HomeMy WebLinkAboutHUR040 Hiring PolicyPolicy
Policy Title: Hiring Policy Policy Number
HUR 040
Reference
Resolution #231/07
Resolution #240/14
Resolution #876/22
Date Originated (m/d/y)
04/12/1999
Date Revised (m/d/y)
01/12/2007
05/20/2014
04/14/2022
Pages
14
Approval: Chief Administrative Officer Point of Contact :
Director, Human Resources
Policy Objective
The objective of this Policy is to:
1.Establish fair and consistent employment practices.
2.Ensure that vacant positions are filled in a fair and consistent manner, recognizing the
bona fide requirements and characteristics of the position being filled.
3.Ensure compliance with governing legislation, policy and conditions specified by the City’s
collective agreement(s) with its unionized employee group(s).
4.Ensure that an adequate range of qualified individuals are attracted for all vacancies.
Index
01 Definitions
02 Responsibilities
03 Procedures/General Provisions
04 Non-Discrimination
05 Accessible Employment Standards
06 Job-Related Medical Examination
07 Verification of Credentials
08 Reference Verification
09 Unsolicited Applications
10 Documentation
11 Nepotism
12 Driver’s Licence
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13 Contract Staff
14 Relocation Assistance
15 Probationary/Trial Periods
16 Criminal Reference Check/Vulnerable Sector Screening
Appendices
01 Definitions
01.01 Accessible Formats – include but are not limited to large print, recorded audio
and electronic formats, Braille and other formats usable by persons with
disabilities.
01.02 Applicant – An external individual submitting a job application for employment
with the City.
01.03 Candidate – An existing employee submitting a job application for a posted
vacancy.
01.04 Children - From birth to 18 years of age.
01.05 Common-Law Spouse - An adult who cohabits with a member of the same or
opposite sex in a conjugal relationship outside of marriage.
01.06 Communication Supports – Includes but is not limited to captioning, alternative
and augmentative communication supports, plain language, sign language and
other supports that facilitate effective communications.
01.07 Criminal Reference Check - A check undertaken through the police department
on individuals to determine whether they have a record of offences.
01.08 Direct Reporting Relationship - A reporting relationship where an individual has
the authority to directly control the activities or work assignments of another
employee (as in a supervisor/subordinate relationship).
01.09 Disability
a) Any degree of physical disability, infirmity, malformation or disfigurement that
is caused by bodily injury, birth defect or illness and, without limiting the
generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury,
any degree of paralysis, amputation, lack of physical co-ordination, blindness
or visual impediment, deafness or hearing impediment, muteness or speech
impediment, or physical reliance on a guide dog or other animal or in a
wheelchair or other remedial appliance or device.
b) A condition of mental impairment or a developmental disability.
c) A learning disability or a dysfunction in one or more of the processes involved
in understanding or using symbols or spoken language.
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d) A mental disorder.
e) An injury or disability for which benefits were claimed or received under the
insurance plan established under the Workplace Safety and Insurance Act,
1997; (“handicap”).
01.10 Employment Reference - Telephone contact with company officials who have
supervised the applicant and who have direct knowledge of the applicant’s work
record and job performance.
01.11 Immediate Family - A husband, wife, including common-law spouse, children,
including foster or step children, of an employee.
01.12 Immediate Relative - The parents, brothers, sisters, including foster or step,
parents-in-law, brothers-in-law, sisters-in-law, sons-in-law, daughters-in-law,
grandparents, grandchildren, or any other relative living with an employee.
01.13 Moving Expenses - The reasonable costs of packing, unpacking, cartage and
freight of an employee’s household effects to the City of Pickering. It will be
incumbent upon the prospective employee to provide to the employer three
estimates on moving costs prior to authorizing final arrangements.
01.14 MTO Signing Authority – The individual(s) authorized by the Ministry of
Transportation Ontario to conduct Driver Abstract searches.
01.15 Nepotism - Employment preference or other favouritism shown to immediate
family or immediate relatives.
01.16 Non-Resident Employee - For the purpose of determining relocation assistance
under this Policy, a non-resident employee is a new employee who has been
appointed to a position with the City of Pickering and who does not reside in the
City of Pickering, the surrounding area or within commuting distance of the City.
01.17 Probationary/Trial Period - A set amount of time during which a new employee
appointed to a position must demonstrate the ability to effectively discharge the
full range of duties of the position and during which the employer may assess the
employee’s competence and suitability for the position.
01.18 Relocation Expenses
a) The cost of public transportation (air, rail, bus) of an employee and
immediate family to the City of Pickering.
b) Includes the cost of gas, meals and hotel accommodation for the employee
and immediate family if traveling is completed by automobile to the City of
Pickering.
c) Accommodation and meals at a local hotel for a period of not more than
fourteen (14) days to allow the employee to make accommodation
arrangements.
01.19 Supervisor – Immediate Non-Union Supervisor.
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01.20 Trial Period - A set amount of time during which an existing employee appointed
to a new position must demonstrate the ability to effectively discharge the full
range of duties of the position and during which the employer may assess the
employee’s competence and suitability for the position.
01.21 Vacancy – When the City declares a position open and ready to be filled by
advertising the position by a job posting.
01.22 Vulnerable Sector – Persons who, because of their age, a disability or other
circumstances, whether temporary or permanent are:
a) in a position of dependence on others; and
b) otherwise at greater risk than the general population of being harmed by
persons in a position of authority or trust relative to them.
01.23 Vulnerable Sector Screening – A check undertaken through the police
department on individuals to determine whether they have a record of offences
involving the vulnerable sector.
01.24 Interview Panel – Consists of Human Resources representative, representative(s)
from the hiring department (typically the immediate non-union Supervisor).
02 Responsibilities
02.01 Chief Administrative Officer (CAO) to:
a) approve the filling of all permanent vacancies; and
b) authorize negotiated entitlements related to compensation and vacation for
non-union employees.
02.02 Director to:
a) identify staffing requirements and work with the Human Resources
Department to provide staffing within their department;
b) review duties and qualifications of vacant positions and prepare up-to-date
and accurate job descriptions;
c) review and authorize all staffing actions initiated within their jurisdiction; and
d) participate in the individual selection process as appropriate.
02.03 Division Head/Supervisor to:
a) initiate Employment Requisitions (see Appendix 1) for staffing within their
area of responsibility;
b) participate in the development of interview packages;
c) participate in the individual selection process; and
d) arrange for employee and position orientation on employee’s first day on the
job.
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02.04 Human Resources Department to:
a) prepare Internal Job Postings and external advertisements for job
competitions;
b) receive and review all resumes and job applications (see Appendix 2 and 3)
in relation to selection criteria;
c) assist client department in the development of interview questions;
d) coordinate and participate in the individual selection process.
e) ensure that interviews and hiring decisions are undertaken in a fair and
consistent manner and in compliance with governing legislation, policy and
terms and conditions in collective agreement(s);
f) arrange relocation assistance where appropriate; and
g) provide new employee with benefit orientation and enrolment.
03 Procedures/General Provisions
3.01 The Director initiates employment requisition and forwards to Human Resources
with appropriate approvals.
3.02 Posting and filling of jobs falling within the scope of a collective agreement will be
carried out in accordance with the requirements of the respective collective
agreement. The posting shall summarize typical duties of the position, minimum
entry qualifications, salary range or pay grade and application deadline.
3.03 All non-union job postings may be advertised internally and externally at the same
time in the interests of expediting the filling of a vacancy.
3.04 Human Resources reviews applications received according to standards
identified in the job description. For union positions, Human Resources will also
verify the candidate’s seniority date.
3.05 Testing of required knowledge, skills and abilities may form an integral part of the
screening process. Accommodation needs of an individual due to a disability will
be addressed.
3.06 Interviews take place and applicants are rated against selection criteria.
3.07 The Interview Panel recommends a suitable individual to the Director and, if
applicable, the CAO.
3.08 Once final approvals are obtained, Human Resources makes a conditional offer
of employment to the successful individual and subject to a satisfactory pre-
employment medical and/or a satisfactory criminal reference check/vulnerable
sector screening.
3.09 Upon acceptance by the individual, Human Resources will notify the hiring
department of the employee’s commencement date. If an internal candidate has
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been selected to fill a position, the employee’s start date in the new position is
established through mutual agreement by the two Directors involved.
