How to Hire a new UofM Employee

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THIS PAGE IS NOT ABOUT HIRING GFT PHYSICIANS - See How to Hire a New GFT

see also: How to Re-appoint/Extend a UofM Employee


Managers hiring toolkit/resources

http://umanitoba.ca/admin/human_resources/consulting/managers_toolkit/recruitment-selection-onboarding.html

Establish Appointment Type

If this is study related, Physician Services Manager will meet with principal investigator of that study to determine:

  • The type of University of Manitoba appointment options OR if this will be a replacement/fill of an existing appointment.
  • Number of hours/week
  • Wage
  • Length of appointment
  • Pay Benefits or not to pay Benefits (ie: pension, disability, workers compensation, etc)
  • Physician Services Manager may need to contact HR (Dean's office) Celeste/AJ to confirm the appropriate appointment AND if posting is required. If posting is required, begin the UM Careers process below.

AESES/EMAPS

You know who you want to hire

If term is less than 6 months (0-35) hours, you do not have to post.

    • Can post casual for 6 months as 0-35 hours flex time – no benefits
    • Can post for 6 months full-time, however, there are no benefits attached - 6% paid out vacation on every paycheque

If this position is new, a "position profile" is also required.

Use the "Hourly Paid Appointment Form" http://umanitoba.ca/admin/human_resources/service_centre/media/Hourly_Paid_Appointment_Form.doc

If term is MORE than 6 months

Use the "Support Staff Requisition" - Contact HR to get it. A job description and an org chart is also required. Send to Faculty HR, they will send to Ft. Garry Campus HR. A position number will be assigned by HR. Physician Services Managers will post via UM Careers.

Notes:

  • Posting - after an AESES/EMAPS position has been posted up to 18 month max, the next time it’s posted, it automatically has to be posted as continuing as per collective agreement (doesn’t matter if it’s grant funding). Working with HR/Payroll, a minimum of, I believe 50 days notice needs to be provided to the employee.
    • Can post part-time (ie. .5 eft specifically) up to a year, however, no benefits attached
    • Can post part-time longer than a year, however, they would be eligible for part-time benefits depending on the number of hours that they are working. Anything under .5 eft would not be eligible for benefits, however, HR determines this.
    • Please note: there is different criteria for every individual. (ie. they may periodically pick up shifts or work more than a .5 eft and this may bring them in line to be eligible for benefits the next). Benefit's department determines this at the time.
    • Benefits are only attached if the position is posted for 1 year or more.
    • Anything up to a year, no benefits.
    • All Appointment forms must include your sub-specialty/position group for payroll purposes.

Appointment types & benefits

  • Research appointment cheat sheet: media:UofM_Cheat_Sheet_Hiring_Researchers.pdf
  • Not posted less than 6 months (0-35 hours:
    • 6% paid out vacation
  • Posting - after an AESES position has been posted up to 18 month max, the next time it’s posted, it automatically has to be posted as continuing as per collective agreement (doesn’t matter if it’s grant funding). Working with HR/Payroll, a minimum of, I believe 50 days notice needs to be provided to the employee.
    • Can post casual for 6 months as 0-35 hours flex time – no benefits
    • Can post for 6 months full-time, however, there are no benefits attached
    • Can post part-time (ie. .5 eft specifically) up to a year, however, no benefits attached
    • Can post part-time longer than a year, however, they would be eligible for part-time benefits depending on the number of hours that they are working. Anything under .5 eft would not be eligible for benefits, however, HR determines this.
    • Please note: there is different criteria for every individual. (ie. they may periodically pick up shifts or work more than a .5 eft and this may bring them in line to be eligible for benefits the next). Benefit's department determines this at the time.
    • Benefits only are attached if the position is posted for 1 year or more
    • Anything up to a year, no benefits.

If the position is an Education Coordinator (Program Administrator), the Program Administrator Manager will begin the University of Manitoba process of hiring.


UofM Careers

Generate Job Posting

  • Review and update job description for existing position, or write new job description for new position _________ date initiated
  • Generate requisition through UM Careers recruitment website once evaluation and classification process is complete (you will be prompted to consider external advertising during requisition process) _________ date initiated

Review application materials

  • Establish selection committee, see Hiring Guidelines _________ date initiated
  • Once posting closes, provide selection committee with applicants’ resumes for review _________ date initiated

Prepare for Interviews

  • Develop selection criteria and interview questionnaire in collaboration with HR Consultant using the Screening Worksheet and Interview Template; decide on any applicant tests _________ date initiated
  • Establish shortlist using the Screening Worksheet _________ date initiated

Interview Candidates

  • Schedule and conduct interviews, assess results and decide on top candidate(s); gather interview materials from selection committee members _________ date initiated

Conduct Reference Checks

  • Read the Reference Check Guide; conduct reference checks using the Reference Check Questionnaire _________ date initiated

Make Selection Decision

  • Write Justification of Selection report and send it to HR Consultant for review; consultant will provide a salary recommendation based on the circumstances of the selection; see Justification of Selection _________ date initiated
  • The letter of justification should be written as a narrative and the first paragraph in his/her section should discuss why he/she was selected based on resume/cover letter, and the next should discuss his/her interview performance (what skills/experience she was able to speak to, describe, etc.). below is a sample:The letter template is on the UM website in the Human Resources section.
  • Selected for an interview:
    • Ms. Jet (4.70 AESES)

Ranked 1st – Score 30/40 Ms. Jet was selected for an interview as she had a related degree in science. (Why the applicant was selected using the same criteria as above)

Ms. Jet was able to answer the panel’s questions with relevant and thorough responses. When asked about study protocol, she walked us through each of the steps which were complete and correct. She also described her experience communicating with patients, and discussed a detailed scenario in which she had to deal with an upset study participant. This demonstrated her ability to effectively communicate and to problem solve independently. (At this point, we have already deemed this person a potential fit on paper so we are discussing interview performance only.).

Ms. Jet’s references came back positively and confirmed the information that Ms. Jet provided. The panel was unanimous in offering her the role. “**


  • Physician Services Manager(or HR when appropriate) to extend verbal offer to candidate based on terms outlined by HR Consultant
    • Contact HR Consultant for next steps if top candidate declines or responds with counter offer
    • _________ date initiated
  • Confirm acceptance and start date to HR Consultant as instructed; written offer will be pushed out through the recruitment website _________ date initiated
  • Communicate hiring decision (either verbally or through email) to unsuccessful candidates who were interviewed (where appropriate, contact HR Consultant for further assistance) _________ date initiated

Onboarding

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