Policies and Procedures

Corporate Procedures
No. HR-01-22 Effective Date: January 20, 2016 Supersedes Date: January 1, 2014

SECTION: SUBJECT:
RECRUITMENT SELECTION & HIRING JOB POSTING
DEPARTMENT/DIVISION: CITY MANAGER'S OFFICE/ HUMAN RESOURCES & CORPORATE SAFETY

POLICY REFERENCE:

Corporate Policy 06-01-17, Recruitment & Selection.

PROCEDURE STATEMENT:

Human Resources Division will only accept applications for posted internal and open competitions.

Unionzed vacancies will be posted in accordance with the applicable collective agreement.

All non-union vacancies will be posted as an open competition unless otherwise approved by the City Manager. Exceptions to not posting a vacancy as an open competition can be requested through the General Manager of the Department and considered by the Executive Management Team. Temporary non-union vacancies that exceed ninety (90) days will be posted unless otherwise approved by Executive Management Team.

REVISED DATE:

PROCEDURE:

INTERNAL APPLICANTS ONLY

This posting is limited to current Civic employees and will be used for all vacancies for which it is felt that there are qualified candidates currently within the employ of the City. Internal applicants will be covered by the promotion and vacancy clauses of their collective agreements, if applicable. If no successful applicant is found under this process, the vacancy will be posted as an open competition. Those internal applicants who are Civic employees at the time of application, but who cease their employment with the Corporation after submitting their application on an "Internal Applicants Only" posting, will be allowed to have their application remain in the competition.

OPEN COMPETITION

This method will be used either when no qualified applicant is available through the above process, or when it is uncertain whether or not there are qualified applicants currently working for the City. This competition will be open to both internal and outside applicants.

ACCOMMODATION

The City of Thunder Bay is strongly committed to diversity in the workplace and welcomes applications from visible minority group members, women, Aboriginal persons, people with disabilities, members of sexual minority groups and others who may contribute to the further diversification of ideas. 

 
The Corporation will notify its current employees and the general public about the availability of accommodation for applicants with disabilities in the recruitment process by indicating the following on all job postings and advertisements: "Reasonable accommodations are available upon request for all parts of the recruitment process."

 SUBMITTING INFORMATION ONCE A COMPETITION IS CLOSED

Generally, once a competition is closed, no additional information can be forwarded to the Hiring Supervisor/Manager. However, extenuating circumstances may prevail where an applicant has recently received a qualification/certification prior to interviews being conducted. The Hiring Supervisor/Manager will have the final authority on determining whether or not additional information will be allowed after the competition closing date.

ALTERNATE EMPLOYMENT RELATIONSHIPS

Employees of the Corporation of the City of Thunder Bay will not be employed in more than one position with the Corporation of the City of Thunder Bay except where it can be conclusively demonstrated that no other alternatives exist with respect to staffing requirements, and/or the employee is entitled to hold more than one position by virtue of collective agreement provisions. The appointment of employees into more than one position will be subject to the General Manager's approval. An employee who is permitted to work in more than one position will be required to indicate in writing that he or she agrees to work up to a maximum of (48) hours per week if required by the Corporation. Prior approval is required by the Director, Employment Standards to work beyond 48 hours per week and the employee must complete a TB4269 (Hours of Work Agreement).

For the administrative purposes of this section, employees from outside Boards and agencies who seek employment with the Corporation of the City of Thunder Bay will be subject to the above conditions.

Current Approved Exceptions - EMS Attendants; Part-time/Seasonal/Student Recreation, Aquatics & Fitness Staff.

APPLICATION FORMS

Civic employees will complete the Internal Application form TB1085-2, while outside applicants will complete the Application for Employment form TB283-2 and/or submit a detailed resume. Application forms must be fully completed in order to be considered.

All applications must be received by Human Resources by the specified posting closing date.

LENGTH OF POSTING

Vacancies will be posted and, whenever possible, will appear on the payroll direct deposit notice on the payday immediately prior to the closing date.

DEADLINE FOR POSTING

Departments must submit a completed "Request to Hire/Status of Vacancy" form (see HR-01-21 - Request to Hire), to Human Resources by the Friday preceding the payday in order for postings to appear on the payroll cheque stubs for the upcoming pay.

CONDITIONS OF POSTING

Job postings are valid only for the type (F/T, P/T, TEMP) and the number of vacancies for the identified position. If any of the conditions change, a new competition is required to be initiated, unless extenuating circumstances apply. 

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