VIP Instructions for Hiring Managers and Interview Committee Members
Step 1: Finalize Job Description
Update or create the position description. For new jobs, use the appropriate template for OPSEU or EXEMPT jobs. For existing jobs, edit the previous position description using the track changes function. New or significantly revised descriptions may require to be re-evaluated by the Job Evaluation Committee. Please email the completed job description to Torri Balson for evaluation.
Step 2: Complete the Staffing Request Form
Once the job description has been banded, a Permanent Staffing Form or Temporary Staffing Form must be completed.
If you require assistance in calculating the full-cost of a position, please use the Benefits Calculation Template. You must open the PDF and download/save to your computer prior to filling out the form. You will not be able to save the information on the form using the web browser view. Please ensure you open the file saved on your computer to fill out the form.
Step 3: Submit a Hiring Request in VIP
Submit a Hiring Request in VIP, attaching the completed Staffing Request Form to start the approval process. Please visit the Information for Hiring Managers and Interview Committee Members page for step-by-step instructions.
Step 4: Prepare Job Posting
Once the Hiring Request has been approved, Human Resources will notify the hiring manager and finalize the job posting (if applicable). Human Resources will work with the hiring manager to determine where to post the position. All applications received will be collected and recorded in VIP. Staff members who wish to be considered for a vacancy must apply within the time limit indicated. For OPSEU job competitions, applications will considered in accordance with the Collective Agreement.
Step 5: Form Interview Committee
Once a position is posted, the hiring manager must form an Interview Committee. Please advise Jennifer Nelson in the Department of Human Resources of the members of your interview committee.
- For Regular/Recurring positions, your committee should consist of three (3) Managers/Supervisors. One Manager/Supervisor must be external to the hiring department.
- For contract positions, a minimum of two (2) Managers/Supervisors are required.
- OPSEU members and students cannot be on the scoring interview committee, but may be allowed to sit as an observer (with approval by Human Resources).
Step 6: Develop Interview/Testing Questions
The hiring manager and/ or interview committee must develop the interview questions, and testing, which can be done using the Selection Evaluation Form. Please send Jennifer Nelson in Human Resources the interview questions and testing (with the points assigned to each question) for review.
Step 7: Review Applications
The applications will NOT be released to the Manager/Supervisor until after #5 and #6, above, are provided to Human Resources to review. Once the committee and interview/testing has been reviewed, the applications will be released in VIP to the Hiring Manager and Interview Committee. Once you have assessed the candidates, please inform Jennifer Nelson of your shortlist prior to interviews being scheduled.
Step 8: Arrange Interviews/Testing
Inform Jennifer Nelson of the dates and times of the interviews. Human Resources can assist with setting up the interviews/testing with sufficient notice, or the Manager/Supervisor may do so but please advise HR of the schedule. All candidates must be asked the same interview questions (previously reviewed by HR), by the same members of the committee. Testing must also be the same for all candidates.
Step 9: Check References
Reference checks must be completed by the hiring manager for the top candidate(s) only, using either the Reference Check Form - Management Positions or Reference Check Form - Non-management Positions. A minimum of three (3) references must completed.
Step 10: Submit Recommendation to Human Resources
All scores (interviews & testing), references, and interview notes for each member of committee must be returned to HR along with a total summary sheet of scores, and a recommendation of which candidate should be offered the position. These will be reviewed by HR prior to an offer being made.
Step 11: Make a Verbal Offer
Once HR reviews the hiring recommendation, the hiring manager will be informed if they can proceed with a verbal offer. Once the verbal offer is accepted by the candidate, please inform HR the details of the appointment letter (start date, schedule etc.). HR will draft an appointment letter for the successful candidate, which the manager will review and approve in VIP, before it is sent to the candidate.
Step 12: Contact Unsuccessful Candidates
The hiring manager may contact the unsuccessful candidates after HR has approved hiring decision. HR can also send a formal letter to the unsuccessful candidates, if requested. Internal OPSEU applicants, who are not interviewed or successful, will be notified in writing by HR, and may request the reasons for the decision. If the reasons are requested by the applicant, the letter is prepared by the Manager/Supervisor in consultation with HR.
If you have any questions concerning this process or the procedures which should be followed please contact the HR Department. Good luck with your search!