procedural guide for viufa, bcgeu, admin and cupe search

CCrreeaatteedd OOccttoobbeerr 11999977 RReevviisseedd October 2016

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Procedural Guide

for

VIUFA, BCGEU, ADMIN and CUPE Searc h Committees

https://www2.viu.ca/HumanResources/FacultyRecruitment.asp

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TTIITTLLEE PPAAGGEE

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22..00 SSeeaarrcchh PPrroocceessss FFllooww CChhaarrtt .................................................................................................................................................................................................... 11

33..00 CCoommmmeennccee tthhee SSeeaarrcchh PPrroocceessss ...................................................................................................................................................................................... 11

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55..00 RRoollee ooff tthhee CChhaaiirr ooff tthhee SSeeaarrcchh CCoommmmiitttteeee ................................................................................................................................................ 22

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77..00 RReellaatteedd PPoolliicciieess aanndd IImmppoorrttaanntt IIssssuueess ................................................................................................................................................................ 44

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1100..00 LLaattee AApppplliiccaattiioonnss ffoorr CCoommppeettiittiioonnss .......................................................................................................................................................................... 66

1111..00 RReecceeiipptt ooff tthhee CCoommppeettiittiioonn FFiillee .................................................................................................................................................................................... 66

1122..00 LLoonngg//SShhoorrtt--LLiissttiinngg ooff CCaannddiiddaatteess ................................................................................................................................................................................ 77

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1144..00 SSeeaarrcchh aanndd IInntteerrvviieeww PPrroocceessss ...................................................................................................................................................................................... 1100

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1199..00 TTeemmppoorraarryy PPoossiittiioonn OOffffeerr .................................................................................................................................................................................................... 1122

2200..00 RReettuurrnn ooff CCoommppeettiittiioonn FFiillee ................................................................................................................................................................................................ 1122

AAPPPPEENNDDIIXX AA -- SSeeaarrcchh PPrroocceessss FFllooww CChhaarrtt .......................................................................................................................................................................... 1133

AAPPPPEENNDDIIXX BB -- GGeenneerraall CCrriitteerriiaa ffoorr SSeeaarrcchh CCoommmmiitttteeee CCoonnssiiddeerraattiioonn .................................................................................... 1166

AAPPPPEENNDDIIXX CC -- GGeenneerraall OOuuttlliinnee ffoorr CCoonnssiiddeerriinngg aa CCaannddiiddaattee NNoott EElliiggiibbllee ttoo WWoorrkk iinn CCaannaaddaa .......... 2200

AAPPPPEENNDDIIXX DD -- RReeffeerreennccee && IInnffoorrmmaattiioonn RReelleeaassee FFoorrmm ................................................................................................................................ 2200

AAPPPPEENNDDIIXX EE -- AApppprroovvaall ffoorr RReegguullaarr OOffffeerr ttoo CCaannddiiddaattee .......................................................................................................................... 222211

AAPPPPEENNDDIIXX FF –– AAddddiittiioonnaall IInnffoorrmmaattiioonn ................................................................................................................................................................................ 223322

Procedural Guide for Faculty Search Committees Page 1

11..00 IInnttrroodduuccttiioonn

This procedural guide is designed to assist those involved in the search process for hiring ADMIN, BCGEU, VIUFA and CUPE employees at VIU. Many of the principles and procedures outlined will apply to all groups, and where there are differences these will be noted. All Search Committee members are expected to be conversant with the contents of this guide, and to comply with the principles and procedures outlined.

The guide is not intended to provide specific details on all aspects of the search process. Rather, it is intended to outline both the essential principles and procedures to follow in the process. This will include references to related issues, such as any relevant legislation, the corresponding collective agreements where applicable, and the Search Committee members’ professional judgments made in recommending candidates.

Specific questions or issues not addressed in this document should be directed to the appropriate Dean, Director, Regional Campus Principal, or the Recruitment Office.

22..00 SSeeaarrcchh PPrroocceessss FFllooww CChhaarrtt

Attached is a flow chart identifying the steps within the process (Appendix A).

33..00 CCoommmmeennccee tthhee SSeeaarrcchh PPrroocceessss

Recruitment for any regular position requires the approval of the appropriate member of the executive via the electronic job posting system.

The appropriate Dean, Director or Regional Campus Principal will authorize the commencement of the process for other positions.

The Chair should download the appropriate Search Committee Chair Checklist to accompany this document. https://www2.viu.ca/HumanResources/FSCTOC.asp

44..00 CCoommppoossiittiioonn ooff tthhee SSeeaarrcchh CCoommmmiitttteeee

The Dean, Director, Regional Campus Principal or designate, in consultation with the faculty in the department, is responsible for determining the composition of the Search Committee and ensuring consistency with relevant collective agreement provisions. The size and scope of the Search Committee will vary depending on the status (temporary or regular) of the position. A Search Committee responsible for the recruitment of a regular position will normally consist of a minimum of three (3) members, including the Dean, Director or Regional Campus Principal. A decision must be made by the Dean, Director or Regional Campus Principal, in consultation with the faculty in the department, as to whether there will be any non-voting members of the Committee.

N.B. The role of non-voting members and members external to the department should be discussed by the Committee as a whole (e.g., whether such members will be actively involved in writing the advertising or determining the long/short list of candidates) at the outset of the search process.

https://www2.viu.ca/HumanResources/FSCTOC.asp


a) BCGEU

For regular positions, the Search Committee will normally consist of the Dean, Director or Regional Campus Principal, Program Chair(s), faculty and may include representative(s) external to the department and/or external to the University as deemed appropriate by the administrator responsible for the process.

