Recruitment and Selection FAQs
How do I post a job?
When are jobs posted?
Jobs are posted on the SFU Job Posting page any business day of the week for a minimum of 5 business days.
How do I create a new position or revise an existing position’s job description prior to posting?
Detailed steps on creating new positions and revising job descriptions can be viewed at the following page: Compensation Forms & Resources
What recruitment system is available at SFU?
Taleo is our recruitment and applicant tracking system. Once the job is posted, the hiring manager will be given system access to view all applications. When the competition closes, the hiring manager will be notified via email that the applications are ready for review in Taleo. Please note, seniority and keyboard skill test results will also be updated where applicable.
Are there any recruitment and selection tools available?
Recruitment and Selection Tools are available to help hiring managers navigate through the recruitment process and incorporate best practices for inclusive hiring. The resources include planning timelines, interview questions and templates. The toolkit can be accessed at the following link: Recruitment and Selection Tools
Can I advertise a job externally (outside of the SFU Job Postings Website)?
Hiring managers are encouraged to discuss external advertising options with their HR Specialist to ensure a robust and diverse candidate pool. HR can coordinate the external advertising. Note: advertising costs are covered by the hiring department. Some common external advertisements are: Professional Associations, LinkedIn and JobBank.
What are the steps in the Recuitment and Selection process at SFU?
Please refer to the Recruitment Planning Timeline Tool.
What does it mean to be an internal or priority candidate?
An ‘“Internal” candidate for CUPE vacancies means:
● Currently employed in the CUPE Local 3338 bargaining unit
● On the CUPE temporary employees’ seniority list (Article 12.03(b))
● On the CUPE laid off list (Article 13.01(a))
Qualified registered SFU students are given priority for temporary part-time CUPE positions.
An “Internal” candidate for APSA vacancies means they are employed by SFU (AD 10.1, Section 2 - Definitions)
How is a temporary position filled?
a) CUPE Less than 3 months: HR offers an in-house temporary placement service (Temporary Pool) for vacant CUPE roles that are less than 3 months in duration. The supervisor can make a staffing request for their short-term needs by submitting a GT ePAR through myINFO or emailing email@example.com. For more information on this service, please visit the following link: Temporary Pool Quick Notes
If you would like to post the position, please refer to "How do I post a job?".
b) APSA & APEX Less than 3 months: You can either post the position (Refer to “How do I post a job?”) or appoint a qualified candidate into the position. For more information on this option, please connect with your HR Specialist.
c) Temporary CUPE, APSA or APEX – Over 3 Months
Positions over 3 months in duration are required to be posted on the SFU Job Posting page.
Note: New CUPE Temporary roles can only be created for non-recurring work for up to 12 months in duration as per Article 2.01(c) of the CUPE Collective Agreement. If you would like to explore this option, please connect with your HR Specialist directly.
How is a continuing position filled?
All continuing positions must be posted. If you have any questions about posting a continuing position, please contact your HR Specialist or review our Recruitment and Selection tools.
Please refer to Article 13 of the CUPE Collective Agreement for more information on the selection process.
For the selection process, the internals must be considered first. If none are found fully qualified, then external applicants are considered. Late applicants (internal or external) can only be considered if there are no qualified internals in the timely group of applications.
● If an internal applicant meets the minimum qualifications, then externals are not considered and the qualified internal is selected (Article 13.01(a)).
● If no internal applicants meet the minimum qualifications, then externals can be considered.
● If an internal does not have all minimum qualifications, then they are not entitled to any further consideration or comparison to other applicants.
● If the available qualified internals are considered equal, then the senior qualified applicant is selected (Article 13.04(c)).
Please note, an unsucessful internal applicant may request for Written Reasons under Article 13.02 (e).
If you have any questions, please contact your HR Specialist.
APSA and APEX:
Please refer to the Administrative Policies AD 10.03 or AD 9.03 respectively for APSA and Excluded Administrative and Professional positions.
For the selection process, the internal and external applicants may be considered together in order to select the best qualified candidate.
● Normally Administrative and Professional positions will be filled by 'Internal Candidates' (AD10.3, subsection 5.03).
● "A posting for a vacant Administrative/Professional Staff position requires a competition to select the best qualified candidate based on skills, experience and abilities" (AD10.3, subsection 2.02).
Please refer to Article 3 and Article 14 of the Poly Party Collective Agreement for positions within the Poly Party bargaining unit.
● When employees are required, only members of the appropriate Union may be hired. If no qualified Union members are available within BC, then an individual who is not currently a member of the Union may be hired provided that the individual meets Union and trade qualifications.
● When filling a position from amongst current employees in the bargaining unit, ability and qualifications are given primary consideration and where these are equal, the most senior employee will be selected.
Can we view an internal applicant's employee file?
Yes, the hiring manager has access to review aspects of an applicant’s employee file in Human Resources. Please provide the full name and competition to your HR Specialist, who will arrange the viewing for you.
Can I hire a candidate on a work or study permit?
Candidates with valid work permits can be hired into temporary and continuing positions. At the time of offer, the candidate must provide a copy of their work or study permit to the hiring manager and HR to ensure there are no conditions or limitations that prevent them from working in the role. It is illegal to hire or employ a person who is not permitted to work in Canada.
I am ready to make an offer. What are the next steps?
Please connect with your HR Specialist directly to discuss the offer. Your HR Specialist will review and advise on a salary placement, provide the benefit package details and arrange to have the offer letter sent to the candidate.
Is the recruitment and selection process confidential?
All information pertaining to the recruitment and selection process is confidential. This includes candidate names, resumes/applications and interview information and notes. We have an ethical and a legal obligation to safeguard the privacy of the individuals about whom we collect personal information under the Freedom of Information and Protection of Privacy Act. To find out more about SFU’s Privacy Management Program, please refer to: Archives and Records Management.
Do employees serve probationary periods and trial periods?
● The Probation Period is the first 4 months for new continuing employees or for temporary employees with appointments exceeding 4 months (Article 13.12(c)).
● The Trial Period is 1 month for full-time and 2 months or 152 hours for part-time, and must be served in each position in which the employee has not already passed the trial period (Article 13.11).
● Bi-weekly performance evaluations MUST be conducted during an employee's probation or trial period and you must review the evaluations with the employee.
● Probation and Trial Periods may be extended by mutual written agreement between the University and the Union before the probation or trial period expires. Please contact your HR Specialist at the earliest opportunity.
● The Probationary Period is the first 6 months of uninterrupted service in the continuing position (AD10.22).
Are there any new employee onboarding resources?
An onboarding toolkit which include framework templates, tools and resources are available. The toolkit can be accessed at the following link: Employee Onboarding
What do I do with the recruitment notes and documents after the competition concludes?
All resumes, interview questions, in-baskets tests and reference check notes (or any other written personal information) used in making decisions must be retained for a minimum of one year under the Freedom of Information and Protection of Privacy Act. Please forward all applicable recruitment documents to Human Resources (Strand Hall 2170 or email firstname.lastname@example.org).