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Step 2: Screening Process

Screening candidates is a key part of a recruitment process - it involves reviewing resumes and cover letters, conducting phone screens and face-to-face interviews and identifying the top candidates.

The following tools and resources apply to all candidate selection activities for open job competitions. They are designed to provide clarity and guidance for effective recruitment practices. If you have any questions regarding the following resources please contact your Recruitment & Compensation Specialist.

Selection Committee Members

The chair of the selection committee (the hiring manager, or a designate) has the responsibility to:

  • Establish a diverse and comprehensive selection committee.
  • Ensure confidentiality agreements are signed and returned.
  • Responsible for providing the selection committee with an overview of the position, as well as clear criteria to evaluate the candidates.
  • Responsible to screen all applicants, evaluate and shortlist those who meet the minimum requirements and that are most suitable for the position.
  • Identify candidates that will move forward for an interview with the selection committee interview panel.
  • Responsible to schedule and lead the interview process, provide reasonable accommodation if requested.
  • Conduct Reference Checks.
  • Select the successful applicant for hire.
  • Deliver verbal offer of employment.

Administrative Support

  • Department/Faculty Administration may assist with administrative duties of the job competition process.

Reviewer(s)

  • May review the shortlisted candidates that are eligible and qualified for the role
  • Input from the respective reviewer will help to identify the candidates that will move forward for a face-to-face interview.

NOTE:

Members that are currently part of the Bargaining Unit may not review or provide input on the application of any candidate within an open Bargaining Unit job competition.

Interviewers
  • Will be expected to consistently participate on the interview panel for all applicants that have successfully been scheduled for a face-to-face interview in the selection process.
    • The opportunity for input from key members of the team is an efficient way for the hiring manager to complete an accurate assessment of the candidates, knowledge, skills and abilities.
  • Identical interview questions will be asked of each candidate to ensure integrity and fairness within the job competition process.

NOTE:

In accordance with Article 15.06 and Employee (OPSEU member) will be expected to participate on this selection committee. This employee will participate in all face-to-face interviews for the open job competition. In accordance with Article 15.06a they will provide a written summary of their evaluation to the hiring manager.


Confidentiality Agreements

All Selection Committee members are required to sign the respective confidentiality agreement prior to participation on any selection committee for an open job competition.

Shortlisting Resources

Shortlisting is the process of identifying candidates from the applicant pool who best meet the requirements and criteria of a job posting. Those selected will move forward in the recruiting process.

My HR Connection: Applicant Tracking System (ATS) User Guides

For screening, viewing resumes and moving candidates through the recruitment work of My HR Connection, please review the following user guides: