Steps for Recruitment

NEW hiring gates (effective June 1, 2022)
Effective June 1, new hiring gates, which include consultation with your HR Service Partner and Finance Partner, and the Provost's office for tenured positions, will replace the temporary hiring controls in place during SET. The new hiring gates will ensure the integrity of the centralized model, create sustained savings for the institution and build stronger collaborative teams that support the entire community.

Recruiting and hiring the right faculty and staff is a crucial element to the success of the University of Alberta's vision of learning, discovery and citizenship. Bringing on a new team member? Here are the steps to follow.

Recruitment steps may be completed by a hiring manager or their delegate for initiation.

Hiring a foreign national?

If applications are open to foreign nationals, there are additional steps you must take. Learn more

Position approval, evaluation and/or design

1

Consult your partners

Your HR Service Partner and Finance Partner must be consulted before the hiring process begins to ensure all positions are aligned with the University of Alberta for Tomorrow model and the budget.

2

Design or evaluate the position

Design a new position or evaluate an existing position if it hasn't been reviewed in the last five years. Skip this step if the position has been evaluated recently or does not require evaluation.

Job posting preparation and request

3

Draft the job posting

Write a job posting, access job posting templates and review qualifications to consider.

4

Advertise a position

Review what should be included in the Job Posting Request Form for positions being advertised externally.

5

Request the job posting

Submit a Job Posting Request Form containing all required documents. Additionally, learn about the recall and duty-to-accommodate responsibilities that may apply.

Candidate evaluation

6

Review applications

Learn how to review the resumes in the Recruitment and Advertising Database.

7

Prepare for interviews

Plan your interview, identify your interview panel or committee and get ready to meet with your candidates.

Choosing a successful candidate

8

Select a candidate

Read about best practices and policies for choosing a new employee.

9

Make an offer

Offer the strongest candidate an offer letter and add them to the employee database through either an appointment (new hire) or reappointment (extension).

Hiring wrap up and employee onboarding

10

Close the competition

Once a candidate has been chosen and has signed their offer letter, close out the competition file with all required documentation.

11

Onboard the employee

Understand your responsibility in guiding employees as they start their role.

Need support?

Shared Services can provide any support related to interview preparation and screening/shortlisting candidates.

The Talent Acquisition Support team (via the Staff Service Centre) can provide support related to job postings, immigration and coordinating recall and duty to accommodate processes.

Your HR Service Partner can provide support for interviews at the leadership level and any other questions throughout the steps for recruitment.

Frequently asked questions

Do the new hiring gates replace the hiring controls that were active during SET?

Yes, moving forward faculties and departments will resource in accordance with their approved budgets and in consultation with their HR Service Partner and Finance Partner, and the Provost's office for tenured positions.

How does the new hiring gates work for bulk recruitment?
It is expected that bulk recruitment will form part of the workforce planning and budget cycle at the start of the fiscal year. Once approved, consultation will only be required based on the employee type. For example, recruiting seasonal employees will not require consultation with the HR Service Partners, but faculties, units and departments may want to consult with their Finance Partner to verify funding.
My budget has been approved at the start of the fiscal year. Do I still need to consult with a Finance and HR Service Partner?
Yes, it is recommended you verify with both the Finance and HR Service Partners in case of any changes in budget allocation and expenditure during the year and also to ensure positions are model compliant.
In what circumstances do I need to consult with the Provost’s Office?
When hiring tenured positions, including tenure track faculty, faculty service officers and librarians. An annual planning process with Deans (and other senior leaders like the Vice-Provost and Chief Librarian) will address these positions. Please include an email of Provost Approval with your Job Posting Request.
How do we confirm the HR Service and Finance Partners have reviewed our positions?
For now, an email confirming they have been consulted will be sufficient. We are working on amending the recruitment process and will include this in the process when completed.