St. Thomas University
Policy Statement

Policy Name: Hiring and Appointment Policy

The University strives to hire the most suitable and qualified candidates for positions and to provide equitable opportunities for employment. Appointments are normally made on the basis of a competitive process. Upon approval by the president, the director of human resources opens a competition for an administrative position.

Internal Competition (Support Staff)

The University recognizes the benefits of providing current employees with opportunities for promotion and transfer within the University. Therefore, any vacant support staff position is normally advertized internally for a period of five (5) days to give current employees first consideration. When an employee applies for a vacant position and when her/his qualification, experience and past performance demonstrate the capability to perform this job effectively, this employee is offered the position. When there are two or more internal candidates with the capability of performing the job, the candidate deemed to be most qualified by the selection committee is offered the position.

Internal Competition (Administration)

The University recognizes the benefits of providing current employees with opportunities for promotion within the University. If a current employee is deemed to be qualified and suitable for a vacant position, the president may authorize an internal transfer. Where there is more than one current employee who is deemed qualified and suitable, the president may authorize an internal competition.

Staff who transfer internally by choice, are subject to a six month probationary assessment, and normally are not eligible for further transfer during this time. If the transfer proves unsatisfactory for reasons other than neglect of duty or misconduct, the University will endeavor to place the staff member in a more suitable position.

Staff who are transferred at the request of the University shall not be subject to a probationary period.

If a current employee is a successful candidate in a competition, and the applicant's position carries the same classification, the employee's salary will be maintained at the same rate. If the new position carries a higher classification, the employee's salary will normally be moved to the minimum salary for the new position if higher than the employee's current salary or to the next highest step of the new salary category.

Advertisements

Advertisements are generally placed in the Daily Gleaner, Telegraph Journal, posted on the University Web Site and circulated to staff. Advertisements are written by the director of human resources in consultation with the unit manager. Every advertisement shall conform to the University's visual identity standards and shall state that "St. Thomas University is committed to the principle of employment equity.

Hiring Committees

The director of human resources serves as chair of the hiring committees for all administrative positions. The director of human resources consults with the immediate supervisor to determine the composition of the hiring committee which normally consists of three people.

Application Process

Applications are submitted to the director of human resources who acknowledges receipt of all applications immediately following the closing date of a competition. Each member of the hiring committee has an opportunity to review the applications. The hiring committee develops the short list and the human resources office schedules interviews. Following the hiring committee's selection of a candidate, the director of human resources conducts the reference checks using the attached form. Upon completion of the interview process, the hiring committee makes a recommendation to the president. If approval is granted, a letter of offer is prepared. The human resources office informs all unsuccessful candidates when a hiring decision has been made.

Appointment Procedures

A letter of offer is issued to each new employee stating the position title, salary, status, name of supervisor, employment benefits and vacation entitlement and any other specific terms and conditions of employment. Copies of the employee's pay scale, job description and detail on employment benefits are attached.

Payroll and Benefits Administration

All new employees will contact the human resources office upon arrival at the University for assistance with payroll and benefit administration.

Moving Expenses

Upon submission of original receipts and a statement of moving expenses, the University pays all or part of the moving expenses incurred by newly appointed employees. Moving allowances are negotiated with the new employee when an offer of employment is made.