3.10 Human Resources will notify all unsuccessful internal candidates and external
applicants interviewed that the vacancy has been filled.
3.11 Human Resources will prepare an individual accommodation plan in consultation
with the employee, where applicable a union steward (at the employee’s request)
and an outside medical or other expert at the City’s expense.
3.12 Human Resources will arrange for the employee’s benefit enrolment.
3.13 The immediate non-union Supervisor will schedule the employee for the first
available orientation session.
04 Non-Discrimination
In accordance with the Ontario Human Rights Code, the City will provide equal
opportunity for employment to all qualified individuals without discrimination because of
race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, gender
identity, gender expression, sexual orientation, age, record of offences, marital status,
family status or disability.
05 Accessible Employment Standards
In accordance with the Employment Standard set forth under the Accessibility for
Ontarians with Disabilities Act, 2005, the City shall follow the principles of dignity,
independence, integration and equal opportunity by addressing the following:
5.01 Recruitment, Assessment and Selection
The City will notify employees and the public about the availability of
accommodations during the recruitment process. Suitable accommodations will
take into account the applicant’s accessibility needs due to a disability.
Employees will be notified upon hire of the City’s policy to accommodate
employees with disabilities and will be provided with updated information
whenever there is a change to accessibility policies.
5.02 Accessible Formats and Communication Supports for Employees
Where an employee with a disability so requests it, the City must provide or
arrange for the provision of accessible formats and communication supports for
the following:
a) information needed in order to perform their job; and
b) information that is generally available to all employees in the workplace.
5.03 Workplace Emergency Response Information
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The City shall provide individualized workplace emergency response information
to employees who have a disability, if the disability is such that the individualized
information is necessary and the employer is aware of the need for
accommodation due to the employee’s disability. The individualized workplace
emergency response information must be provided as soon as practicable after
the employer becomes aware of the need for accommodation due to the
employee’s disability.
The City shall provide the workplace emergency response information to the
person designated by the employer to provide assistance to the employee.
This information shall be reviewed:
a) when the employee moves to a different location;
b) when the employee’s overall accommodations needs or plans are reviewed;
and
c) when the employer reviews its general emergency response policies.
5.04 Individual Accommodation Plans
The City of Pickering is committed to accommodating people with disabilities and
will use the following process to identify and meet employee accommodation
needs.
a) Recognize the need for accommodation
Accommodation can be:
• requested by the employee
• identified by the employee’s manager or hiring manager
b) Gather relevant information and assess individual needs
The employee is an active participant in this step
• Information will be collected on the employee’s functional abilities,
not the nature of the employee’s disability
o The employee’s personal information, including medical
information, is kept secure and dealt with in a confidential
manner. It will only be disclosed to individuals who need it
to perform the accommodation process.
• The employee and their manager will work together to find the
most appropriate accommodation
o A medical or other expert may be engaged (at the
company’s expense) to help determine if/how the
employee’s needs can be accommodated
o The employee may ask a bargaining agent or other
workplace representative to participate in the process
c) Write an individual accommodation plan
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After identifying the most appropriate accommodation(s), the details will
be documented in a written plan, including:
• What accommodation(s) will be provided
• How to make information accessible to the employee, including
accessible formats and communication supports
• Employee emergency information and/or emergency response
plan (if applicable)
• When the plan will be reviewed and updated
The manager will give the employee in an accessible format (if required),
a copy of the individual accommodation plan, or written reasons for
denying accommodation.
d) Implement, monitor and update the plan
After implementing the accommodation plan, the employee and their
manager will monitor and review the plan to ensure that it is effective.
Formal reviews and updates will take place on the mutually agreed upon,
predetermined schedule in the employee’s accommodation plan. If the
accommodation is no longer appropriate, the employee and the manager
will reassess the situation (step b) and update the plan.