For term positions, the constitution of the Committee will be determined by the Dean, Director or Regional Campus Principal.

b) VIUFA

For regular positions the Search Committee shall include the Dean, Director or Regional Campus Principal, Coordinator(s) or Chair(s), at least one (1) faculty member from the department and at least one (1) representative from outside the department (Article 6.4.1). Additional representation external to the University may be included where deemed appropriate by the Dean in consultation with the department. The provisions of Art. 6.4.1 may be waived with the mutual agreement of the appropriate senior administrator(s), the appropriate Vice-President and the appropriate department(s) or service group(s).

For temporary positions, the guidelines governing the hiring of regular faculty may be waived, in compliance with related policies and procedures (e.g. Human Rights, etc.), with the mutual agreement of the appropriate Dean, Director or Regional Campus Principal, and the appropriate Coordinator or Chair.

For temporary part-time positions, the Coordinator or Chair may be delegated to chair the search committee. The recommendation for hire may then be approved by the Senior Administrator.

c) ADMIN

VIUFA Article 6.4.2.2 “Search of Academic Administrators” will apply. This translates to 2/3 of the search committee must be nominated from VIUFA and 2/3 of that 2/3 must be from the department supervised by the Academic Administrator.

d) CUPE

A Search Committee is normally chaired by the Administrator that manages the position being filled. A committee of a minimum of three is recommended.

55..00 RRoollee ooff tthhee CChhaaiirr ooff tthhee SSeeaarrcchh CCoommmmiitttteeee

The Dean, Director, Regional Campus Principal, or designate will chair the Search Committee and is a non-voting member on regular faculty hires except in the event of a tie. The Chair, in consultation with the Search Committee, will establish the criteria based upon the posting. The specific criteria determined form the basis for discussions throughout the process, including any recommendations. (See Appendix B) for criteria to consider.

The Chair, in consultation with the Search Committee and the Dean, Director or Regional Campus Principal, will receive the competition file from the Human Resources Department and maintain the file until the competition is finalized, at which time the file and all documentation will be returned to Human Resources.

The Chair must ensure a written record is kept during the process to reflect details as follows:


the dates the Search Committee met;

the criteria selected;

long/short list names;

interview questions and responses;

dates, times and duration of meetings;

all Search Committee decisions; and

hiring recommendations.

Notes kept by search members must be identified and submitted to Human Resources for retention.

66..00 LLeeggiissllaattiioonn aanndd PPoolliiccyy

aa)) CCoonnttrraacctt LLaanngguuaaggee

The Search Committee must act in accordance with the provisions of the relevant Collective Agreement. The Search Committee Chair should identify specified contractual provisions at the first Committee meeting.

bb)) HHuummaann RRiigghhttss CCooddee

Consistent with the Human Rights Code of British Columbia, the Search Committee is responsible for ensuring discrimination does not occur based on: race ancestry colour place of origin age family status marital status sexual orientation sex (including pregnancy,

breastfeeding or sexual harassment) prior unrelated criminal record

political belief mental or physical disability religion

The Human Resources Department should be contacted for advice and guidance concerning the duty to accommodate.

The purpose of both the Code and Vancouver Island University’s Human Rights Policy (identified in Section 7.0) is to ensure that applicants are judged on merit, rather than classed into groups of people about whom decision-makers may hold negative perceptions and/or judgments. See Information for Employers re: Human Rights in BC http://www.ag.gov.bc.ca/human-rights-protection/pdfs/EmployerInfo.pdf. Questioning a candidate about any of the factors identified above may create the perception that the issue may be relevant to decision-making. Therefore, it is important to ensure that interview and reference-check questions, formal or informal, do not seek information related to the above list, unless those factors are bona fide occupational requirements.

http://www.ag.gov.bc.ca/human-rights-protection/pdfs/EmployerInfo.pdf


cc)) LLaabboouurr RReellaattiioonnss CCooddee

Search Committee members have a duty to participate in the process without intentional and unintentional discrimination or harassment, as reflected above. This requires each member to assess carefully his/her actions throughout the process to ensure that the above-mentioned factors do not influence the Search Committee’s decisions. It is important for Search Committee members to be aware that a failure to adhere to these rules can create significant liability for the department, the institution and possibly themselves.

dd)) FFrreeeeddoomm ooff IInnffoorrmmaattiioonn aanndd PPrrootteeccttiioonn ooff PPrriivvaaccyy AAcctt ((FFIIPPPPAA))

Please be aware that, under FIPPA, there may be circumstances where your notes may be released to the employee if a request is done through the Privacy Commissioner’s office. The government office then contact’s VIU’s Privacy Officer for response. VIU must respond quickly. The first step is to send information in summary form. The next step is to send actual copies in its entirety if ordered by the Information & Privacy Commissioner. This is not merely a theoretical possibility. The University has received formal requests for access to records. Therefore, it is very important to recognize that all interview notes be available to the candidate and must be retained for one year.

77..00 RReellaatteedd PPoolliicciieess aanndd IImmppoorrttaanntt IIssssuueess

The following policies, like the legislation identified earlier, are to be adhered to during the process. They include:

aa)) CCoonnffiiddeennttiiaalliittyy

It is important to maintain a high level of confidentiality during the search process. The content of Search Committee discussions may not be discussed with individuals outside of the Search Committee, with the exception of the responsible Dean, Director or Regional Campus Principal, Human Resources, members of the Executive, or referees whose names have been provided by the candidate. For candidates participating in a presentation, the candidate’s name, credentials, experience and employment status will be released to promote attendance at the presentation. If confidentiality has been breached or is believed to have been breached, the Chair of the Search Committee will contact the Recruitment Office to determine the appropriate course of action. The University would view such a breach as serious professional misconduct which would not be tolerated.


bb)) VVaannccoouuvveerr IIssllaanndd UUnniivveerrssiittyy HHuummaann RRiigghhttss PPoolliiccyy

Our policy (21.03), similar to the Code, is intended to safeguard employees and students against discrimination and harassment. https://www2.viu.ca/humanrights/institutionalresources.asp

cc)) AAccccoommmmooddaattiioonn ooff EEmmppllooyyeeeess

VVaannccoouuvveerr IIssllaanndd UUnniivveerrssiittyy ((VVIIUU)) hhaass aa ccoommmmiittmmeenntt ttoo ttrreeaattiinngg aallll ooff iittss eemmppllooyyeeeess

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A conflict of interest exists when:

(i) a person has a duty to decide fairly or vote on an issue; and (ii) there is a reasonable presumption that the person stands to be benefited or

harmed from a certain resolution of the issue.

