Staffing FAQs

Managers are encouraged to contact their HR Advisor to discuss staffing strategies. HR Advisors assist managers in exploring options and developing plans to meet their staffing needs. Please note that the staffing process requires contact with the HR Advisor to exchange information at various stages.

How is a New Continuing Position Created

  1. CUPE
  2. APSA or Excluded Administrative/Professional
  3. Poly Party

How is a Continuing Position Filled?

  1. Posting, Advertising and Receiving Applications
  2. The Selection Process
  3. Completing the Process

**Tips for Recruitment and Selection - Refer to Staffing Quick Notes

How is a New Continuing Position Created?

IMPORTANT: New continuing positions or a request to increase the number of hours of a current continuing part-time position require approvals of both the respective Administrative Director or Dean and the Vice President.

New continuing positions that have been approved through the annual Budget planning process by the Board of Governors do not require the Administrative Director or Dean signature, but the appropriate Departmental Budget Approval. You will need to identify the new continuing position number on the Personnel Action Requisition (PAR).

1. To establish a new continuing CUPE position send the following forms electronically to your HR Advisor:

a) Personnel Action Requisition (PAR) with parts A and B completed, to the extent possible prior to the evaluation of the position, including the appropriate approval(s), and

b) WJQ Part I: Job Description  Note: for a sample of pre-classified CUPE job descriptions, please see: Pre-Classified Job Descriptions.

c) WJQ Part II: Job Questionnaire (optional). 

Please note: for additional information and to access the above forms and sample job descriptions, please refer to Job Descriptions and Re-Evaluation Requests.

2. To establish a new continuing APSA or Excluded Administrative and Professional position send the following forms to your HR Advisor:

a) Personnel Action Requisition (PAR) with parts A and B completed, to the extent possible prior to the evaluation of the position, including the appropriate approval(s), and

b) Administrative and Professional Job Description.

Please note: for additional information and to access the above forms and sample job descriptions, please refer to Job Descriptions and Re-Evaluation Requests.

3. To establish a continuing Poly Party position, send the following to your HR Advisor:

a) Personnel Action Requisition (PAR) with parts A and B completed, to the extent possible prior to the evaluation of the position, including the appropriate approval(s), and

b) a list of the required qualifications for the position.

How is a Continuing Position Filled?

1. Posting, Advertising, and Receiving Applications

a) The supervisor completes Sections A and B of the Personnel Action Requisition (PAR) , including the Departmental Budget Approval or Dean/Administrative Director Signature, and updates the job description when appropriate.

b) The completed PAR and job description are forwarded to the HR Advisor at least 5 working days prior to the requested posting day. If the job description has been amended, the supervisor also encloses the previously approved job description and clearly identify changes. (Note: additional advance time is required if the position has changed substantively and requires re-evaluation.) There are no job descriptions for Poly Party positions, but an up-to-date list of required qualifications must accompany the PAR.

c) Vacancies are posted for a minimum of 5 working days on the Human Resources Job Postings page. New postings are placed on Tuesdays and Thursdays. Note: the posting will advance one day, where a statutory holiday occurs during the posting period, to ensure there is a minimum of 5 working days.

d) Supervisors may request external advertisements. The HR Advisor may make recommendations regarding appropriate locations for external advertisements and will arrange for the placement of advertisements.

e) All applications are sent to the HR Advisor in Human Resources.

f) Once the job is posted the supervisor will be given access through SFU Connect to all applications sorted in folders: internal, external and lates. When the competition closes, the supervisor will be provided with an Applicant Tracking Sheet list of all internal applicant names, their seniority and keyboard skill test results, where applicable; the number of external applicants and total number of applicants. The folder also includes a Hiring Supervisor Checklist, the job posting and job description. Upon request, the HR Advisor will develop a short-list of qualified applicants for the supervisor.

g) If the supervisor develops the short-list, then she/he reviews the list with the HR Advisor prior to arranging interviews. The supervisor also informs the HR Advisor when interviews have been scheduled. Upon request, the HR Advisor will participate in interviews.

2. The Selection Process

a) Upon completion of interviews (including in-basket tests, where appropriate) and reference checks, and prior to making an employment offer, the hiring supervisor contacts the HR Advisor and reviews the competition and the potential selection decision.

b) The HR Advisor reviews the application of the appropriate collective agreement provisions or policy to the competition. The hiring supervisor makes a selection decision consistent with the requirements outlined in:

i. Article 13 of the collective agreement for a position in the CUPE bargaining unit.

