Full-time Faculty and Librarian Hiring/Searches Academic Administrators Meeting August 30 th, 2011

Full-time Faculty and Librarian Hiring/Searches

Academic Administrators MeetingAugust 30th, 2011

Administering the WLUFA Collective Agreement: Agenda

Faculty/Librarian Searches including:• The Job Ad• The Shortlist• The Interview• The Recommendation• Employment Equity best practices• Hiring non-Canadians: Labour Market Opinions and work permits

Kendra Young, Faculty RelationsGlenda Wall, Department of Sociology and former ChairDana Gillett, Employment Equity & AODA Officer

Administering the WLUFA Collective Agreement: Job Posting

Job Ad/Posting needs to include:• University website, University Affairs, CAUT Bulletin.• UA and CAUT Bulletin where publication schedules and

policies permit.• There may be a need to post on UA and CAUT website only

and not the hardcopy publication. (Article 13.11.3)• The above is the minimum advertising.• HRSDC looks to see if the advertising medium used is effective

in attracting appropriate candidates for the position. • Make sure any vacant position advertised abroad is also

advertised simultaneously in Canada.

Administering the WLUFA Collective Agreement: Hiring and Searches

Job Ad/Posting and the Deadline Date• Applicants are entitled to rely on the deadline

date• Advertise for a reasonable length of time

(about a month) to allow broad exposure of the vacancy to Canadians and permanent residents

WILFRID LAURIER UNIVERSITY: The Department of Communication Studies invites applications for a tenure track position at the rank of Assistant Professor beginning July 1, 20XX. This position is subject to budgetary approval. Duties will include undergraduate and graduate teaching, and research. Applicants should specialize in the areas of 1.Language and Discourse, or 2. Culture and Technology. Research that is international in scope, and/or willingness and ability to teach research methods will be an asset. In addition to having an active research agenda in one of the above areas, the qualified candidate will have experience teaching in one of these fields. Applicants must have a completed PhD in Communication Studies or a cognate discipline (or close to completion), teaching experience, and an established research record. In their cover letter, applicants should outline their area of expertise, as well as submit a curriculum vitae, a sample publication, a teaching dossier, and the names, addresses, telephone numbers and email addresses of three academic references by (Deadline that allows the posting to be up for at least one month) to Name, Chair, Department of Communication Studies, Wilfrid Laurier University, 75 University Avenue West, Waterloo, Ontario N2L 3C5. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Wilfrid Laurier University is committed to equity and values diversity. We welcome applications from qualified women and men, including persons of all genders and sexual orientations, persons with disabilities, Aboriginal persons, and persons of a visible minority. Members of the designated groups wishing to be considered for employment equity must self-identify, in confidence, to the Dean of the Faculty of XX, Dean`s Name. Only those applicants selected for an interview will be contacted.

Administering the WLUFA Collective Agreement: Employment Equity

Purpose: • Ensure that all members of our community have access to positions and

opportunities for advancement• Job qualifications are assessed in relation to the requirement of the

position.

EE is about ensuring that all qualified candidates are considered, that the best candidate is hired and that those who are hired have equitable access for advancement.

Legislation: Federal Contractors Program (FCP) Ontario Human Rights Code

Administering the WLUFA Collective Agreement: EE Self-Disclosure

Process:1. Candidate discloses to the Dean in confidence2. Dean reviews the proposed short list. If Candidate’s name is

not on the short list the Dean may inquire about why the Candidate was not short-listed

3. If the Dean is concerned that those from the designate groups are not being short-listed at a higher frequency then others, please contact the Employment Equity Officer to review job requirements and the selection process

Administering the WLUFA Collective Agreement: Reviewing Applications

• Establish processes for discussing and selecting candidates to short-list and recommend for appointment BEFORE DAPC/LAPC proceeds to select a short list.

• Will all candidates be discussed in the meeting, or just people’s top choices? How many? • What voting system will you use?• First meeting and the Evaluation Grid


• Develop an evaluation grid which all members of the hiring committee fill out for all candidates based on the ad criteria and 13.11.7• It is good practice for the chair to collect and retain all

evaluation grids for a period of at least one year.• Depending on how the ad is worded, you have may some

yes/no questions at the beginning of the grid that may initially exclude some candidates from further consideration.• i.e. candidate does not have a Ph.D. when ad specifies that the

successful candidate must have a Ph.D.