Incidents of potential conflict may arise when there is:

a family relationship;

a close, personal friendship/relationship (e.g., landlord)

a member of the Search Committee named as a referee for a candidate, except in cases where s/he does not intend to act as a referee;

a member of a Search Committee has less seniority (regular, temporary or combined) than a candidate would have if selected;

a business relationship between a candidate and a Search Committee member.

Each member of the Search Committee is required to disclose any association, past or present, they may have with a candidate which may be viewed by an independent observer as creating a potential conflict of interest. If a committee member has a concern about a possible conflict of interest by another member, he/she should bring it to the committee’s attention.

If potential conflict of interest is disclosed, the Search Committee must then determine if a real conflict exists. A person with a conflict of interest is not eligible to participate on the Committee. The Chair will prepare a statement regarding conflict of interest, to become part of the file on the search process, indicating either that no conflict was discovered, or that there was a conflict and it was resolved.

https://www2.viu.ca/humanrights/institutionalresources.asp

http://www.viu.ca/employees


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Postings

TThhee ppoossttiinngg wwiillll ccoonnssiisstt ooff aa bbrriieeff oouuttlliinnee ooff tthhee rreessppoonnssiibbiilliittiieess,, eedduuccaattiioonnaall qquuaalliiffiiccaattiioonnss,,

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rreeggaarrddiinngg ccoonnttrriibbuuttiioonn ttoo tthhee ddeeppaarrttmmeenntt aanndd tthhee UUnniivveerrssiittyy aarree nnootteedd vviiaa aauuttoommaattiicc iinnsseerrttiioonn

ooff eexxppeeccttaattiioonnss ddeevveellooppeedd bbyy PPrroovvoosstt CCoouunncciill.. AAllll ppoossttiinnggss iinncclluuddee tthhee ffoolllloowwiinngg:: ““All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.”

The posting is submitted via the online posting system. An electronic version is posted under “Employment Opportunities” on the Human Resources web page. Postings are a minimum five (5) working days in duration. Longer posting periods are required when external advertising is required. The VIUFA and BCGEU Agreement requires posting by the Human Resources Department on the Post-Secondary Employers’ Association website for all faculty vacancies three (3) months or longer and fifty percent (50%) or greater.

Advertising Advertising is managed by the Strategic Marketing Office (part of University Relations). The Administrator that oversees the position may approve advertising spending if required. The HR job posting system is simply a means to connect the hiring department with Marketing, Advertising and Design.

99..00 AApppplliiccaattiioonnss

Applications will be received directly by the Human Resources Department, which is responsible for maintaining the competition files. Applications will remain part of the competition file to ensure the file is complete in the event of a later challenge. Vancouver Island University accepts curriculum vitae directed to specific current postings only. Unsolicited and general interest CVs/Resumes are not accepted.

1100..00 LLaattee AApppplliiccaattiioonnss ffoorr CCoommppeettiittiioonnss

Late applications will be entered by the Recruitment office and made available to the committee. Prior to reviewing applicants, committees should determine if and when late applicants will be considered.

1111..00 RReecceeiipptt ooff tthhee CCoommppeettiittiioonn FFiillee

The Chair of the Search Committee will be given access to applications via email link. All committee members known at that time will be cc’d. Further committee members will need to be added by HR for access and it is the Chair’s responsibility to forward the links.


1122..00 LLoonngg//SShhoorrtt--LLiissttiinngg ooff CCaannddiiddaatteess

The Chair will convene the Search Committee and is responsible for seeking a consensus or majority agreement on the joint long and/or short-list of the candidates. The suggested criteria in Appendix B may be used to develop a list of specific criteria that the Search Committee members should use to rank the applicants. The detailed criteria should be consistent with the posting. The Chair will ensure that notes are taken at this meeting, keep a list of those present and document the rationale for the agreed candidate list. Candidates not currently eligible to work in Canada may be reviewed at the same time as all other candidates. However, an offer of employment cannot be extended until all Canadian and permanent resident candidates have been declared “unqualified” or have declined an offer of employment. Details of the “unqualified” assessment for each Canadian or permanent resident candidate must be put in writing and form part of the file subject to further review and assessment by Human Resources Development Canada officials. Procedures governing the hiring of candidates not eligible to work in Canada are outlined in Appendix C. A copy of the short-list must be forwarded to Human Resources for entry into the HR recruitment system.

When preparing a long/short list, the Search Committee should note:

a) VIUFA

Article 6.4.1.6 (a) of the VIUFA Collective Agreement states, “A temporary faculty member will be granted an interview for a regular position being filled through the recruitment process set out in Article 6.4.1 subject to the following conditions:

The faculty member’s last evaluation was satisfactory.

The faculty member meets the minimum qualifications established for the position.”

The Collective Agreement requires that all qualified laid-off applicants from other BC institutions who are on the Registry be short-listed and interviewed if they have received layoff notice. As per article 12.8C2, it is the applicant’s responsibility to clearly identify this status. In the event that more than five (5) qualified registrants apply, the institution shall interview the five (5) most qualified registrants.

