Human Resources Procedures/Guidelines
Guidelines for Hiring Temporary Employees

Relates to: Employment of Relatives Policy
Category: Staffing

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Temporary and part-time jobs are often the first step to enter the organization. They frequently lead to permanent assignments and an opportunity to apply for other City vacancies. It is important that these employees meet the required skills and qualifications, legal requirements of employment in Canada and that hiring and placement is done in accordance with all hiring-related policies, including the City’s Employment of Relatives and Public Service By-law policies, and compliant with collective agreements requirements.

Overriding Principle

When filling all vacancies (permanent, temporary, part-time) at the City of Toronto, the hiring process is conducted in a fair, open, transparent and equitable manner.

Initiating the Temporary Hiring Process

Operating divisions plan and budget for temporary hiring as part of their annual budget process.

Prior to requesting staff, the hiring manager/supervisor completes the staff requisition form, obtains appropriate approvals to ensure that sufficient budget is available and submits the form to his/her Human Resources (HR) representative for approval.

Included in the staff requisition form is the following information:

  • a) Vacancy type – whether the position is temporary, part-time, seasonal or student
  • b) Job title, number and location of vacancies
  • c) Division, bargaining unit, management or exempt category
  • d) Salary/wage, if funding is available
  • e) Hiring manager/supervisor’s name, phone number, fax number, authorized signature.

Collective Agreement and Duty to Accommodate Considerations

The HR representative and/or the hiring manager ensure that collective agreement obligations (e.g. superior duties, recall) are adhered to and that any possible duty to accommodate requirements are considered before hiring new temporary staff externally.

Sourcing and Screening

Once the collective agreement requirements and any new program requirements (e.g. employment equity, outreach, students from priority neighbourhoods) have been met, external applicants may be considered to fill the remaining temporary bargaining unit vacancies.

Resumes can be accessed through the City’s resume databank and Workopolis. External website postings are used for some temporary vacancies. The HR representative, in consultation with the hiring manager, determines the selection criteria. The HR representative, in partnership with the hiring manager, screens the resumes to confirm that the applicants meet the minimum qualifications. Any exceptions to the screening process and in particular the involvement of HR, must be approved by the Executive Director of Human Resources. Candidates who meet the paper screening criteria are contacted to ascertain whether they are interested in the employment opportunity. A practical test (e.g. keyboarding/typing, word processing or driving examination) may be undertaken depending upon the requirements of the position. Resumes of candidates, who pass the screening process, are referred to the division for an assessment of their qualifications.


Interviewing

The hiring manager and the HR representative decide upon the appropriate selection process, reflecting the needs of the specific operating division. Interview procedures should adhere to the HR practices described in the Interview Panel Procedures document.

The need for Human Resources to be present for the interview(s) is determined on a case-by-case basis. Human Resources participation may not be required if Human Resources is satisfied that:

  • the hiring manager and the interview panel members are well versed, trained and experienced to conduct the interviews in a fair and equitable manner in accordance with relevant collective agreements, City’s policies, procedures and guidelines; and
  • there is no history of issues related to the specific job, e.g. grievances, complaints.

Selection

Selection is based on candidate’s skills, experience, availability and prior work performance ascertained through reference checks. Seniority may be a consideration for internal job postings to fill bargaining unit jobs. References and reference letters are only considered when they are from employers or other appropriate sources, e.g. teachers in the case of students with no previous work experience.

Documentation

All interview notes and tests are part of the required documentation. This is particularly important in case there is a need to refer to the interview and test documentation in the future (e.g. inquiries, human rights complaints). If HR is involved in the assessment, documentation is maintained by HR; if HR is not involved in the assessment, documentation is maintained in the division.

HR will conduct quarterly compliance audits to ensure that the hiring processes were followed, that the most qualified temporary hires were selected and that the required documentation is on file.

The HR representative prepares the Offer of Employment form or an offer letter indicating the position title, hours of work, salary, start and end dates. The HR representative or the hiring division ensures that the selected candidate signs this form/letter prior to starting work.


Unsolicited Resumes Received at the Divisions

The City does not accept unsolicited resumes. Jobs are posted on the City’s website to ensure equitable and fair access to City positions. The City posts the following types of job opportunities: current opportunities, ongoing recruitment (although there may not be current vacancies, resumes will be kept on file for future consideration), full-time summer employment, and Parks, Forestry & Recreation part-time recruitment. Potential applicants should be directed to the City’s Employment website at www.toronto.ca/employment.


Exceptions from Established Procedure

Any exceptions that divert from established divisional policies and procedures need to be reviewed with HR and documented.

Approved by

Corporate Management Team

Date Approved

October 6, 2005

Revised

April 1, 2009

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