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Select qualified candidates

Screen and shortlist applicants

All UOIT postings encourage applications to be submitted directly to the HR email careers@uoit.ca, where they are sorted into electronic folders. HR provides the Dean, and others as required, access to the electronic application folder for the review of the applications.

It is recommended that the search committee weigh the selection criteria in order of importance prior to beginning the screening process. While this may be difficult to establish, such a discussion is useful in reaching a common understanding about the hiring goals. The Dean and the search committee screen all applications and develop a shortlist of qualified candidates to be interviewed. Prior agreement amongst the search committee members about the selection criteria will increase the likelihood of consensus about the recommended shortlist. 

Screening versus shortlisting

Screening is the primary inclusion of candidates who clearly meet or exceed the essential requirements. Shortlisting is the selection of top candidates. Shortlisting does not guarantee an invitation to an interview. All applications are reviewed to determine which applications meet the essential qualifications. The search committee reviews the remaining applications again to determine which applicants best meet all advertised qualifications (some of the established selection criteria may only be assessed in an interview or using other assessment methods). The Dean, in collaboration with the search committee, decides which candidates on the shortlist, if any, will be interviewed, and these candidates are invited to meet with the Dean and the search committee for an interview.

Canadians and permanent residents are given priority if they are qualified and available.

The search committee documents, through a rating system or checklist, the assessment of each applicant and the committee’s shortlist of the best candidates. This documentation is added to the file of material accumulated during the search process. 

At this point, the search committee may decide to inform candidates who did not meet the essential requirements (i.e. screened out) that their applications are no longer under consideration. For qualified candidates who did not make the shortlist, it may be advisable to delay this feedback until the committee confirms the shortlist of candidates to be interviewed.

Interview candidates

The Dean and the search committee conduct interviews of the shortlisted candidates.

The HR advisor supports the search committee and provides assistance as needed throughout the search process (e.g., develops an interview strategy, provides interview tools and resources, acts as an advisory member on the search committee, etc.).

The interview is a critical component of the selection process for new tenured and tenure-track faculty and teaching faculty. Not only does it provide an opportunity for the search committee to evaluate candidates, but it also allows for candidates to evaluate UOIT as a potential employer. Even those who are not offered a position should form a positive view of the faculty and university through the interview experience.

Candidates are advised in advance of the composition of the search committee as well as all interview arrangements. For example, there may be various components included in the interview process, such as:

  • formal interview with the search committee
  • lunch or dinner with the candidate
  • meeting with community stakeholders
  • teaching a class
  • tour of the campus

The Dean ensures all necessary arrangements for reimbursement of reasonable costs associated with travel, overnight accommodation and meals are made. In addition, the candidates are advised by the Dean, or designate, of the faculty association’s contact information, should the candidate wish to arrange to meet with a faculty association representative. The candidate is provided with web links to:

Accessibility for Ontarians with Disabilities Act (AODA), 2005 and the search process

In compliance with AODA, UOIT has initiated practices to meet all five standards under the act, including the employment standard. In this standard, an employer must ensure the accessibility requirements of employees are administered throughout the entire life cycle of employment – recruitment, return to work and redeployment. Therefore, UOIT, in meeting its commitment to AODA during the search process, will:

  • notify employees and the public about the availability of accommodation for applicants with disabilities in our recruitment processes.
  • notify job applicants, when they are individually selected to participate in an assessment or selection process, that accommodations are available upon request in relation to the materials or processes to be used.
  • consult with the applicant when he or she requests an accommodation, ensuring the applicant’s accessibility needs due to disability are met.

Please refer to the Interviewing and making hiring decisions page on the Ontario Human Rights Commission website for additional information about UOIT’s legal responsibility to accommodate a candidate with a disability. The HR Advisor can provide advice and assistance when the search committee is unsure about a candidate's ability to perform bona fide occupational requirements.

Conducting effective interviews

Prior to the interviews, plan to apply consistent procedures for interviewing all candidates and equal methods for collecting opinions and evaluating candidates. In general, the following best interviewing practices should apply:

  • Develop an interview guide containing core questions that relate to the selection criteria and reflect the individual weighting previously attached to the search criteria. For example, a more important requirement will have a higher rating assigned to it and more related questions asked. In the interest of fairness, the core questions asked of each candidate must be consistent to ensure a fair evaluation between candidates. Further probing provides the flexibility to explore the differences between candidates. The goal is to provide each candidate with the same opportunity to demonstrate how their qualifications match the requirements of the position. For example: if one candidate is asked to give a presentation on an aspect of his or her research, every candidate should be asked to give a presentation of this kind.
  • Each search committee member attends all interviews as well as public forum presentations, as required, to ensure consistent comparisons of the candidates.
  • All members of the search committee understand the criteria and agree on the order of questions to be asked during the interview, the appropriate range of responses that are acceptable and the weighting for each criterion. Each committee member is given a clean copy of the list of the questions, or interview guide, for use during each interview with space allocated for notes to record and evaluate the match between the candidate's qualifications and the selection criteria. 
  • At the beginning of the interview, introduce the committee members and explain each member’s role. Explain the interview agenda. Ensure the candidate understands each question asked, rephrasing or clarifying if necessary. Provide the candidate with enough time to plan and give answers or allow them to return to a question later. Ensure the candidate is afforded the opportunity to ask as well as answer questions. Explain the time frame and process for decision making and thank the candidate for attending the interview. Assure each candidate they will be advised of the outcome as soon as possible.

The Dean conducts individual meetings with each shortlisted candidate during the interview process to probe salary expectations and answer any questions related to a potential offer. 

Select the right candidate

The search committee debriefs at the conclusion of all interviews and discusses each candidate's performance and assessments. Acting in its advisory capacity, the search committee recommends acceptable finalist candidates to the Dean, in accordance with the appointment process of the faculty association collective agreement

The Dean consults with the HR advisor to review potential negotiation terms and obtain salary range recommendations for finalist candidate(s). For guidelines, see UOIT’s Compensation Systems and Strategies. 

Check references

All applicants provide the names and contact details of three referees at the time of application to the advertised position. Once the finalist shortlist has been established, the dean compiles thorough reference information for the top-ranked shortlisted candidate. Please note: In accordance with the Freedom of Information and Protection of Privacy Act, the candidate must provide documented consent before any further reference checks are conducted (see the Reference Check Consent Form).

Appointments at the full-professor level require a comprehensive reference check process beyond the normal reference checking process. At the full-professor level, the list of referees may include, but is not limited to, names and contact information provided by the candidate of graduate students, present supervisor(s), non-academic staff and at least one current colleague who has not provided a written reference. 

Upon a positive reference check outcome, the Dean finalizes the recommendation to offer the position to the candidate best qualified to meet the requirements of the job, the needs of the faculty and the goals of the university.

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