HR Process Stream Update: Enhancements to the Recruitment Process

For hiring managers seeking to fill a vacancy, the process involves a number of steps. Based on feedback from the community, we’re introducing enhancements to the process to continue to reduce the administrative burden on hiring managers. These updates mark the latest in a series of improvements aimed at making the recruitment experience more efficient and effective and evolving our practices to better serve the university.

Updates to the Job Posting Request Form & Job Posting Template

The job posting process is now easier for hiring managers to request support from Shared Services and to post a position. 

Building on the university’s goal to simplify and standardize key HR administrative processes under the Continual Administrative Service Improvement Program (CASIP), the job posting request form and job posting template have been reviewed. Based on client feedback, the two forms have now been combined into one single form. This streamlines the collection and submission of information to post the job, and it also makes it easier for hiring managers to request and receive support from the Shared Services Talent Acquisition, Immigration & Records (TAIR) team.

Key takeaway for managers: The TAIR team is available to help reduce the administrative effort involved in your recruitment if you choose to select their services. Once you’ve obtained approvals to hire a new employee and determined that a job posting is required, complete the updated job posting request form and submit it to the Staff Service Centre. The TAIR team will review your request and work with you to address your recruitment needs.

New Recruitment Folder Management Process

In consultation with the University Records Office, Shared Services is introducing a new and efficient system for organizing and managing records for recruitments that the TAIR team supports. This approach aligns with the university’s records retention policy and schedule and ensures that we have a complete and accessible record of each hire that is facilitated by Shared Services. This change also means that hiring managers can spend less time managing and organizing files and more focus on assessing the applications of potential hires. 

The folder will store all relevant documents for each recruitment, such as job postings, resumes, interview notes, reference checks, and any other relevant documentation that supports decision making. The TAIR team will manage the lifecycle of the recruitment folder, deleting or archiving files according to the university’s retention schedule.

Key takeaway for managers: Once a job posting request form has been received and processed by the TAIR team, a team member will create and share a recruitment folder with you. Simply store all relevant files or documentation in the appropriate sub-folders. Further guidance and instructions will be available in the folder. Review the Recruitment Folder Management Snapshot. 

Important Note: This process does not apply to recruitments that do not require a job posting with Shared Services’ assistance (e.g., excluded students, graduate students, or other recruitments that do not require a posting). In these cases, hiring managers should continue to store and maintain recruitment records as outlined in the HRS records retention schedule (currently under review for minor housekeeping edits) and recommend modeling the structure of recruitment folders similarly to the structure outlined in the Recruitment Folder Process Snapshot.

What’s next? 

Stay tuned in the coming weeks to learn about updates to the Careers Portal and the Recruitment Pilot.