From an EE perspective, keep in mind:• Non-traditional career paths• Alternative work experience• Experiences and qualifications outside the norm• Educational experience

Administering the WLUFA Collective Agreement: Interview Process

• Be sure to give all candidates a copy of the WLUFA information pamphlet for new appointees (13.11.8 FTCA)

• Develop and use a set of standard questions• Develop and use a post-interview evaluation

grid based on the components of the interview• Collect and retain evaluation grids for at least one

year

Administering the WLUFA Collective Agreement: Interview ProcessThere is protected information that you cannot inquire about related to the protected groups:

• Race/Colour/Ancestry/Ethnic Origin • Place of origin, citizenship• Creed• Gender • Sexual orientation• Age• Record of offences• Marital status including same-sex partnerships/family status• Disability

Remember that all interactions with a candidate are part of the interview process – not just the interview

Administering the WLUFA Collective Agreement: Interview Process

Things to consider:

• Words mean different things in different languages – avoid metaphors

• Do not be influenced by body language

• Avoid stereotypes, people within a cultural group may not share their group’s values or norms

• Legal obligation to accommodate disabilities during the recruitment process – ask candidates in advance of the interview

Administering the WLUFA Collective Agreement: Making a Recommendation

• DAPC recommends to department-in-council (or for Music, SW, Education and Brantford, faculty-in-council) a rank-ordered list of candidates for the position (13.11.9)

• Once approved, the chair presents this recommendation (along with his or her own recommendation) to the Dean and includes a summary of DAPCs assessment of the rank-ordered candidates (13.11.10)


Note of Caution:• Don’t inform the top-ranked candidate that he or she has been

recommended until the Dean confirms that the candidate will be contacted and offered the position.

• Don’t inform the other rank-ordered candidates that they did not get the position until a candidate has accepted the position.

• DAPC meetings are confidential and it is important to stress this at the beginning of the hiring process. This becomes particularly important when there are internal candidates.

• Internal candidates should not be invited to attend the research presentations of other candidates or the dept-in-council meeting to recommend a rank-ordered list of candidates

• CVs and other candidate material should be kept in a secure location and signed out only to DAPC members.


After the recommendation is presented to the Dean:• The Dean speaks to candidate about salary and other terms

of the appointment. Depending on the availability of the candidate this could take several weeks of back and forth.

• Once the negotiations are finalized the Dean’s office prepares and compiles the information to accompany the recommendation and sends to the VP: Academic’s office.

• The recommendation has to be signed off by the VP: Academic and the President before the appointment letter is prepared for the VP: Academic’s signature. Depending on the President’s and the VP: Academic’s schedule it could be a few days before the appointment letter is prepared.


After the recommendation is presented to the Dean:• Faculty Relations works on preparing and sending out the

appointment letters as soon as they are received. • The appointment is finalized once a signed letter is received

from the candidate.• The candidate is not on the payroll until Faculty Relations has

notified Payroll that the signed letter has been received, as well as all necessary documentation.

What can delay this process.........

Administering the WLUFA Collective Agreement: Letter of Offer

What can delay this process....

• Incorrect mailing address provided to our office.• Candidate is out of town and not picking up mail or they can’t

be reached as to appropriate place to courier package.• Candidate is not a Canadian Citizen


Non-Canadian – Exemptions to Labour Market OpinionThey still need a work permit• Post-doctoral fellows;• Research award recipients;• Eminent individuals, for example leaders in various fields;• Guest lecturers;• Visiting professors;• Citizens of the U.S. and Mexico appointed as professors under the

university, college and seminary levels of the North American Free Trade Agreement NAFTA);

• Citizens of Chile appointed as professors under the Canada Chile Free Trade Agreement (CCFTA).


Non-Canadian – Labour Market Opinion

1. Chair completes the “Foreign Academic Recruitment Summary form” and includes with recommendation to the Dean

2. Include list of other websites and/or publications the position was advertised in and for how long.

3. Faculty Relations prepares “Labour Market Opinion Application” form. The form, letter of appointment, summary, ad, etc. is sent to HRSDC

4. Response from Human Resources Skills Development Canada can be 3 days to 10 days, depending on the workload at HRSDC


Non-Canadian – Work permit and SIN

• Even though we have a signed letter of appointment, the University cannot add the candidate to the payroll until the work permit and Social Insurance Number has been received

• Letter of appointment includes language that their employment is not finalized until they are legally employable in Canada, i.e., SIN and work permit are received in our office.


Non-Canadian – Work permit and SIN

• A non-Canadian applying for a position should already be looking at what they need to work in Canada. For example, they may need a criminal check which would further delay processing.

• Current response time is 83 days to process

Note: Non-Canadians exempt from LMO can apply for a work permit as soon as they receive their letter of appointment.


Questions?

Documents

Full-time Faculty and Librarian Hiring/Searches Academic Administrators Meeting August 30 th, 2011