Travel expenses for interviews eligible for reimbursement are detailed in Policy 43.02.

Out-of-province travel expenses for recruitment require the prior approval of a Vice-President.

b) ADMIN

Panel members should review Policy 43.07 “Interview Privileges for Existing Employees” https://isweb.viu.ca/policy_procedure/docshow.asp?doc_id=21235.

http://www.viu.ca/policies/documents/43.02.pdf

http://www.viu.ca/policies/documents/43.02.pdf

https://isweb.viu.ca/policy_procedure/docshow.asp?doc_id=21235


c) CUPE

Article 13.03 – Internal Applicants The employer will not make any information about external applicants available to the hiring committee, nor will any external applicants be considered until the applications of internal applicants have been thoroughly processed and no qualified applicant as per Article 13.04 is found. Applications will be assessed and applicants short listed based solely on information provided on the application to the specific posting. Article 13.04 – Role of Seniority in Promotion and Transfers a) In making promotions, transfers, or filling vacancies, the skill, knowledge and ability of the employees concerned shall be the primary consideration and where such qualifications are relatively equal, seniority shall be the determining factor. b) Temporary and casual employees who have accumulated a minimum of six hundred (600) hours of temporary seniority, as per Article 11.03, shall be considered internal applicants for the purposes of job postings. In the event the search process requires a tie breaker, the employee’s temporary seniority hours will be converted to a notional seniority date using a seven (7) hour day, and that seniority date shall be the determining factor. Article 14.04 – Additional Hours for Regular Part-Time Employees a) The University-College is committed to the principle of making temporary and casual work available to regular parttime employees. Such assignments are exempt from premium pay. Article 13.06 – Notification to Employee and Union Within seven (7) calendar days of the date of appointment to a vacant position within the bargaining unit, the name of the successful applicant shall be conveyed to each interviewed applicant within the bargaining unit. Upon request, unsuccessful applicants from within the bargaining unit shall be given the reasons why they were unsuccessful.

Article 13.07 – Right to Grieve Where an employee feels he has been aggrieved by any decision of the Employer related to promotion, demotion or transfer, the employee may grieve the decision at Step 3 to the Grievance Procedure in Article 8 of this Agreement within 21 days. Labour Management Review A process was sanctioned by the Department of Labour in September 1980, whereby it stated: “The parties [CUPE and Management] agree that when a person is notified they are not the successful applicant for a posted position, they will be advised they have a right to a review of management’s decision by a union-management committee within three days.” This process is an informal, nonbinding dispute resolution process which would not preclude the Union and employee from proceeding to grievance.


d) BCGEU

30.3 Term Appointment Vacancies Once regular full-time employees have exercised their seniority in accordance with Clauses 12.10 (Layoff) and 30.2 (Transfer), regular part-time employees will have access to additional term hours [per Clause 12.1(c)], to a maximum of full-time work, as available in the same instructional program (as listed in Appendix C). Term employees will then be given preference in respect of consideration for term appointment vacancies only, merit considered. Factors used to determine merit will be education, qualifications, skills, ability and experience and any other relevant matters which are necessary or desirable, having regard to the nature of the duties to be performed and consistent with the job requirements. In the event that merit is assessed as relatively equal, seniority shall be the determining factor. The Employer agrees that the provisions of Clause 30.3 will not be utilized in order to avoid the Employer’s obligation to convert temporary appointments to regular status.

1133..00 AArrrraannggiinngg tthhee IInntteerrvviieeww SScchheedduullee aanndd IIttiinneerraarryy

The Chair or designate, in consultation with the Search Committee, will ensure arrangements are made for the interview schedule and itinerary of each candidate. The conversation should include clear directions about parking, time, location and expected duration of interview, as well as a possible lecture or presentation. A contact name should be provided in the event of any questions, or cancellation.

If a formal presentation is required, the specific topic of the lecture, if set by the Search Committee, will be the same for all candidates. In other cases, it may be desirable to have the candidate present the results of his/her own research or other scholarly activity. Candidates for an instructional position will be advised that his/her presentation should be relevant to the instructional assignment and prepared for an undergraduate audience.

At the time the candidate is contacted, the Chair will confirm that the individual is currently eligible to work in Canada. If not, the candidate will be advised the Search Committee would not be in a position to extend an offer of employment until qualified Canadians had been deemed unsuitable or had declined an employment offer.

Some candidates for regular positions may be taken out to lunch or dinner. The Dean will normally act as host; if the Dean is not available a designate should be appointed. The Chair and committee members should also attend.

Some candidates may be given a tour of the campus, preferably by the Chair.

NOTE: on tours or meals, confidentiality must be maintained (e.g., if an applicant is already employed, especially in a specialized/small field, the applicant may not want anyone outside the search committee to be aware of job search activities).

VIUFA article 6.4.1.7 should be reviewed re: possibly meet VP or designate and document feedback if that occurs.

Offer disability accommodation to applicants. We don’t need to know the nature of the disability, just what would be required to participate in the interview.


Remind applicants to bring original transcripts/certificates/qualifications showing relevant credentials as identified on their resume to interview and to bring the names and contact information for people willing to provide a reference.

