Recruitment and Selection Policy

Policy Number: CS-1313-2006

Policy Title: Recruitment and Selection Policy

Policy Owner: Chief Human Resources Officer (CHRO)

Effective Date: September 26, 2006

Last Revised: July 22, 2025

1. Purpose

As a College community, we strive to be Inclusive, Diverse, Equitable and Accessible (IDEA) in all our interactions, practices, and processes. We make every effort to preserve the sense of dignity and belonging of all our diverse members, knowing that this is integral to our collective work experience and well-being.

Mohawk College strives to attract and retain the most qualified and diverse individuals to ensure the alignment with its Equity, Diversity and Inclusion (EDI) Action Plan and attainment of its strategic priorities. The College aims to support existing employees to reach their career goals and maximize potential. Accordingly, the College aims through its recruitment and selection practices to ensure its workforce reflects the diversity of the community it serves.

The purpose of this Recruitment and Selection Policy is to ensure a timely, equitable and effective employee recruitment and selection process that complies with relevant employment legislation and applicable collective agreements. This also includes supporting the principles outlined in the Strengthening Accountability and Student Supports Act, 2024.

The recruitment and selection process must be transparent, impartial and applied consistently.

2. Application and Scope

This policy applies to the recruitment and selection of all permanent, short-term temporary and casual (e.g., part-time, sessional, partial load, contract and students (including summer students)) positions below the level of President.

This policy does not apply to the procurement of contractor and consulting services.

3. Definitions

“Anti-discrimination” is the practice of treating everyone fairly and equally, regardless of personal characteristics or background. It actively works against unfair treatment based on traits that individuals cannot control. This approach emphasizes a person's abilities, qualifications, and character rather than surface-level traits. Anti-discrimination efforts aim to level the playing field so that everyone can participate fully in society without facing unnecessary barriers or prejudice. Ultimately, it embraces our differences while recognizing our shared humanity, committing to judge people by their actions and merits rather than preconceived notions or stereotypes.

“Anti-hate” refers to actions, attitudes, or policies that oppose or counter hatred, discrimination, and prejudice against individuals or groups based on their identity characteristics. Key aspects of anti-hate include:

Actively opposing prejudice and discrimination
Promoting equality and respect for all people
Challenging hateful speech, actions, or ideologies
Supporting and protecting targeted individuals or groups
Educating others about the harm caused by hate

Anti-hate efforts can take many forms, such as:

Policies to protect vulnerable groups
Educational content to promote understanding and tolerance
College community initiatives to build inclusive environments
Reporting and countering hate crimes and incidents

The goal of anti-hate work is to create a college culture where all people are treated with dignity and respect, regardless of identity characteristics, i.e. Indigeneity, race, sexual orientation, gender, and disabilities.

“Applicant” is an individual who has applied for employment with the College.

“Candidate” is an applicant who has been selected to participate in the interview process.

“Conflict of interest” refers to a situation in which an employee engages in activities or has any personal interests which might harm, or even have the appearance of harming, the interests, obligations or duties of Mohawk College or one of our students.

“Equal Opportunity Employer” means the College goes beyond complying with the minimum requirements of legislation. The College actively gathers employee feedback to understand their unique needs and challenges. We acknowledge that even though the organization’s intention is not to discriminate, there is still potential for discriminatory outcomes. The College aims to address systemic barriers to ensure equitable outcomes for all job candidates and employees. We provide support that ensures everyone is offered the same resources and additional assistance to those who need accommodations. The College understands that difference or diversity is not defined as deficit or lacking. Understanding that representation matters, the College aims for diversity at all levels, including leadership positions. We also created adaptable work arrangements and benefits that accommodate various personal circumstances and cultural differences. In summary, we strive for equitable results in hiring, promotion and overall employee success.

“Family” for non-bargaining employees, is defined as members who share blood relations or legal ties. These members include parent, spouse, common law spouse, same sex partner, child, step-child, brother, sister, mother-in-law, father-in-law, grandparent, grandchild, brother-in-law, sister-in-law, son-in-law, daughter-in-law, spouse’s grandparent, aunt, uncle, and guardian. Chosen family, a group of people who provide support, care and sense of belonging regardless of their composition or structure, is also considered family. Bargaining unit members should consult their respective Collective agreements for a definition of family member.

“Official Transcript” refers to sealed electronic or paper copies of academic records from the awarding institution.

"Indigenous-Identified Position" is a position specifically designated for Indigenous individuals and requires understanding and lived experience regarding Indigenous knowledge, perspectives, and cultural practices.

“Vacancy” is an open position created through the departure of an employee or development of a new position, for which approval to fill has been granted. The significant evolution, change, or realignment of duties within a populated position may, in some circumstances, also create a vacancy through the displacement of the incumbent (e.g., required by a collective agreement), but such change does not always create a vacancy.

4. Principles

Recruitment and Selection is proactive and founded on the vision, mission and values of the College and departmental workforce plans and strategies.

