Recruitment and Selection of Management and Professional Staff (Excluded)

Excluded staff positions funded from operating or non-restricted funds cannot be advertised or hired without the prior written approval of the Provost or Vice-President (University Services and Finance) except for the exemptions listed below.

Procedure for Requesting Approval

For positions not included in the exemptions, the hiring manager must request approval for new hires and position postings from the Provost for positions within the faculty and academic units, or the Vice-President (University Services and Finance) for all other central or administrative units.

To request approval, the hiring manager shall email their request to either the Provost or Vice-President (University Services and Finance) including their rationale that:

  • Demonstrates the position is critical to the academic mission of the university (e.g., requires specialized knowledge, delivers a vital service, required for statutory compliance, vacancy will create significant impact or risk to the university or our reputation).
  • Confirms the position is funded within their approved 2020/21 budget, and if continuing past this fiscal year, will remain funded in the face of the anticipated future Campus Alberta grant reductions for 2021/22 and 2022/23.
  • Confirms options for current redeployment of existing employees have been considered.

When posting the position that requires Provost or Vice-President (University Services and Finance) approval on the Careers website through the Recruitment and Advertising Database (RAD), attach the email approval within the Comments Section.

Exemptions for Hiring and/or Posting Approval
  • The position is funded from restricted funds (i.e., endowment, research or other special purpose grant).
  • The hiring is a requirement/condition of a grant agreement.
  • Transfer or secondment from one university department to another
  • Postings restricted to internal candidates (both faculty/unit and university-wide).
  • Temporary student and/or short-term casual appointments (< 12 months) to address immediate work requirements.
  • Temporary backfill for maternity, parental or other short-term leaves.

When posting a position that is exempt from hiring and posting approval on the Careers website through the Recruitment and Advertising Database (RAD), identify how it meets the exemption criteria within the comments section.

The University of Alberta is committed to appointing the best-qualified candidates for its employment opportunities, and aspires to achieve an equitable, diverse and inclusive community of employees consistent with the mission set out in its Strategic Plan for Equity, Diversity and Inclusivity. By adopting EDI principles and practices into its selection processes, the university hopes to achieve diversity in the workplace and correct employment disadvantages experienced by persons historically under-represented at the university, while maintaining the high quality of its staff. These principles and practices are designed to ensure that access to the university’s employment opportunities is equitable and inclusive by removing employment-related barriers and minimizing biases – particularly those based on protected grounds.

The Handbook of Terms and Conditions of Employment for Management and Professional Staff (Excluded) provides the general terms and conditions of employment for management and professional staff (MAPS) who are not designated as academic staff.

The following procedures provide the administrative guidelines and best practices for the recruitment and selection of MAPS employees, whose appointments fall outside of the UAPPOL policies and procedures.

Classification - Job Evaluations

Job evaluation is a systematic process for determining the relative value of a job within an organization, and providing the basis for establishing a fair and equitable pay structure. All MAPS positions require an evaluation.
  1. New MAPS positions must meet the criteria for managerial and confidential labour relations within the University context. Current APO positions can only be moved to MAPS via de-designation, not reevaluation.
  2. For new MAPS positions, the position description is submitted to job.evaluation@ualberta.ca. The consultant assigned to the department then initiates the evaluation process which includes verifying the position meets the criteria for the MAPS stream and begins completing the job evaluation.
  3. The consultant will contact the supervisor, if applicable, for any clarification or additional information that may be required.
  4. The consultant completes the evaluation process based on the content of the position description, the information collected from the supervisor, the organizational structure and context in which the work is done, and comparator positions on campus. Taking all of the above information into consideration, a score is assessed for each of the three evaluation factors of the Hay Plan.
  5. All evaluations are reviewed by another member of the JDE team to ensure appropriate decisions are made and internal equity is maintained.
The supervisor is notified in writing of the evaluation decision.

Posting and Advertising

The university hopes to achieve diversity in the workplace and correct employment disadvantages experienced by persons historically under-represented at the university, while maintaining the high quality of its staff. The university promotes transparency in recruitment and consistency in practice, and is committed to attracting qualified candidates who will contribute to the achievement of the university’s goals and support the university’s values. The university hires on the basis of merit.

The following practices are strongly encouraged when recruiting a MAPS employee:

  • Continuing vacancies and temporary appointments eight months or longer be posted on the University of Alberta Careers website for a minimum of five business days. The University Employment Equity Statement should be included on all postings and advertisements.
  • If foreign nationals are to be considered, as per the federal government immigration advertising requirements, advertisements must appear in designated Canadian national media. International advertisements must appear simultaneously or later than Canadian advertisements. The number of international media must not exceed the number of Canadian national advertisements. Postings should include the following:
    • Position title
    • Department/unit
    • Major responsibilities and accountabilities
    • Required qualifications, knowledge, skills and abilities
    • Term of employment (if applicable)
    • Deadline for date of applications or date when the application review process will begin
  • If a position has been held by an incumbent in an acting capacity or on an interim basis for a period of time sufficient to determine their suitability for the role, and the incumbent has already competed to join the university and where approval is given by the Appointing Officer, the position does not need to be posted.

Selection and Appointment

The selection and appointment of MAPS employees shall be made by the Appointing Officer.

A panel or team interviewing approach produces the most reliable results and offers a number of benefits including a broader knowledge base and expertise, increased objectivity leading to a more defensible selection decision, and higher organization commitment to the selection decision.

It is strongly encouraged that a Selection Committee be struck to provide advice on the appointment of continuing appointments and temporary appointments eight months or longer. The composition of the Selection Committee is at the discretion of the Appointing Officer or delegate. It is recommended that the committee consist of at least three individuals reflective of the demographic diversity of the university, inclusive of persons historically under-represented. Committee members are responsible for familiarizing themselves with the principles of equity, diversity and inclusivity concepts of bias awareness and discrimination and the obligations under applicable University policies, in particular, the Discrimination, Harassment and Duty to Accommodate Policy, the University’s Employment Equity Statement and the EDI Strategic Plan.

All verbal or written discussions throughout the recruitment process must include explicit communication to the candidate that an appointment to the university is subject to issuance and execution of a formal Letter of Appointment.

To obtain a copy of the Letter of Appointment, please contact your HR partner or HR manager.

A candidate will not be formally appointed to the university unless the Letter of Appointment has been completed and a fully executed copy has been returned to the university prior to the effective date of the appointment.

Records pertaining to the search and selection process are considered confidential. In order to maintain their confidentiality, these records should be stored, destroyed or transferred according to an approved records retention schedule (one year or six years for a foreign national).

Under the FOIPP Act, a candidate or applicant in a competition may request access to the recruitment file. In such cases, the applicant may be granted access to their personal information.

Closing the Competition File

The designated chairperson or human resources representative is typically responsible for managing the competition file and associated documents (paper and/or electronic) which should include:

  • Job posting and external advertisements (if applicable)
  • List of all applicants and their resumes
  • Short-listing criteria and a copy of the interview schedule
  • Interview plan and job related exercise (if applicable)
  • Interview notes compiled by the designated note taker (other notes are not required and should be shredded or deleted electronically if completed virtually)
  • Evaluation factors including selection criteria; rationale for selection decision, the results of the evaluation
  • Signed Consent for Collection and Verification of Information form (reference authorization) and list of references
  • Final reference reports completed by phone template or through digital reference tools (CERTN, Xref)