If a candidate has to incur travel costs to attend the interview, a clear statement of allowable expenses should be provided. See VIU’s policy and process for reimbursement of travel expenses. https://isweb.viu.ca/policy_procedure/docshow.asp?doc_id=21231

Inform candidates that they will be asked to sign a Reference and Information Release Form, which can be found here: https://www2.viu.ca/humanresources/documents/ReferenceandInformationReleaseForm.docx

1144..00 SSeeaarrcchh aanndd IInntteerrvviieeww PPrroocceessss

Prior to the interview, the Search Committee must establish the interview questions. These questions, prepared in writing, are to be based on the job posting. The Search Committee should be particularly careful not to make assumptions about the qualifications of internal applicants. It is important to ask internal applicants about their qualifications relative to the position. These questions and the notes taken by each Search Committee member form part of the official record which is submitted to Human Resources upon completion of the competition. Reference documents, which may be of assistance to you in your role on a Search Committee, are available in (Appendix F). Formal interviews conducted by the Search Committee are required. The Search Committee should seek to maintain a consistent process throughout. No candidate should be singled out for special treatment, such as waiving an interview or being asked a different set of interview questions. Treating candidates equally does not mean treating them identically however. For example, it may be necessary to ask additional questions beyond those set questions to probe areas of specific concern or to clarify specific information provided by a particular candidate. Sufficient time should be allocated in the interview to allow the candidate to ask the Search Committee any questions. If you have followed all the stages of the interview, the actual analysis and decision on the applicant should not be difficult. Compare the applicant qualifications to the criteria set in the planning stage so that you are basing your decision on fact, not feeling. If you must make a guess on any of these qualifications, this would indicate not enough information was gained during the interview. If you are still unsure after assessment, there is nothing to prevent the Chair from telephoning for required clarification. In the case of regular appointments, the Dean, Director or designate will contact the successful and the unsuccessful candidate(s) by phone. In the case of non-regular appointments, either the Dean or the Chair of the Search Committee will contact the candidates at the conclusion of the process.

https://isweb.viu.ca/policy_procedure/docshow.asp?doc_id=21231

https://www2.viu.ca/humanresources/documents/ReferenceandInformationReleaseForm.docx



1155..00 RReeffeerreennccee CChheecckkss

Prior to conducting reference checks, confirm interviewed applicants have completed the Reference & Information Release Form (Appendix D), which is also available on the VIU website https://www2.viu.ca/humanresources/documents/ReferenceandInformationReleaseForm.docx An example of a standard Faculty telephone reference check questionnaire can be found here. https://www2.viu.ca/employee/orientation/pdfs/FacultyReferenceChecks.pdf When modifying these or creating new questions the Search Committee should discuss what additional information or confirmation of information is required from references. These questions may vary depending on the information provided by the candidate and additional information required to make an informed decision.

A minimum of two work-related reference checks are required for the preferred candidate. To be consistent, the task should be assigned to one committee member, wherever possible. Each reference should bear the signature of the employee who collected the data. Notes from the reference checks must to be taken and retained for the file. Reference checks do not form part of the employee’s personnel file.

1166..00 RReeccoommmmeennddaattiioonn ooff SSeeaarrcchh CCoommmmiitttteeee

Once the search process, including the reference checks, has been completed, the Search Committee will convene to discuss the candidates and form a recommendation (committees recommend for hire but do not actually do the hiring). Discussions of the candidates, based on the established criteria, should result in a recommendation to hire the successful candidate. Any determination that a successful candidate has not met one or more of the required qualifications should be noted and an explanation provided. Notes are to be taken at this meeting. If the decision is not unanimous, the dissenting Search Committee members are to be identified and the reasons for their dissent are to be provided. A memo identifying the successful candidate, along with the candidate’s curriculum vitae/résumé, is to be forwarded for review to the appropriate member of Administration responsible for the hire, if he/she is not part of the Search Committee. (This can be done electronically via Appendix E). If the Dean, Director or Regional Campus Principal is not part of the Search Committee and, on review, does not concur with the Search Committee’s recommendation, he/she will meet with the Search Committee to discuss the concerns. If, following this meeting, the Administrator still does not concur, then he/she will forward his/her concerns, in writing, to the appropriate Executive member and contact the Human Resources Recruitment Office [email protected] or 250.740.6239.

1177..00 VVeerriiffiiccaattiioonn ooff AAccaaddeemmiicc CCrreeddeennttiiaallss

Academic credentials must be obtained from and issued by an appropriately accredited institution. When the original official transcripts are not provided at the interview, the written job offer will be made subject to such information being submitted.


https://www2.viu.ca/employee/orientation/pdfs/FacultyReferenceChecks.pdf

mailto:[email protected]


1188..00 RReegguullaarr PPoossiittiioonn OOffffeerr

It is important that the members of the Search Committee do not discuss the details of the recommendation until such time as the recommendation is approved and the successful candidate has accepted the offer. The Dean, Director or Regional Campus Principal will make verbal contact with the recommended candidate(s) to notify them that a written offer is forthcoming and to determine the method of delivery for this offer (e.g., post office mail, courier). The written offer of regular employment, prepared by the Human Resources Department, will contain specific salary information. If original official academic transcripts and/or other supporting documentation have not been provided, the written offer will be made subject to such information being received and verified.

1199..00 TTeemmppoorraarryy PPoossiittiioonn OOffffeerr

For temporary full-time (VIUFA), and term (BCGEU) appointments, the Chair of the Search Committee will forward written recommendation to the Dean, Director or Regional Campus Principal for review. Written offers for temporary (VIUFA) and term (BCGEU) employment are prepared by the Dean, Director or Regional Campus Principal. The Human Resources Department determines placement on scale in accordance with the relevant collective agreement, if salary placement is required.

2200..00 RReettuurrnn ooff CCoommppeettiittiioonn FFiillee

All the competition documents including curricula vitae/résumés, criteria, interview notes, reference checks, emails and other related materials are to be returned by the Search Committee Chair to the Human Resources Department with the Search Committee Chair checklist, which is available at https://www2.viu.ca/HumanResources/FSCTOC.asp. N.B. If artwork or multi-media materials are submitted, these materials may be returned to

the applicant if requested. Please note that originals were returned to an applicant.

https://www2.viu.ca/HumanResources/FSCTOC.asp


AAPPPPEENNDDIIXX AA -- SSeeaarrcchh PPrroocceessss FFllooww CChhaarrtt

Regular Faculty Approval

President

Compose Search Committee

Dean(s), Director or Regional Campus Principal

Summary List &

Applicant Viewer

opened

H.R. Dept.

