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CONTENTS 1 Opening Letter 1 Introduction 2 List of Contacts in the Human Resour

CONTENTS 1 Opening Letter 1 Introduction 2 List of Contacts in the Human Resources Department 3 Process Checklist 4 Legislative Issues 5 Establishing the Hiring Process 9 Planning the Interview and Selection Process 1 2 Conducting the Interview 1 5 Conducting Reference Checks 1 6 Finalizing the Offer 1 7 Appendices Opening Letter It gives me great pleasure to present a Hiring Guide for Recruiting Research, Grant and Contract Employees. The aim of this document is to provide those involved in the recruitment of research, grant and contract employees with information on how to go about the process of recruiting, selecting and hiring. I encourage all those involved in a recruitment process to incorporate the procedures in this Guide that are appropriate to their hiring circumstances into their search and selection protocols. This Guide contains a wide range of information that will assist both novice and experienced search participants seeking research, grant and contract employees. Several useful features, including a process checklist that highlights the key points of the hiring process; a list of contacts in the Human Resources department; and a listing of disallowed interview questions under the Ontario Human Rights Code, make this Guide a valuable hiring resource. Its tip-based, chronological format which simplifies and clarifies the hiring process will be useful to those hiring for the first time as well as to the more experienced, seasoned recruiter. In closing, I would like to extend a word of thanks to those who participated in the development of this document. Your contributions are greatly appreciated. Sincerely, Julie Mekarski Director, Client Services Human Resources Introduction This guide provides information to assist in the process of hiring research, grant and contract employees and outlines the steps necessary to conduct an effective hiring process including procedures to encourage equity in the Queen's workforce. Commencing with the initial employment-planning stage through the final selection and job offer, the guide's user-friendly, accessible format, presents step-by-step guidelines on how to go about recruiting, interviewing and selecting potential employees. Although those who hire research, grant and contract employees are responsible for all hiring and employment decisions pertaining to the recruitment process, there are a number of valuable resources available on campus to assist those involved in such processes. For instance, several people are available in Human Resources to provide advice and clarify the various hiring procedures. Names of some of those in Human Resources who will be pleased to answer questions and provide advice about various facets of the hiring process are provided in the next section: "List of Contacts in the Human Resources Department". 2 List of Contacts in the Human Resources Department Compensation Mailbox: hrcomp@queensu.ca Margaret Goslin (Employment Coordinator) Email: margaret.goslin@queensu.ca Tel.: 533-6000 (ext. 74183) Katie Smith (Employment Coordinator) Email: katie.smith@queensu.ca Tel.: 533-6000 (ext. 78601) Lisa Colby (Compensation Analyst) Email: lisa.colby@queensu.ca Tel.: 533-6000 (ext. 78859) Lori Schnare (Compensation Analyst) Email: lori.schnare@queensu.ca Tel.: (613) 533-6000 (ext. 79054) Diane Pointer (Total Compensation Specialist) Email: diane.pointer@queensu.ca Tel.: (613) 533-6000 (ext. 74173) Shannon Jones (Workplace Advisor, Health & Wellness Programs and Services) Email: shannon.jones@queensu.ca Tel.: (613) 533-6000 (ext. 77818) Lisa Cruise (Payroll and Finance Manager) Email: lisa.cruise@queensu.ca Tel.: (613) 533-6000 (ext. 79011) Laurie Gee (Director, Total Rewards) Email: laurie.gee@queensu.ca Tel.: (613) 533-6000 (ext. 74179) Julie Mekarski (Director, Client Services) Email: julie.mekarski@queensu.ca Tel.: 533-6000 (ext. 74803) 3 Process Checklist This checklist is intended to assist those responsible for hiring research, grant and contract employees, by providing an easy-reference guide that outlines the major steps involved in this hiring process. It is important when a project proposal is initially planned, to consider these employment processes. Hence, this checklist commences with the preliminary phase—the employment planning stage—and concludes with the contract appointment. Budget: when budgeting, determine required staff salaries, employer's benefits contribution, payments to central fund and special fund, as well as indirect cost recovery. Notification: the recipient of a grant receives notification that funding for a project or research has been awarded. Documentation and Research Account: Research Services ensures documentation completed for all sources of research funds, requests Financial Services to open researcher's account. Salary and Position Summary: Before beginning a hiring process, contact a member of the Compensation Team through the central Compensation mailbox, hrcomp@queensu.ca for advice on the Position Summary and appropriate salary grade. Advertising: Advertise the position on the Human Resources website. Research, Grant and Contract vacancies appear in the ‘Job Opportunities’ section under the heading ‘Research and Other Positions’ and are open to internal and external applicants. The Interview: Prior to the interviews, develop interview questions based on job-criteria. Plan to use these job-related criteria to evaluate candidates when reviewing resumés and conducting interviews. References: Contact at least two or three references, including current and former supervisors, for verification of the candidate's qualifications and their past experience. Benefits: When a verbal offer is made, prepare to answer candidate queries. For example, reviewing benefits eligibility and benefits premiums will assist with benefits questions. Contact the Human Resources Department to discuss what benefits the employee would be eligible for based on the terms of their employment. Written Offer and Contract: If a verbal offer is accepted, send an Offer of Employment letter. This should be written in consultation with an Employment Coordinator. Attach the letter (signed by the candidate) to a completed Employment Contract. Completing the Employment Contract: Prior to submitting the Employment Contract to Human Resources, please ensure that you have included the employee’s current mailing address, date of birth, void cheque for banking information, position number and a copy of their social insurance card. The contract will need all approval signatures and budget information to be processed by the Payroll Unit. Notify Other Candidates: Once a position has been accepted by a candidate, notify those who were interviewed that another candidate has been offered and accepted the position. Be prepared to provide feedback if necessary. Maintain Notes: Notes made during the process must be retained for two years to support reasons for the selection. This ensures available information should the selection be challenged. 4 Legislative Issues Ontario Human Rights Code and Employment Equity Legislation Those conducting a recruitment process will need to be aware of various aspects of Human Rights and Employment Equity legislation. The following outlines the basic principles of the legislation. Later sections provide the practical steps to ensure appropriate actions that comply with legislation. Ontario Human Rights Code An important function of the Ontario Human Rights Code is to promote equal employment opportunity regardless of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, record of offences, marital status, family status or handicap. Although those involved in hiring processes are normally aware of the basic concepts associated with the need to avoid discriminatory practices during a recruitment process, many are not familiar with the specific requirements and practical steps to promote a process that not only complies with legislation but also tends to attract a broad pool of qualified candidates. These and the various how-to's of putting into practice actions that accord with Human Rights legislation are detailed in this guide and include ways to avoid the pitfalls of illegal and irrelevant queries. Examples: using selection criteria that are based on the job-related criteria; becoming familiar with those interview questions that are prohibited under the Code (see Appendix A). Other Equity Legislation The University is committed to the principles of equity and to implementing policies and practices that encourage the full participation of disadvantaged groups. The University is regulated by employment equity legislation under the Federal Contractors Program which covers four groups: women, visible minorities, aboriginal people and persons with disabilities. An example of a procedure intended to encourage equity in the Queen's workforce is inclusion of the appropriate University equity statement in all employment advertisements. The University's goals for achieving employment equity are detailed in Achieving Equity: A Plan for Employment Equity. 5 Establishing the Hiring Process Hiring Tip During the initial stages of the hiring process, review and become knowledgeable about effective hiring practices. Preliminary Phase (Budgeting) In order to ensure that an adequate level of compensation is available to support the required salary associated with a hiring, during the planning stage of the project or research proposal, the budget will need to allow for some specific financial requirements. The Office of Research Services website provides information for researchers about preparation of the proposal, research related forms, staff contacts, etc., while the Human Resources department provides information specific to compensation and employment. The following are some examples of financial considerations to take into account during the planning phase: Salary Determine and budget for the appropriate, required level of compensation for this particular contract position. Contact a member of the Compensation Team through the central Compensation Mailbox: hrcomp@queensu.ca or see the List of Contacts in the Human Resources Department—to be advised of the appropriate salary. Remember to budget for any applicable July 1 salary increases for research, grant and contract staff. Employer's Contribution for Benefits The employer's contribution for benefits mandated by law or elected by the uploads/s1/ hiring-guide.pdf