Note: Where there is more than one internal applicant available with the necessary ability and qualifications, then, in making the selection decision the supervisor must give primary consideration to the ability and qualifications of the applicants. If the qualified internal applicants have equal ability and qualifications, the applicant with the most seniority will be selected. If the qualified internal applicants do not have equal ability and qualifications, then the applicant with superior ability and qualifications for the position will be selected. External applicants may be selected for positions in the CUPE bargaining unit ONLY when no internal applicants with the necessary ability and qualifications are available. The necessary ability and qualifications for the position are outlined in the job description and are placed on the posting.

ii. University Policy AD10.03 or AD9.03 respectively for APSA or Excluded Administrative and Professional positions.

Note: The hiring supervisor selects the best qualified candidate. External applicants may be appointed to Administrative and Professional positions ONLY after a thorough search for qualified internal applicants has been conducted and the appointment has been justified to and approved in advance by the Associate Vice-President, Human Resources or their designate.

iii. Article 3 and Article 14 of the collective agreement for positions within the Poly Party bargaining unit.

Note: 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.

c) Following the selection decision and prior to offering the position, the starting salary for the candidate should be considered.

i) For positions within the CUPE bargaining unit, an external candidate must start at the first step in the appropriate salary range in accordance with the negotiated salary schedule. An internal candidate moving into a position with a higher salary range within the CUPE bargaining unit is placed at the lowest step that provides a minimum increase of 5%, as outlined in Article 13.07.

ii) For APSA or Excluded Administrative and Professional positions, an external candidate may be offered a starting rate above step 1 of the salary range with the approval of Human Resources. An internal candidate moving into an APSA or Excluded Administrative and Professional position with a higher salary range is entitled to be placed at the closest step that provides a minimum increase of 5%, but the department may place the employee at a higher step following consultation with Human Resources. The policy provisions governing salary placement in APSA and Excluded Administrative and Professional positions can be found in Policies AD9.06 and AD10.6.

d) Following approval from Human Resources, the hiring supervisor extends a verbal offer to the selected candidate and establishes an appointment start date. The supervisor informs the HR Advisor of the start date and the Advisor sends a confirmation letter or a formal offer of employment letter to the successful candidate. Copies of the letter are sent to the hiring supervisor and the appropriate union or association.

Note: When relocation expenses apply to an APSA or Excluded appointment, the HR Advisor arranges with Financial Services to have the cheque issued.

3. Completing the Process

a) The supervisor informs the other interviewed candidates that they were not successful.

b) The supervisor sends all competition materials to the HR Advisor as outlined in the Hiring Supervisor Checklist.

How is a Temporary Position Filled?

1. Temporary CUPE – 3 Months or Less

a) The supervisor or form initiator submits an ePAR, and selects an appropriate  job standard, pre-classified job description or approved job description. If no job standard, pre-classified or approved job description applies to the temporary position, the supervisor describes the duties and responsibilities. If the position is to be posted, a paper PAR must be submitted to your Human Resources Advisor.

b) The ePAR submitted by the initiator is routed to the approving supervisor, or, if initated by the supervisor, routes to the Temporary Pool Coordinator for approval. Note: If the position is not covered by a job standard or approved job description, Human Resources evaluates and classifies the position.

c) The Coordinator, Temporary Support Services assigns a qualified individual from the temporary pool and informs the supervisor.

Note: For all temporary employees, the supervisor must ensure that the hours worked are entered on the electronic timesheet prior to the Payroll deadline for Hourly Employees.

2. Temporary APSA or Excluded – 3 Months or Less

a) The supervisor completes Sections A and B of the Personnel Action Requisition (PAR), including the Departmental Budget Approval or Dean/Administrative Director signature, and selects a pre-classified or approved Administrative and Professional Job Description. If no pre-classified or approved job description applies to the temporary position, the supervisor writes a job description.

b) The completed PAR and the job description are forwarded to the HR Advisor.

Note: If the position is not covered by a previously evaluated job description, Human Resources evaluates the position.

c) The HR Advisor and the supervisor identify potential candidates and following a discussion, the HR Advisor appoints a qualified individual.

Note: For all temporary employees, the supervisor must ensure that the hours worked are entered on the electronic timesheet prior to the Payroll deadline for Hourly Employees.

