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Human Resource Manual

0110 - Determining Suitability

Contents

Introduction

  1. Once the Selection Committee determines which candidates will receive further consideration, a formal interview, assignment and/or test is administered to determine the suitability of a candidate.

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Definitions

  1. Competition File is the official record of the competition containing all documents required by policies and guidelines
  2. Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process.
  3. Selection Committee includes, but is not necessarily restricted to, a Human Resources Representative and the Supervisor of the position being filled.  Where appropriate, a member with technical expertise or community representative may be added to the Selection Committee, either as a full participant or in an advisory capacity with no vote in the final hiring decision.

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Guidelines

  1. The Human Resources Representative shall act as chairperson and will facilitate the interview and/or administer the assignment or test ensuring compliance with all relevant policies, procedures and legislation.
  2. Interviews shall consist of a preestablished set of questions that will be administered in the same manner for all candidates.
  3. Interviews may be conducted face to face, over the telephone or as a videoconference.
  4. Assignments and tests shall be designed to help the Selection Committee determine a candidate’s suitability relative to the skills and knowledge needed to perform in the job.
  5. The Human Resources Representative shall give candidates clear and concise instructions on how to complete the assignment or test.
  6. Where possible, candidates shall be provided the same environment and amount of time in which to complete an assignment or test.
  7. Assignments or tests may be given before, during, or following an oral interview and may be completed by distance.

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Procedures

  1. The Human Resources Representative prepares the interview room and makes available any necessary documents for the candidate and members of the Selection Committee.
  2. The Human Resources Representative reviews the interview process with the Selection Committee prior to the start of the interview and reminds members to:
    1. Ask candidates the approved set of predetermined questions;
    2. Write down candidate responses to each question;
    3. Avoid questions based on prohibited grounds; and
    4. Avoid rating candidate responses until the end of the interview.
  3. The Selection Committee predetermines who will ask each question and when to administer the assignment if one is used.
  4. The Human Resources Representative establishes rapport with the candidate by greeting them and introducing him/her to Selection Committee members.
  5. Prior to starting the interview, the Human Resources Representative informs the candidate that:
    1. Members of the Selection Committee will ask all candidates the same set of predetermined questions;
    2. They can ask for clarification on any of the questions;
    3. They can return to any question to add or clarify additional information;
    4. Selection Committee members will be recording their responses for evaluation purposes;
    5. There will be time at the end of the interview for questions from the candidate; and
    6. The candidate will be given a specific amount of time to complete a written assignment or test (if applicable).
  6. Selection Committee members ask the candidate predetermined questions providing sufficient time for each response.
  7. Selection Committee members may probe for additional information or may be required to rephrase a question if the candidate does not provide sufficient detail or misunderstands the question.  Questions may be re-worded as long as the intended meaning remains the same.
  8. The Human Resources Representative ends the interview by:
    1. Giving the candidate an opportunity to ask questions about the job, work environment, etc.;
    2. Asking the candidate to provide permission to contact three supervisory references, one of which shall be the candidate’s most recent immediate supervisor;
    3. Requesting any required educational transcripts, memberships, professional registrations, medical clearances, driver’s licenses, etc. (see Section 114- Conducting Additional Pre-Employment Checks);
    4. Providing an indication of how long it will take to convey the outcome of the competition; and
    5. Thanking the candidate for coming to the interview.
  9. All records of candidate responses and completed assignments or tests are placed on the competition file.

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Authorities and References

Canadian Charter of Rights of Freedoms

Human Rights Act

UNW Collective Agreement

Public Service Act

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