- Policy #:
- HR08
- Responsible Authority:
- Manager, Employee Services
- Approval Authority:
- President's Executive Committee
- Executive Sponsor:
- Vice President, Human Resources
- Approval Date:
- 1984/12/01
- Last Reviewed:
- 2011/02/02
- Mandatory Revision Date:
- 2016/02/02
- Downloadable Version:
- Hiring of Temporary Support and Administrative Staff
PURPOSE
To ensure that an equitable process is used when selecting employees for positions of a non-permanent nature in support and administrative staff
SCOPE
All temporary support and administrative staff to be hired by the College
DEFINITIONS
Word/Term | Definition |
Temporary Administrator | Temporary staff who are classified as administrators and who perform supervisory functions and a high level of administrative work |
Temporary support: full-time hours | Support staff who work full-time hours (over 24 hours per week) but do not replace a full-time support staff member |
Temporary support: 24 hours per week | Support staff who work up to and including 24 hours per week |
Appendix D | Temporary support staff employees who replace bargaining-unit employees absent due to vacation, sick leave or leave of absence |
HRIS | Human Resources Information System |
POLICY
1. The College may hire temporary staff in the following situations:
1.1 When replacing full-time support staff and administrative employees who are absent due to vacation, sick leave or leave of absence;
1.2 For projects of a Non-Recurring Kind (Support Staff), where the contract is a fixed term not exceeding 12 months;
1.3 For short-term assignments where the contract is for a fixed term.
2. All temporary positions require a job description in order to comply with Pay Equity requirements.
3. Rate of compensation:
3.1 An employee who participates in a non-replacement support assignment will be placed on the corresponding payband of the position being filled in accordance with the Temporary Support salary schedules;
3.2 An employee who participates in a replacement support assignment (Appendix D) will be placed on the corresponding payband of the position being filled in accordance with Appendix E of the Support Staff Collective Agreement.
3.3 An employee who is acting in an administrative assignment will be placed in the appropriate administrative band for the evaluated duties.
PROCEDURE
Action | Responsibility | ||
| Once approval is granted to hire a temporary employee, the following actions will be taken: | ||
1. | Contact Human Resources for rate of compensation. | Hiring Manager | |
2. | Provide rate of compensation to hiring manager. | Human Resources | |
3. | Complete and record two reference checks on candidate and offer temporary position to chosen qualified candidate. Once completed, follow steps 10 – 12. | Hiring Manager | |
4. | If no chosen candidate, contact Human Resources to search the Resume Bank for qualified candidates. | Hiring Manager | |
5. | If unsuccessful, request that Human Resources post the position for a minimum of five days. | Hiring Manager | |
6. | Once the position is closed, forward applicants to hiring manager. | Human Resources | |
7. | Review applications and select candidates for interview, alone or with the help of a Selection Committee. | Hiring Manager | |
8. | Complete and record two reference checks on leading candidate, if first time hire to College (Appendix 1). | Hiring Manager | |
9. | Offer temporary position to chosen qualified candidate. |
| Hiring Manager |
10. | Meet with new employee to discuss terms of employment, and obtain personal information including a void cheque (Appendix 2). | Hiring Manager | |
11. | Enter new employee’s information on HRIS within one week of hire. | Hiring Manager | |
12. | Confirm that the new employee has been entered and approved on HRIS, and has received a Network Account (Appendix 3). | Hiring Manager |
SUPPORTING DOCUMENTATION
Forms that are generated by the procedure should be listed and included as an appendix.
Appendix 1 Telephone Reference Check
Appendix 2 Terms and Conditions of Employment
Appendix 3 Temporary Administrative/Support Staff Hiring Checklist
RELATED POLICIES
HR 10 New Employee Orientation
HR 09 Temporary Assignments
RELATED MATERIALS
Support Staff Collective Agreement