requirements of the position.
d) Level of compensation.
e) Closing date for applications.
Competitions will normally be posted for a minimum of seven (7) calendar days or in
accordance with the terms of the Collective Agreement.
4.5 Cape Breton Regional Municipality recognizes the need to assure the highest standard
of protection and safety to co-workers and the public. To assure that the Municipality
maintains the highest standard, the Municipality cannot limit recruitment of Police
Constables and Fire Fighters to internal candidates rather than the community at
large. Internal candidates are encouraged to continue to apply.
5.0 External Job Advertisements
5.1 If a qualified applicant is not available internally external advertisements may be
placed in newspapers, Placement Officer and with Human Resources Development
Canada. Local press will be used in the first instance.
5.2 Approval to place an external advertisement will be given by the appropriate
Department Director.
5.3 Advertisements will normally contain:
a) The name and logo of the Municipality.
b) The position title.
c) Position summary.
d) Specific requirements of the position.
e) Compensation.
f) Closing date for applications
The advertisement will normally allow a minimum of seven (7) calendar days for
receipt of applications.
6.0 Screening Process
Recruitment & Selection
6.1 All applications will be screened against the basic requirements for the position.
6.2 For internal job postings, all regular employees who meet the basic requirements for
the position will be considered for interview. The terms of the collective agreement
will be adhered to for unionized employees.
6.3 For external advertisements, applicants from the local area who meet the basic
requirements for the position will be considered for interview. Applicants from
outside of the local area will only be considered for interview when a qualified local
applicant is not available.
6.4 When the number of candidates is deemed high, department heads may use an
approved written examination or other testing procedures to produce a shortlist. All
candidates who achieve a pass mark in this process will be interviewed.
6.5 When testing is used, a pass mark will be identified prior to the commencement of the
testing process.
7.0 Interview Process
7.1 Candidates will be interviewed and scored against criteria and questions that relate to
the rated requirements listed in the statement of qualifications for the position.
7.2 The weight assigned to each criterion will reflect the criterion’s importance to the job
posting. The weight and interview design must be prepared prior to interview and
will be submitted to the Human Resources Officer.
7.3 In addition to the interview, additional assessment may be used to assess knowledge,
ability and personal suitability for the position. This must relate directly to the rated
requirements of the position and must be objective.
7.4 All candidates will be interviewed by the same interview committee. The committee
will normally consist of a minimum of three (3), comprised of two (2) individuals
involved with the job posting, and a representative from Human Resources Services.
7.5 For comparison purposes, interviews will normally be conducted consecutively.
7.6 During each interview, the interviewers will complete the interview score based on
the answers given.
7.7 On completion of all interviews the interviewers will develop the applicant ranking
based on the rated requirements.
8.0 Service and Seniority
Recruitment & Selection
8.1 Where candidates are relatively equal, service or seniority as applicable will be a
deciding factor. In determining relative equality, candidates within five weighted
points of the highest weighted candidate will be considered equal.
9.0 Reference and Qualification Checks:
9.1 Reference and qualifications will be checked for each new employee before an offer of
employment is made. Checks will normally be made by the hiring manager or
designate or by the Human Resource Officer.
9.2 Two work related references will normally be requested. Results of telephone
references must be documented and retained in the job file. A sample reference form
is attached at Appendix B.
9.3 Original documents confirming qualifications will be requested and, where necessary,
educational establishments contacted to confirm educational status.
10.0 Pre Employment Medical Examination
10.1 Appointment to a position with the Municipality is dependent upon medical clearance
from the CBRM doctor.
10.2 The candidate recommended for appointment will be medically assessed for the
position that they are being considered for.
11.0 Security Clearance
All new hires will be required to successful complete a security clearance. This will be
carried out by the CBRM Police Department.
12.0 Offers of Employment
12.1 Following completion of the process an offer of employment will be prepared for the
successful candidate by the Human Resources Officer. This will normally contain the
terms and conditions of the position including position, start date, salary, hours of
work, benefits, probationary period, etc.
.
12.2 Offers of employment involving appointments of new employees will be approved by
the Chief Administrative Officer (MGA 31(2)(b).
12.3 Appointments of police officers will be recommended in accordance with the Police
Act of Nova Scotia or any by-law there with.
12.4An offer can not be made until the appropriate level of approval has been received.
12.5 A listing detailing the successful applicant will be circulated to Council.
13.0 Unsuccessful Applicants
Recruitment & Selection
13.1 For external job postings only candidates to be interviewed will be contacted.
13.2 The hiring manager or designate will be responsible for reviewing results with
interviewed candidates if requested. Reference checks must not be given out to
candidates.
Recruitment & Selection