The accommodation plan will also be reviewed and updated if:
• the employee’s work location or position changes
• the nature of the employee’s disability changes
5.05 Return to Work and Performance Management
a) The return to work process set out in Attendance Management Procedure
HUR 130-025 outlines the steps the employer will take to facilitate the return
to work of employees who were absent because their disability required
them to be away from work. Individual accommodation plans will be
used as part of this process.
b) The accessibility needs of employees must be respected when utilizing
performance management tools.
c) When providing career development and advancement to employees, the
City shall take into account the accessibility needs of its employees with
disabilities as well as any individual accommodation plans.
06 Job-Related Medical Examination
The objective of a job-related medical examination is to ensure that individuals are
medically and physically capable of performing the essential duties of the position for
which they have been given a written conditional offer of employment. The medical
examination shall relate to the individual’s physical and/or mental ability to carry out the
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essential duties of the job and may be required upon appointment to permanent positions
or positions which demand a greater degree of physical effort or fitness.
07 Verification of Credentials
Successful individuals will be required to submit originals of all degrees, diplomas or other
relevant documents which they claim to hold, to Human Resources. Copies will be
maintained in the employee’s personnel file for future reference.
08 Reference Verification
Employment references must be completed and documented prior to issuing an offer of
employment. Human Resources conduct all external reference checks using a Telephone
Reference Check form. Typically this will involve contact with at least three (3) previous
supervisors of an external applicant.
The Human Resources Department will obtain written authorization from the applicant
prior to conducting a reference check. (Refer to Appendix 4 – Employment Reference
Consent Form) Only the references provided by the applicant on the Employment
Reference Consent Form will be contacted.
09 Unsolicited Applications
Unsolicited applications for employment will be retained in the Human Resources
Department for a period of six months. Unsolicited applications received by supervisors
and elected officials should be forwarded to Human Resources in all instances
immediately upon receipt.
10 Documentation
In accordance with the administrative requirements set out in the Municipal Freedom of
Information and Protection of Privacy 1990 Act (MFIPPA), all recruitment and selection
related data is to be retained in the Human Resources Department, or under custody and
control of the City Clerk.
Upon completion of the interview process, interview panel members are required to return
all documentation contained within the interview package to Human Resources for central
filing. Documentation related to the interview and selection process will be retained within
Human Resources for a period of four years.
11 Nepotism
The City of Pickering recognizes that all qualified individuals should be provided with the
opportunity to be considered for employment and that family relationships should not
unduly or unfairly restrict an individual’s right to seek employment opportunities. The fact
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that a potential employee is related to an existing employee should neither prejudice nor
advance that person’s hiring opportunities.
11.01 Any attempts at interference, undue influence or coercion relating to
employment shall be reported immediately to the CAO for investigation.
11.02 The hiring of immediate family or immediate relatives of employees is not
appropriate in situations where the related employees would be in a direct
reporting relationship.
11.03 Members of immediate family or immediate relatives shall not participate in the
recruitment, promotion or selection process where a candidate is an immediate
family or immediate relative.
12 Driver’s Licence
Where a position requires a valid driver’s licence, the following guidelines will apply.
12.01 The City will determine all jobs within the City where the ability to drive is an
essential requirement of the position. This requirement will be identified in the
job description.
12.02 Individuals in positions that require the ability to drive a City vehicle will be
required to sign a Driver’s Abstract Consent Form (see Vehicle Use Policy ADM
020 Appendix 1) and provide a copy of their valid Ontario Driver’s Licence of the
correct class for the vehicle to be driven, after a conditional offer of employment
has been made.
12.03 The City’s MTO Signing Authority will arrange to have a semi-annual driver
abstract search undertaken for all employees who operate City vehicles and
equipment.
12.04 Individuals in positions that require the ability to drive a personal vehicle shall
complete a Contract for Personal Vehicle Use form and Confirmation of Liability
Insurance Coverage form (see Vehicle Use Policy ADM 020 Appendix 2 and 4),
only after a conditional offer of employment has been made.
13 Contract Staff
13.01 Guidelines
a) Individuals may be hired on an employment contract basis to perform
specific functions for a specified period of time. Establishment of such
contracts shall not violate the provisions of the City’s collective
agreement(s).