Prepare Long-

&/or Short-List

Committee

Arrange Interviews

Request Original Transcripts

Chair (with Committee)

Establish Interview Questions

Committee

Draft Ad & Posting

Chair (with

Committee)

Vacancy

Posted/Advertised

H.R. Dept.Establish Search Criteria

Committee

Applications Received

H.R. Dept.

Obtain References

from Short List

Chair

Prepare Short-List

Committee

Copy of Short-List

to H.R. Dept.

Stage 1

Committee Preparation

Go to Stage 2


Search Process Flow Chart

Interview Candidates

Request original

transcripts

Committee

Conduct Reference

Checks

Committee

Determine Recommendation

Committee

Unanimous Decision

for Selection

Identify Dissenting

Members & Reasons

Committee

Advise Executive and Dean(s),

Director or Regional Campus Principal

of Successful Candidate

Chair

Dean(s), Director or

Regional Campus Principal

does not Concur

Meet with Search Committee

Non-Unanimous

Decision

Introduction to V.P.

(if feasible)

Stage 2

Interviews

Go to Stage 3

Concurs

Non-Concurrence Stands

Dean(s), Director or Regional Campus

Principal to provide

Concerns to Executive

Audience Presentations

Candidates


Search Process Flow Chart

OK to Proceed

with Offer

Executive

Verify Academic Credentials*

*Academic credentials (original transcripts) must

be from an appropriately accredited institution


Verbal Contact to

Successful Candidate

Chair

Written Offer to

Successful Candidate

President

Regular Position Temporary Position

Verbal Contact to Unsuccessful

Short-Listed Candidates

(after Successful Candidate

verbally accepts)

Chair

Stage 3

Selection

Written Recommendation to

Dean(s), Director or Regional

Campus Principal for Review

Chair

Written Offer to Successful Candidate


Verbal Contact to Unsuccessful

Short-Listed Candidates

(after Successful Candidate

verbally accepts)

Chair

Verbal Offer to Successful Candidate

Dean(s), Director or Regional

Campus Principal

Return Resumes, Interview

Notes & Reference Checks

to Human Resources Dept.

Chair


AAPPPPEENNDDIIXX BB -- GGeenneerraall CCrriitteerriiaa ffoorr SSeeaarrcchh CCoommmmiitttteeee CCoonnssiiddeerraattiioonn

The following is a list of basic criteria and the methods of assessment which may be used to determine the suitability of a candidate. The specific criteria will be determined by the nature of the position being filled (e.g., instructional or non-instructional).

This list is not comprehensive and is not intended to limit the flexibility of the Search Committee to include other or more specific criteria relevant to the particular position. However, the criteria selected should be clearly identified in writing.

1. Academic and Professional Qualifications

Criteria - academic qualifications*- degrees* and awards- professional qualifications

(licences and certificates)** Academic credentials must be

original transcripts from anappropriately accreditedinstitution

Detail - relevant to the position- consistent with criteria set by

the Search Committee

Methods of Assessment - curriculum vitae/résumé- original transcripts- interview- references

2. Experience

Criteria - academic and professional

non-teaching experience

Detail - relevant to the position- currency

Methods of Assessment - curriculum vitae/résumé- credentials- interview- references

3. Potential or Demonstrated Teaching Experience/Instructional Skills for faculty hires

Criteria - teaching experience- instructional skills

Detail - relevance of teaching

experience consistent withqualifications identified by theSearch Committee

- demonstrated ability to teacheffectively and toaccommodate the needs ofdifferent learners

- demonstrated facility withdifferent pedagogicaltechniques

Methods of Assessment - previous teaching evaluations- interview- references- demonstration or

lecture/presentation


4. Communication Skills

Criteria - listening- writing- speaking

Detail - demonstrated ability to

express self clearly andeffectively

- demonstrated listening skills- demonstrated ability to

handle conflict with students

Methods of Assessment - sample of written work- previous teaching evaluations- demonstration or

lecture/presentation- interview- references

5. Computer Literacy

Criteria - computer literacy

Detail - ability to use relevant

software

Methods of Assessment - curriculum vitae/résumé- interview- test or demo

6. Educational/Instructional for Faculty

Criteria - sensitivity, thoughtfulness,

consideration of educationalissues including studentevaluations, studentmotivation and the learningenvironment

Detail - demonstrates knowledge and

understanding- meeting students educational

needs

Methods of Assessment - written statements- previous teaching evaluations- presentation- interview- references- committee work- liaison with high schools- advising- volunteer

7. Curriculum and Development for Faculty

Criteria - previous experience in

curriculum or servicedevelopment

Detail - demonstrated ability to

develop curriculum or serviceplan

Methods of Assessment - curriculum vitae/résumé- previous teaching experience- previous supervisory experience- demonstration or

lecture/presentation- interview- references


8. Professional Development

Criteria - professional development

related to development of teaching skills relevant to specific teaching assignment (for faculty) or to the professional area of practice (for non-teaching positions)

Detail - related study - demonstrated awareness of

trends in teaching methodology

- membership in professional organizations

Methods of Assessment - previous teaching evaluations

(for teaching faculty) - interview - references

9. Scholarly Activity and/or Professional Activity

Criteria - demonstrated scholarly or

professional activity

Detail - related study - conferences/presentations - peer reviews - papers published - grants awarded - membership in professional

or scholarly organizations

Methods of Assessment - curriculum vitae/résumé - interview - references

10. Potential Contribution to Vancouver Island University

Criteria - knowledge and support of

Vancouver Island University - commitment to and affinity

with the philosophy and goals of the department and Vancouver Island University

Detail - previous institutional and

departmental service - evidence of working

cooperatively within the institution

- understanding of departmental and institutional goals

Methods of Assessment - curriculum vitae/résumé - interviews - references - written statement

