Recruiting & Staffing Principles and Guidelines
Overview
Your role as a supervisor •
What is my role in the recruiting process?
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How will my employees apply for a job?
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How do I onboard my new employees?
Quick Links & Resources
Questions
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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
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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
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Filter out unqualified candidates through prescreening questions
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Candidates can easily be shared with others to help determine who to interview
Fewer CV’s to read through - supervisors review only the best qualified candidates
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
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The Recruitment Process
Step 1: Partner with HRBP/Recruiter to identify approved openings Step 2: Participate in a Job Briefing Discussion
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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 5: Partner with HRBP/Recruiter to identify candidates to be screened further
Step 4: HRBP will filter/screen candidates and forward only the most relevant to the position Step 6: Identify interview(s), conduct interviews and/or attend selection meetings
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Interviewer to partner with HRBP/Recruiter in identifying behavioural-based interviewing techniques
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Identify basic (required) and preferred (nice-to-have) qualifications
Throughout process, work with HRBP/Recruiter on who will and how-to reject candidates
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Hiring Manager Responsibilities
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
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Job Briefing Discussion Job Briefing Discussion with Hiring Manager •
Fact-finding, strategic discussion between Recruiter and Hiring Manager to determine the following:
Expectations
Sourcing Strategy
• How will you identify prospects • Discuss timeline for deliverables • Review the recruitment process and next Selection Method steps - approval, grade level, • Identify selection strategy information on the position, etc. • Clarify interview roles, responsibilities and Job Requirements logistics • Obtain the correct information to draft • Discuss candidate experience 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.
Onboarding
• Understand new hire onboarding process and who is responsible for what
• Understand the business needs • Frame value proposition for applicants
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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
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Hiring Manager Centre Stage
Be sure to ignore the “Create a Requisition” option. This is something your HRBP/Recruiter will do!
Select View Requisitions to access the Requisition List
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Hiring Manager Review of Requisitions
Select the Req Title to view the requisition content
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Review Requisition Content
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.
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Review Requisition History Captures general req information including the req status
Allows you to return to the req list or scroll through the reqs on the list
Allows you to view the candidate list Provides details of the requisition history
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Hiring Manager Review of Candidates
Select the number of candidates to view the candidate list
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Candidate List The print functionality allows you to select parts of the requisition that you would like to include in a printable .pdf format
The share function allows you to share candidates with another person More Actions dropdown gives you additional candidate functionality
Candidate list allows you to view the candidates within the requisition
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Sharing Candidate Information
Select “Next”
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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
4 Choose which parts of the candidate application you’d like to share and select “Share”
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Reviewing Candidate Submission History
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
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Reviewing Candidate Submission Attachments Attachments Tab: Allows you to view the candidate’s attachments made to the application
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Reviewing Candidate Pre-screening Answers
Show / Hide Details
Within the Prescreening section, you can view the candidate’s responses to prescreening questions 17
Questions?
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