Please Print and Use This As a Checklist As You Progress Through Your Selection Process

Please print and use this as a checklist as you progress through your selection process. Sign this and return it with your documentation, which is a Freedom of Information and Protection of Privacy Act (FIPPA) requirement.

Competition #______Committee Chair:______

1. Selection Committee a. Review and ensure your committee members review the policies and procedures, guidelines, legislation, and collective agreement language on the Human Resources website at: Selection Committee Resources http://www.viu.ca/HumanResources/FSCTOC.asp b. Notify [email protected] of selection committee members. Those copied on the original competition email already have access. New members won’t have access until they are entered into StarGarden by HR. c. Send the above link and documents to any new members that you add by forwarding the email to them. 2. Shortlist a. Review applications via https://isweb.viu.ca/star_app_viewer/. Note: capitan user ID required. Committee members external to VIU will need to be provided with hard copies that you collect back. b. Document criteria used and how each candidate does or does not meet the criteria. You may want to convert the attached Excel applicant list to your shortlist grid. c. Invite applicants to interview d. After applicants have been invited, notify [email protected] of shortlisted status Names of shortlisted applicants:______e. Offer disability accommodation to applicants. We don’t need to know the nature of the disability, just what would be required to participate in the interview. f. Remind applicants to bring original transcripts/certificates/qualifications showing relevant credentials as identified on their resume to interview and to bring the names and contact information for people willing to provide a reference (if not submitted with application). 3. Interview – ensure date of interview, competition number, candidate name, and interviewer name are on each document a. Past copies of interview questions may be available. Please call if you require assistance developing questions. Please ensure rubric and weighted scoring is attached to the questions. b. Send a copy of the questions to [email protected]. c. Obtain signatures on Reference & Information Release Form (copy attached) d. Collect and confirm credentials from applicants (collect all relevant items listed on resume). If unsure of the validity of credential, confirm with the Registrar. If copies of originals are taken and the originals returned, note on the copy “original seen”, the date, and name of the person who made the copy. i. Driver’s Licence required or preferred? Submit driver’s abstract to Health and Safety for approval BEFORE finalizing any job offers. e. Confirm or conduct required skills testing(e.g., editing/proofreading, typing speed, or other technical skill) f. OR Rationale why not completed:______4. Reference check – there is a basic form on the web at http://www.viu.ca/HumanResources/FSCTOC.asp (last link in each section). If you customize the questions, please ensure the top part of the form is kept and that the questions are consistent across the applicants. a. A minimum of two telephone references (three is best; 1 by telephone, 1 by email is sufficient) b. Ensure at least on is from the most recent supervisor (or the supervisor before that if not sharing job search with current employer) c. Ensure others are work-related contacts (i.e., not family, friends, neighbours, etc.) d. OR Rationale why not completed:______5. Finalize Decision: a. Temporary positions: recommend selection to authorized hiring administrator e.g. dean, director, manager (if that is someone other than you) for temporary positions. Upon of approval for hire: i. Notify successful candidate. ii. Forward approval to your appointment creator and [email protected] with the expected start date. Name of successful candidate:______b. Regular positions: recommend selection to administrator. Upon approval: i. Notify successful candidate they are being recommended and this offer will be reviewed/approved by the President. Formal offer will be a letter signed by the President. NB: VIU must have signed offer letter returned from candidate prior to starting work ii. Forward approval to [email protected] with the expected start date. Name of successful candidate:______c. Notify unsuccessful applicants who were interviewed. Give feedback, if requested. d. NOTE: 5 days is required between when you notify [email protected] of the successful applicant and the start date (re: appointment creation/letter signing/etc. 6. Close your process a. Collect all copies of notes, resumes, etc. from committee members. b. Sign this checklist and send with all documents, including related emails, to HR (FIPPA requirement). Related emails can be attached as an email to [email protected]. IMPORTANT: Separate documentation into two groups: 1. all notes and copies of resumes with writing on them grouped by incumbent 2. all copies of resumes “as printed” i.e., no writing on them.

______Selection Committee Chair Signature Date

July 2014 Please call Human Resources if you require assistance (local 6239).