The College takes all complaints of discrimination or harassment seriously, including those arising during the recruitment and selection process. Any allegations will be addressed immediately. For detailed information and procedures, please refer to our Respectful Workplace, Anti-Discrimination and Anti-Harassment Policy.

As an equal opportunity employer, the College seeks to have an open, transparent and fair process for filling vacant positions. To that end, it is the default expectation that all vacant positions be filled through a posting and open recruitment process. As approved by the Chief Human Resources Officer (CHRO) and relevant Vice President, exceptions to that expectation may occur based on the principles/criteria below. Exceptions that violate a collective agreement are not permitted:

A current collective agreement requires the appointment of an individual (e.g reassignment following layoff/recall and employment stability procedures);
The vacant position provides for a viable appointment for an employee who would otherwise lose their employment due to restructuring and/or layoff;
An approved and relevant succession plan exists for the vacant position that provides for a firm basis of an appointment;
The vacancy is short term in nature, with a level of time sensitivity that makes a recruitment process problematic from a work continuity or workload perspective;
Any other relevant rationale which has been approved by the Chief Human Resources Officer (CHRO) and the area’s Vice President.

5. Accountability and Compliance

5.1 Accountability and Compliance

This Policy impacts our college employees therefore it underwent consultation with various key college members before being approved by the Senior Leadership Team.

5.2 Compliance

The Chief Human Resources Officer (CHRO) is responsible for the interpretation of this policy. Its application and compliance with any additional applicable provincial and federal legislation, College policies and procedures, collective agreements and terms of employment are the joint responsibility of Senior Leadership Team (SLT) members and the CHRO. Deans and Chiefs are responsible for ensuring departmental compliance with this policy.

Hiring Managers are individually accountable for adherence to this policy.

For recruitment and selection cases that are discrimination or hate related, the College publishes an annual report on the website detailing:

• The number and types of complaints received.

• General descriptions of incidents (protecting individual privacy)

• Outcomes and resolution timelines

• Any disciplinary measures taken.

Anonymous Reporting

We provide a mechanism for anonymous reporting of policy violations. While we may not be able to investigate anonymous complaints fully, we use this information to improve our campus culture. To make an anonymous complaint, please visit ClearView Connects.

6. Responsibilities

6.1 Talent Acquisition

Collaborates, consults, and supports hiring managers to ensure recruitment and selection practices are consistent and compliant with all statutory, Administrative Terms and Conditions of Employment, collective agreement requirements, the College's Strategic Plan and EDI Action Plan.
Supports the hiring manager with full-cycle recruitment initiatives including posting job ads, building selection criteria, customized interview questions, coordinating and scheduling interviews, generating offer letters and rate calculations (where applicable).
Provides advice and training embedded with IDEA to hiring managers on selection committee design and participates on selection committees where appropriate.
Provides advice to hiring managers on sourcing strategies to attract diverse candidates.
Works closely with the hiring manager to ensure a positive and inclusive candidate experience.
Maintains best practices in recruitment and selection and provides consultation to the hiring manager.

Note: the above excludes part-time Faculty positions as these positions are managed at the department level.

6.2 Human Resources, Strategic Partners

Supports the Hiring Manager in the development of staffing models, position complements, and job descriptions.
Reviews all position and recruitment requests to ensure the position set-up is aligned to HR policies and relevant collective agreements.

6.3 Hiring Manager

Identifies the vacancy/recruitment need and seeks appropriate approval to begin the recruitment process, including both complement and budget approval.
Seeks budget approval, if appropriate, if budget does not already exist for the role.
Complete any relevant training related to the hiring process to ensure they have the appropriate knowledge and skills.
Works in partnership with TA to recruit and select highly qualified employees within their department.
Applies the supporting infrastructure for the College’s recruitment and selection process, including using developed templates, tools and resources.
Actively engages in the sharing and promotion of the vacancy to an appropriate and diverse talent pool.
Establishes the selection committee and makes every reasonable effort to include diversity of employees and perspectives.
Conducts reference check for final candidate(s).
Makes the final decision regarding the selection of a candidate.
Informs unsuccessful candidates in a timely manner in partnership with Talent Acquisition.
Is accountable for making the final hiring decision.

6.4 Selection Committee Member

Participates in the recruitment and selection process.
Complete any relevant training related to the hiring process to ensure they have the appropriate knowledge and skills.
Demonstrates commitment to equity, diversity and inclusion.
Provides feedback and makes recommendations to the hiring manager regarding the preferred candidate.
Evaluates the merit of each candidate against selection criteria.
Provides an objective perspective.

6.5 Financial Planning Department

Review vacancy/recruitment requests to determine if the request is within the department’s approved budget.
Where sufficient budget is available to support the vacancy/recruitment request, confirm that sufficient budget exists.
Where sufficient budget is not available to support the vacancy/recruitment request, they notify the hiring manager, and identify the budget shortfall and amounts needed from the College to meet the vacancy/recruitment request.