3. Temporary CUPE, APSA or Excluded – Over 3 Months

a) The supervisor completes Sections A and B of the Personnel Action Requisition (PAR) and selects a pre-classified or approved job description. If no pre-classified or approved job description applies to the temporary position, then:

i) for a CUPE position, the supervisor completes a job description and a job questionnaire (optional).

ii) for an APSA or Excluded position, the supervisor completes an Administrative and Professional Job Description.

b) The completed PAR and job description and, where applicable, the job questionnaire are forwarded to the HR Advisor at least 5 working days prior to the requested posting day.

Note: If the position is not covered by a pre-classified or approved job description, Human Resources evaluates and classifies the position.

c) The position is posted for a minimum of 5 working days on the Human Resources Job Postings page.

d) Once the job is posted the supervisor will be given access through SFU Connect to all applications sorted in folders: internal, external and lates. When the competition closes, the supervisor will be provided with an Applicant Tracking Sheet list of all internal applicant names, their seniority and keyboard skill test results, where applicable; the number of external applicants and total number of applicants. The folder also includes a Hiring Supervisor Checklist, the job posting and job description. Upon request, the HR Advisor will develop a short-list of qualified applicants for the supervisor.

e) The supervisor reviews the short-list with the HR Advisor prior to arranging interviews.

f) Upon completion of interviews (including in-basket tests, where appropriate) and reference checks, and prior to making an employment offer, the hiring supervisor contacts the HR Advisor and reviews the competition and potential selection decision.

g) The HR Advisor reviews with the supervisor, the application of the appropriate collective agreement provisions or policy to the competition (see Staffing Quick Notes). The hiring supervisor makes a selection decision consistent with the requirements outlined in:

i) Article 13 of the collective agreement for a temporary position in the CUPE bargaining unit.

Note: External applicants may be selected for positions in the CUPE bargaining unit ONLY when no internal applicants with the necessary ability and qualifications are available. The necessary ability and qualifications for the position are outlined in the job description and are placed on the posting.

ii) University Policy AD10.03 or AD9.03 respectively for temporary APSA or Excluded Administrative and Professional positions.

Note: The hiring supervisor selects the best qualified candidate. External applicants may be appointed to Administrative and Professional positions ONLY after a thorough search for qualified internal applicants has been conducted and the appointment has been justified to and approved in advance by the Associate Vice-President, Human Resources or their designate.

h) Following approval from Human Resources, the hiring supervisor extends a verbal offer to the selected candidate and establishes an appointment start date. The supervisor informs the HR Advisor of the start date and the Advisor sends a confirmation letter or a formal offer of employment letter to the successful candidate. Copies of the letter are sent to the hiring supervisor and CUPE or APSA where applicable.

i) The supervisor informs the other interviewed candidates that they were not successful and sends all competition materials to the HR Advisor as outlined in the Hiring Supervisor Checklist.

Note: For all temporary employees, the supervisor must ensure that the hours worked are entered on the electronic timesheet prior to the Payroll deadline for Hourly Employees.

4. Temporary Poly Party Position

The supervisor contacts the appropriate Union and requests the assignment of a qualified member. Following an assignment from the Union, the supervisor completes Parts A and B of the Personnel Action Requisition (PAR) and forwards the PAR to the HR Advisor.

 

Note: Special provisions may apply to temporary work in the area of jurisdiction covered by the Teamsters Union. See Article 20 of the collective agreement for details.

 

How Do I Extend a Temporary Appointment?

An extension of an appointment is a continuation of the appointment without a break in service. If the appointment has a break of one working day, then a new appointment must be processed. To process an extension, the supervisor completes Parts A and B of the Personnel Action Requisition (PAR), including the revised end date, appropriate Departmental Budget Approval, and forwards it to the HR Advisor. To extend a Temp Pool assignment, the initiator submits an ePAR with the revised end date, then the ePAR will route to the appropriate Department Supervisor for approval if necessary, and then route to the ePAR will continue to Temporary Pool Coordinator for processing.

What Are Job Postings?

A posting is an edited version of the approved job description and reflects the position summary, qualifications, and all other pertinent information such as: position title, grade, salary, position number, start date, end date if applicable, special hours of work, location etc.

When are Jobs Posted?

Every Tuesday and Thursday.  Note: the posting will advance one day, where a statutory holiday occurs during the posting period, to ensure there is a minimum of 5 working days.

Where are Jobs Posted?

On the Human Resources Job Postings page.

If you have any additional questions, or require any clarification, please contact the appropriate HR Advisor in Human Resources.