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b) Benefits will be provided to contract individuals in accordance with
governing legislation. Additional benefits may be provided as negotiated
between the respective parties.
c) Contracting of individuals shall be undertaken within the constraints of
departmental budgets or other approved funding and will be subject to the
approval of the CAO.
d) Each contract is subject to such terms and conditions as may be
negotiated between the City and the individual contractor.
e) Contracts will be prepared by the Human Resources Department in
accordance with established format and procedures.
13.02 Recruitment Consultants
a) The City recognizes that it may be necessary to rely on the services of
outside management consultants to assist in the identification and referral
of applicants for certain positions. Outside consultants may be retained by
the City for:
i. senior managerial positions, including the CAO, where it has been
determined that a consultant may be better able to attract well-qualified
applicants; and
ii. professional or specialized technical positions where it has been
determined that suitably qualified applicants with specialized skills
cannot be attracted by more conventional and traditional approaches
to recruitment.
b) Use of consultants will be subject to review and approval of the CAO and
Purchasing Policy PUR 010. If recruiting is for the position of CAO,
Council or its designated representatives will be responsible for
coordinating the selection and retention of outside consultants and for
liaison during the recruitment and selection process.
14 Relocation Assistance
14.01 Relocation assistance ensures that a qualified applicant will not be prevented
from accepting employment with the City because of the expense of relocation
when (see Relocation Expense Service Agreement form HUR 040 Appendix 5):
a) the position is a key position for which there is no suitably qualified
individual available within the City of Pickering or in the immediate vicinity;
b) it is mandatory that the position be filled as quickly as possible; and
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c) the Director recommends, and the CAO concurs, that such recruitment
incentive is appropriate in the specific circumstances.
14.02 The City may assist newly appointed non-resident employees with relocation
assistance upon written acceptance of an offer of employment.
14.03 The City will recover on a pro-rata basis, any relocation assistance paid to an
employee who resigns or is terminated from employment for just cause within
twenty-four (24) months of commencement of employment. Relocation
assistance may include both moving expenses and relocation expenses.
15 Probationary/Trial Periods
15.01 The City of Pickering recognizes the importance of a period of evaluation for
employees appointed to positions as a result of competition, promotion or
transfer. Permanent appointments to all positions within the City shall be
subject to satisfactory performance during the probationary/trial period.
a) Unionized employees will serve a probationary/trial period in accordance
with the provisions of the City’s collective agreement(s) with its unionized
employee group(s).
b) The standard probationary/trial period for non-union employees of the City
shall be six working months. Any single period of absence during the
probationary period in excess of 5 working days, for any reason, shall be
added to the probationary period.
16 Criminal Reference Check/Vulnerable Sector Screening
16.01 The City recognizes the importance of ensuring the personal safety and well-
being of its employees and the safety and well-being of those members of the
community who are receiving services. The City will undertake a Criminal
Reference Check for all full-time and part-time volunteers, existing employees
who have applied successfully and external applicants who will, as a result of
their positions, meet one or a combination of the following criteria:
a) employees who occupy a position of trust, financial or otherwise.
Otherwise is defined as the level of authority, importance of contacts,
impact on the City’s image/reputation, and access to confidential/privileged
information with the ability to control or manipulate data;
b) employees who are required to enter private residences on a regular basis;
c) all levels of management; and
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d) employees who as part of their job requirements, work directly and interact
with the vulnerable sector will form the basis for a Vulnerable Sector
Screening.
16.02 Guidelines
Criminal Reference Checks/Vulnerable Sector Screenings shall be carried out in
accordance with the Ontario Human Rights Code. The Code prohibits
discrimination on the basis of a person’s record of offenses which is defined as:
a) an offense in respect of which a pardon has been granted under the
Criminal Records Act and has not been revoked; and
b) An offense in respect of any provincial enactment.
A record of offenses does not include a conviction under the Criminal Code,
Narcotics Control Act, Food and Drug Act or Federal Criminal Enactment for
which a pardon has not been granted or for which a pardon has been granted
and revoked.
Appendices
Appendix 1 Employment Requisition
Appendix 2 Internal Application Form
Appendix 3 Employment Application Form
Appendix 4 Employment Reference Consent Form
Appendix 5 Relocation Expense Service Agreement
This policy will be supported with a detailed operating procedure which will address the
actionable items of those directly involved in recruitment and their respective responsibilities.