11. Community Involvement

Criteria - recognition of local

community needs

Detail - record of local involvement in

professional or community agencies

Methods of Assessment - documentation - interviews - references


12. Interpersonal Skills with Colleagues

Criteria - sensitivity toward collegial

issues - development of effective

working relationships with colleagues

- ability to deal with stress/conflict

Detail - demonstrated sensitivity;

relates and responds to the needs of colleagues

- response to stress and conflict in working relationships

- demonstrated teamwork skills

Methods of Assessment - supervisory evaluation - interviews - references

13. Work Habits

Criteria - organizational ability - attendance/punctuality - safe work practices (shops,

labs)

Detail - good record of attendance

and punctuality - demonstration of

organizational and self-imposed deadlines

- models and teaches safe workplace practices

Methods of Assessment - supervisory and/or teaching

evaluations - interview - references

14. Criminal Record Check (where deemed a requirement)

Upon offer of employment, successful applicant(s) must complete and sign a Consent to a Criminal Record Check form as per the Criminal Records Review Act.


AAPPPPEENNDDIIXX CC -- GGeenneerraall OOuuttlliinnee ffoorr CCoonnssiiddeerriinngg aa CCaannddiiddaattee NNoott EElliiggiibbllee ttoo WWoorrkk iinn CCaannaaddaa

1. Human Resources Development Canada requires that candidates currently not eligible to work in Canada shall not be offered a position until all eligible Canadians and permanent residents have been thoroughly reviewed and have been found not qualified or have declined an offer.

2. If the Search Committee concludes none of the candidates currently eligible to work in Canada

is qualified for the position, then a qualified foreign candidate(s) may be offered the position subject to approval by Human Resources Development Canada (if applicable), and the issuance of a work permit from Citizenship and Immigration Canada.

3. If the Search Committee determines it wants to offer a position to a foreign candidate, the

Chair of the Search Committee will notify the appropriate member of the Executive and Human Resources. The recommendation will include a written rationale for recommending a foreign candidate.

4. If an offer is made to a foreign candidate it will include the phrase, "This offer of temporary

employment is made subject to the receipt of the required HRDC and Canadian Immigration approvals."

5. If the candidate accepts the offer of employment, the Human Resources Department will

contact Human Resources Skills Development Canada (if applicable) to complete the necessary processes for the candidate to obtain a work permit. This documentation is key to the individual’s approval to work in Canada. If approval is granted, the documentation can then be taken by the foreign candidate to the closest immigration office or consulate to start the work permit procedure and subsequent permanent residency application, if applicable. For more information about hiring foreign works in Canada, please read the Government of Canada policies on hiring foreign workers: http://www.esdc.gc.ca/eng/jobs/foreign_workers/higher_skilled/index.shtml.

Positions that may be filled by a foreign applicant may have free trade considerations (e.g., NAFTA may allow a Labour Market Opinion Exemption for some professionals) and all require extensive advertising (31 days initially and must continue to be advertised until the position is filled). Additionally, documentation from the recruitment file must be retained for six years from the start date of employment.

http://www.esdc.gc.ca/eng/jobs/foreign_workers/higher_skilled/index.shtml


AAPPPPEENNDDIIXX DD -- RReeffeerreennccee && IInnffoorrmmaattiioonn RReelleeaassee FFoorrmm

NNaammee ooff CCaannddiiddaattee:: ________________________________________________________________________________________________________ ((PPlleeaassee PPrriinntt))

PPoossiittiioonn AApppplliieedd FFoorr:: ______________________________________________________________________________________________________

CCoommppeettiittiioonn NNuummbbeerr:: ____________________________________________________________________________________________________

PPaarrtt II RReeffeerreennccee RReelleeaassee FFoorrmm

TThhee FFrreeeeddoomm ooff IInnffoorrmmaattiioonn aanndd PPrrootteeccttiioonn ooff PPrriivvaaccyy AAcctt rreeqquuiirreess tthhaatt VVaannccoouuvveerr IIssllaanndd UUnniivveerrssiittyy

oobbttaaiinn wwrriitttteenn aauutthhoorriizzaattiioonn ffrroomm jjoobb ccaannddiiddaatteess bbeeffoorree ccoonndduuccttiinngg rreeffeerreennccee cchheecckkss aanndd tthhaatt tthhee

iinnffoorrmmaattiioonn ccoolllleecctteedd wwiillll bbee pprrootteecctteedd iinn ccoommpplliiaannccee wwiitthh tthhee aabboovvee mmeennttiioonneedd AAcctt.. TThheerreeffoorree,, pplleeaassee

ssiiggnn bbeellooww ttoo iinnddiiccaattee yyoouurr aauutthhoorriizzaattiioonn..

II,, __________________________________________________________________________________,, ggiivvee mmyy aauutthhoorriizzaattiioonn ttoo rreepprreesseennttaattiivveess ooff

VVaannccoouuvveerr IIssllaanndd UUnniivveerrssiittyy ttoo ccoonnttaacctt tthhee rreeffeerreeeess wwhhoossee nnaammeess II wwiillll pprroovviiddee aass wweellll aass aannyy aaddddiittiioonnaall

nnaammeess tthhaatt mmaayy bbee rreeqquueesstteedd ffoorr tthhee ppuurrppoossee ooff ccoonndduuccttiinngg eemmppllooyymmeenntt rreeffeerreennccee cchheecckkss rreelleevvaanntt ttoo

mmyy aapppplliiccaattiioonn ooff eemmppllooyymmeenntt..