7. Recruitment Practices

7.1 Forming the Selection Committee

The hiring manager is required to form a selection committee for full time positions and long-term contract appointments and other positions where possible. TA or HRSPs can recommend selection committee members at the hiring manager’s request.

Selection committees will generally include 3-5 panel members and will include individuals with diverse backgrounds, perspectives and expertise who are representative of the College community. For senior level positions, the selection committee may be larger in size, and/or built to span multiple interview phases.

7.2 Reference Checks

Reference checks are required to be completed for final candidate(s). For external candidates, at least two professional references from current or recent employers will be completed before hiring can proceed. At least one reference must be a current or recent direct supervisor and/or manager or the candidate. The hiring manager will only contact references provided by the final candidate(s) in writing. If there are any concerns about this requirement, please contact TA.

A reference check will be conducted for each recruitment process. TA will provide sample guides. The reference checks will be sent to TA to be stored in the employee file.

For internal candidates, only one reference is required and can include the current manager if the employee provides consent in writing.

7.3 Employment Offers

The hiring manager is responsible for extending the verbal offer of employment to the final candidate. TA will determine salary placements in accordance with Collective Agreement provisions and the college's compensation guidelines.

The Hiring Manager will notify TA to complete the written employment contract once the verbal offer has been made. For full-time Administrative, full-time Support, full-time Academic, Appendix D and RPT positions, TA will send the written employment contract and new hire paperwork to the candidate and include the hiring manager in the communication.

7.4 Recruitment and Selection of Indigenous-Identified Positions

To ensure the College meets its commitment to meaningful and culturally respectful hiring practices that reflect the principles of Truth and Reconciliation, the following process will be followed for the recruitment and selection of Indigenous-Identified Positions.

No hiring will occur without the knowledge and involvement of the Centre for Indigenous Relationships, Knowledge and Learning (CIRKL) and/or Indigenous Student Services (ISS).
CIRKL and/or ISS will be involved in all steps of the process, including, but not limited to, role creation, drafting and/or review of the job description, review of the posting, the composition of the Selection Committee, interview questions and assessments, selection criteria, and hiring decisions.
The recruitment and selection process may differ from other recruitment and selection processes in alignment with Indigenous ways of knowing and being.
At least 50% of the Selection Committee will be comprised of members who are Indigenous.

8. Accessibility

The College will support applicants/candidates who have self-identified as having a disability through each stage of the recruitment and selection process.

Job postings will include communication regarding the College’s commitment to providing individual accommodation.

Job assessment and selection materials and procedures, including application forms, testing materials and interviews, will be made available in accessible formats and methods for those applicants who have self-identified a need and requested accommodation.

For the successful candidate who has a disability, an individual accommodation plan will be developed to support them in undertaking their new role.

Information related to accommodation needs will be held in the strictest of confidence.

9. Awareness

Employees involved in any aspect of the recruitment and selection process must be aware of and act in accordance with applicable policies, procedures, legislation, and Collective Agreements.

Training and Education

The College offers regular training sessions and content on anti-discrimination for all members of our community.

For more information regarding employee training, contact the Professional Development department or Centre for Teaching and Learning (CTLI).

10. Confidentiality

Applicant information and discussions/decisions during the recruitment and selection process are to be held in the strictest of confidence. All documentation relating to recruitment and selection must be treated with confidentiality in accordance with College’s policies and relevant legislation. Each member of the selection committee is responsible for securely storing candidate interview notes until they can be sent to HR for inclusion in the recruitment file.

11. Conflict of Interest

Hiring managers and selection committee members are required to declare any conflicts of interest (COI) in accordance with the College’s COI policy.

Candidates will be asked to disclose any potential conflicts of interest prior to receiving an offer of employment.

Previous College Employment

Mohawk College limits the hiring of employees who have received a voluntary separation package. Such former employees will not be employed in any capacity (independently or as part of a consulting firm) for a minimum period of time that is equivalent to the term of notice and/or payment provided upon departure from the College. Employees who are laid off under the terms of the Support Staff or Academic collective agreements are excluded from this provision.

Any employee whose employment with the College has been terminated for cause, will be prohibited from any future employment opportunities with the College.

12. Equity

All applicants will be considered fairly and will not face discrimination on any of the grounds protected by provincial law, such as age, ancestry, color, race, citizenship, ethnic origin, place of origin, creed, disability, family status, marital status, gender identity, gender expression, sex and sexual orientation.

Mohawk College is committed to being an equal opportunity employer.

Only candidates who meet the genuine qualifications and requirements for the position will be hired; no applicant will receive preferential treatment beyond these established criteria.

13. General Requirements

To be considered for employment, an applicant will meet the following general requirements. The applicant will:

be a Canadian citizen or landed immigrant, or possess an employment visa or other authorization to work in Canada if not a Canadian citizen or landed immigrant, and;
be required to produce a Social Insurance Number issued by the Canada Employment and Immigration Commission.

Note: Criminal background checks and validation of credentials will be conducted where appropriate.