Hiring Policy - Template Form to Create Word & PDF

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HIRING POLICY

Article 1 - INTRODUCTION

This Policy is revised as of: ________

________ is an equal opportunity employer that openly advertises available positions at the company and strives for a healthy work environment.

The purpose of this Policy is to establish rules on hiring new employees and raising awareness on human rights legislation. Human Resources ("HR") or management at ________ who are in charge of hiring and recruiting must comply with this Policy when advertising, interviewing and recruiting new members.

All other contracts, documents, rules, policies and workplace regulations will continue to apply concurrently with this Policy. The employer shall rectify any inconsistencies.

Article 2 - SCOPE

This Policy applies primarily to internal and external candidates, supervisors, management, and upper members of the company who will be placed with the task of advertising, interviewing, and recruiting new employees to join ________.

Employees of the company may utilize their personal social media applications to advertise specific roles the company is looking to fill. Any employee of the company who willingly advertises that the company is hiring, by the use of personal social media platforms, such as LinkedIn, Instagram, Facebook, and more, must ensure to comply with this Policy. Employees who make such posts through the use of social media should attempt to use similar language as the official job posting made by ________.

Article 3 - DEFINITIONS

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Discrimination: as defined under Federal and Provincial human rights legislation, this means treating an individual(s) differently based on one of the grounds of discrimination. See the list under Prohibited Practices and Accommodation.

Essential Requirement: this means the fundamental elements of a job.

Internal Candidate: this means an employee already working for the company who wants to apply for an open position.

Undue Hardship: this means that there is an impact on the employer's economic viability or severe health and safety concerns. Employers are required to accommodate employees to the point of undue hardship, which is a high standard.

Article 4 - PROHIBITED PRACTICES AND ACCOMMODATION

Discrimination: as legally defined under human right legislation, discrimination may touch on one of the listed grounds that constitute discriminating behaviour. As listed under Federal and Provincial human rights law, ________, as an employer, shall not disqualify a candidate based on the following grounds of discrimination:

• race;
• ancestry;
• place of origin;
• colour;
• ethnic origin;
• citizenship;
• creed;
• sex;
• sexual orientation;
• gender identity;
• gender expression;
• age;
• record of offences;
• marital status;
• family status; or
• disability.

Any overlap in essential job requirements and one of the grounds of discrimination may warrant accommodation by the employer where it is reasonably possible to do so, without imposing undue hardship.

Article 5 - ADVERTISING AND RECRUITING NEW STAFF

Information: Candidates applying for a job should submit the following information which will assist ________ in making their selection:

________

Advertising: When advertising for a position within the company, employees must comply with the applicable human rights code. Specifically, when advertising a job, the qualifications that are listed must not directly or indirectly be based on one of the prohibited grounds of discrimination, as defined in the applicable human rights code. When advertising a position, the post should include a statement that ________ is an equal opportunity employer. Job descriptions should be advertised in simple terms and be described as accurately as possible, including the necessary skills and actual work involved for the position and a list of requirements. It's important to utilize gender-neutral wording in the advertisement. It's also important not to use language that states Canadian work experience is required, as this may constitute discrimination if it is not an essential requirement.

Essential Requirements: When advertising a position within the company and listing essential requirements of a specific job, these need to be precise. Only essential requirements may be considered in the decision-making to determine if a candidate can physically perform the duties needed. If an essential requirement and a candidate touches on one of the grounds of discrimination, the employer shall accommodate the candidate if accommodation can be reasonably done without imposing undue hardship on ________.

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• Preliminary screening of the candidate;
• HR or the department supervisor prepares standard interview questions;
• Interview and take detailed notes throughout the process;
• Accommodate where necessary;
• Notify applicants on the results;
• Provide conditional offers of employment;
• Do a follow-up screening and background checks, where applicable;
• Candidates that are not hired should be informed as soon as possible.

Recordkeeping: To comply with human rights legislation, employees in charge of recruiting shall document each step of the recruiting process and include detailed notes on why certain candidates were not hired, and how that decision was made. Notes should be taken on how each interviewed candidate aligns with the needs of the company. Detailed notes are important in the event a candidate alleges that ________ did not hire them due to discrimination.

Diversity: Any employee, such as Human Resources, who are in the course of hiring candidates on behalf of ________, to fill certain positions, whether the target audience is new company employees, internal employees, contractors, consultants, senior executives, managers, officers or agents, such hiring advertisement shall be broad in scope and shall not single out a certain populus. The goal is to achieve diversity.

Article 6 - INTERNAL CANDIDATES

When a job posting becomes available, employees within the organization have the opportunity to submit an application for the advertised position. Consideration will be given to candidates with seniority. Where necessary, additional background checks may be conducted.

________ can make an internal job advertisement and set a deadline for employees to respond. Internal candidates should communicate their interest as follows:

________

Article 7 - INTERVIEW PROCESS

The interview process shall be conducted in a fair, consistent, and professional manner. All candidates shall be assessed based on their qualifications and ability to perform the essential requirements of the position.

• Interviewers shall prepare a standard set of questions to be asked of all candidates applying for the same position to ensure consistency and fairness throughout the process.
• Questions asked during the interview shall be limited to matters that are directly related to the candidate's qualifications and their ability to perform the essential requirements of the job.
• Interviewers shall not, directly or indirectly, ask questions that touch upon any of the prohibited grounds of discrimination listed under Article 4 of this Policy.
• Where a candidate requires accommodation in order to participate in the interview process, the employer shall accommodate the candidate to the point of undue hardship, where it is reasonably possible to do so.

Interviewers shall take detailed notes throughout the interview process documenting how each candidate aligns with the needs of the company and the essential requirements of the position.

Following the interview, the employer shall evaluate each candidate objectively against the essential requirements of the position and the needs of the company.

Candidates may be invited to attend more than one interview where the employer deems it necessary to properly assess their suitability for the position.

All information obtained during the interview process shall be kept confidential and used solely for the purpose of evaluating the candidate's suitability for the position.

Article 8 - CONTACT REFERENCES

________ shall contact a candidate's listed references in the following manner:

________

Questions shall be limited to job-related issues.

Article 9 - CONTACT

Should you have any questions or concerns arising from this Policy, or need to report an incident, kindly contact ________ using the following information:

________

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T: ________

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ACKNOWLEDGEMENT

I have received and reviewed the Hiring Policy and understand my obligations contained in this Policy. Failure to comply with this Policy may result in disciplinary action, up to and including termination.

I further understand that ________ reserves the unilateral right to make changes, future amendments, and modifications as they see fit.

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Employee Signature

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Employee Name (Print)

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Date