TThhee UUnniivveerrssiittyy iiss eennttiittlleedd aanndd ppeerrmmiitttteedd ttoo iinniittiiaattee eennqquuiirriieess ttoo oobbttaaiinn iinnffoorrmmaattiioonn rreeggaarrddiinngg ffoorrmmeerr

eemmppllooyymmeenntt iinncclluuddiinngg,, bbuutt nnoott lliimmiitteedd ttoo,, ssuucchh mmaatttteerrss aass lleennggtthh ooff eemmppllooyymmeenntt,, ssaallaarryy,, qquuaalliittyy aanndd

qquuaannttiittyy ooff wwoorrkk,, aatttteennddaannccee,, jjoobb rreessppoonnssiibbiilliittiieess aanndd ootthheerr jjoobb rreellaatteedd mmaatttteerr wwhhiicchh ccaann rreeaassoonnaabbllyy bbee

ssaaiidd ttoo bbee rreelleevvaanntt ttoo eemmppllooyymmeenntt wwiitthh tthhee UUnniivveerrssiittyy.. II uunnddeerrssttaanndd tthhaatt tthhee UUnniivveerrssiittyy mmaayy rreeqquuiirree

aaddddiittiioonnaall rreeffeerreeeess iiff tthhoossee pprroovviiddeedd ddoo nnoott iinncclluuddee mmyy ccuurrrreenntt aanndd pprreevviioouuss ssuuppeerrvviissoorrss..

____________________________________________________________________________________________________ ______________________________________________________

SSiiggnnaattuurree DDaattee

PPlleeaassee iinnddiiccaattee wwhheetthheerr oorr nnoott yyoouu wwoouulldd lliikkee ttoo bbee nnoottiiffiieedd pprriioorr ttoo aa SSeeaarrcchh CCoommmmiitttteeee rreepprreesseennttaattiivvee

ccoonnttaaccttiinngg yyoouurr rreeffeerreeee((ss))::

IItt iiss nnoott nneecceessssaarryy ttoo ccoonnttaacctt mmee pprriioorr ttoo ssppeeaakkiinngg wwiitthh mmyy rreeffeerreeee((ss))..

PPlleeaassee ccoonnttaacctt mmee pprriioorr ttoo ssppeeaakkiinngg wwiitthh mmyy rreeffeerreeee((ss))..

PPaarrtt IIII CCeerrttiiffiiccaattiioonn ooff IInnffoorrmmaattiioonn

II hheerreebbyy cceerrttiiffyy tthhaatt aallll iinnffoorrmmaattiioonn pprroovviiddeedd iinn mmyy iinntteerrvviieeww aanndd oonn mmyy rreessuummee iiss ttrruuee aanndd aaccccuurraattee ttoo

tthhee bbeesstt ooff mmyy kknnoowwlleeddggee.. II uunnddeerrssttaanndd tthhaatt iiff aatt aa llaatteerr ddaattee ffaallssee oorr mmiisslleeaaddiinngg iinnffoorrmmaattiioonn iinn

ccoonnnneeccttiioonn wwiitthh tthhiiss aapppplliiccaattiioonn bbeeccoommeess eevviiddeenntt,, iitt mmaayy aaddvveerrsseellyy aaffffeecctt mmyy eemmppllooyymmeenntt ssttaattuuss aatt tthhee

UUnniivveerrssiittyy..

____________________________________________________________________________________________________ ______________________________________________________

SSiiggnnaattuurree DDaattee

____________________________________________________________________________________________________ ______________________________________________________

WWiittnneessss ((SSeeaarrcchh CCoommmmiitttteeee MMeemmbbeerr)) DDaattee

NNOOTTEE:: TThhiiss ssiiggnneedd ffoorrmm sshhoouulldd bbee ssccaannnneedd ttoo tthhee EEmmppllooyyeeee FFiillee ffoorr tthhee nneewwllyy hhiirreedd ccaannddiiddaattee..


AAPPPPEENNDDIIXX EE -- AApppprroovvaall ffoorr RReegguullaarr OOffffeerr ttoo CCaannddiiddaattee

Via email, notify the Provost of the committee recommendation. CC [email protected].

Name of the candidate which the Search Committee is recommending:

Attach a copy of the posting and the CV of the successful candidate for the Provost’s information.

List of other acceptable candidates should the above noted candidate decline an employment offer: 1. 2. 3. In rank order: Yes No

APPROVAL WILL BE VIA ‘REPLY ALL’ EMAIL TO START THE OFFER LETTER PROCESS.

*If no concurrence please refer to point 18.



AAPPPPEENNDDIIXX FF –– AAddddiittiioonnaall IInnffoorrmmaattiioonn

The following resources, which may be of assistance to you in your role on a Search Committee, are available online:

Salary Scale within collective agreement https://www2.viu.ca/HumanResources/empCOLLECT.asp

Benefit Information (BCGEU, VIUFA, CUPE, ADMIN)https://www2.viu.ca/HumanResources/employeeresources.asp

Previous Interview Questions may be available. If assistance is required, please contact therecruitment office at [email protected] OR call local 6239.

The search committee chair checklist is sent with each mail package upon closure of a postingperiod. The checklist is also available here:https://www2.viu.ca/HumanResources/FacultyRecruitment.asp

Payroll Office website, for benefit coverage information.https://www2.viu.ca/payroll/contact.aspx

https://www2.viu.ca/HumanResources/empCOLLECT.asp

https://www2.viu.ca/HumanResources/employeeresources.asp


https://www2.viu.ca/HumanResources/FacultyRecruitment.asp

https://www2.viu.ca/payroll/contact.aspx

procedural guide for viufa, bcgeu, admin and cupe search

Documents