HomeMy WebLinkAboutPR 700 HR - Equitable Recruitment and Hiring Procedure
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PROCEDURE PR.700.HR
Title: EQUITABLE RECRUITMENT AND HIRING PROCEDURE
Date Issued: 29 March 2022
Last Revised:
Authorization: 29 March 2022
1.0 OBJECTIVE
To establish fair, consistent, transparent, and equitable recruitment and hiring processes and
practices for all positions within the Ottawa -Carleton District School Board (OCDSB) that will
result in a qualified and diverse workforce with the knowledge, skills, and attribute s needed to
ensure all students reach their full potential regardless of their background or identity.
2.0 DEFINITIONS
In this procedure,
2.1 Accommodation means making an adjustment, providing support, or making
exceptions to remove Barriers on Protected Grounds to ensure fair and equitable
access, treatment, and inclusion. This enables a person to participate equally and
perform to the best of their abiliti es when learning, working, or accessing services. The
duty to accommodate is a legal obligation that exists to the point of Undue Hardship.
2.2 Board means the Board of Trustees.
2.3 Casual Employee means an employee who has no set hours or days of work, and who
is normally asked to work as and when required, on a daily or similar short term basis.
2.4 Conflict of Interest means a potential, apparent or actual conflict where an Employee’s
financial or personal interest, whether direct or indirect, conflicts or appears to conflict
with their responsibility to the Board. It includes situations in which financial or other
personal considerations have the potential to compromise or bias an employee’s
professional judgment and objectivity. An apparent conflict of interest is one in which a
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reasonable person would think that the employee’s judgment is likely to be
compromised.
2.5 Cronyism means the practice of exercising decision-making power or influence to
bestow favours or special treatment to friends, colleagues or associates based on
personal relationships through the hiring process without proper regard to their
qualifications.
2.6 District means the Ottawa-Carleton District School Board (OCDSB).
2.7 Diversity refers to the presence of a wide range of human qualities and attributes within
a group, organization, or society. The dimensions of diversity include but are not limited
to, age, ancestry, colour, citizenship, creed, culture, ethnic origin, family stat us, gender,
gender identity, gender expression, immigration status, language, marital status
(including single status), physical and intellectual ability, place of origin, race, racial
identity, sex, sexual orientation, and socio-economic status.
2.8 Equality means treating people the same way, to give everyone equal access to
opportunities and benefits in society.
2.9 Equity means fairness of treatment and processes by the removal of systemic barriers,
disparity and disproportionality between groups, using extra and positive measures to
bring about equal access to opportunities and benefits in society. It does not mean
treating everyone the same.
2.10 Hiring means the process for selecting candidates for available positions, including all
stages from setting job requirements to the recruitment, application, screening, and
selection processes. The selection process may include multiple sources and methods
such as interviews, written assignments, and references.
2.11 Hiring Manager means anyone who has responsibility for making hiring decisions and
includes principals, vice-principals, managers and supervisors.
2.12 Inclusive (Inclusion) means an environment in which all individuals are welcomed and
treated fairly and respectfully; supported to succeed with access to relevant resources
and opportunities; inspired to contribute fully to the organization's success; and valued
for their distinctive skills, experiences, and perspectives at different levels of the
organization.
2.13 Nepotism means the practice of exercising decision-making power or influence by
favouring relatives through the hiring process.
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2.14 Promotion means the process of advancement from one position to another position
within the organization that is classified at a higher level, has a higher salary range, and
often more and higher-level responsibilities.
2.15 Protected Grounds means the attributes or characteristics upon which Discrimination
is prohibited under the Ontario Human Rights Code or by the OCDSB. The Code-
Protected Grounds are age, ancestry, citizenship, colour , creed (religion), disability
(including mental, physical, developmental or learning disabilities), ethnic origin, family
status (such as being in a parent-child relationship), gender expression, gender identity,
marital status (including married, single, widowed, divorced, separated or living in a
conjugal relationship outside of marriage, whether in a same -sex or opposite-sex
relationship), place of origin, race, record of offences (criminal conviction for a provincial
offence, or for an offence for which a pardon has been received), sex (including
pregnancy and breastfeeding), and sexual orientation. An additional ground protected
from Discrimination at the OCDSB is Socioeconomic Disadvantage.
2.16 Recruitment means the process for advertising, posting, and other outreach activities
to attract potential candidates based on the unique needs of OCDSB schools and their
communities and central departments.
2.17 Special Program means the special measures permitted under the Ontario Human
Rights Code to help create opportunities for people who experience discrimination,
inequality, hardship or economic disadvantage. The Code also protects these programs
from attack by people who do not experience the same disadvantage. To be a special
program, the program must meet one of the following conditions:
a) it relieves hardship or economic disadvantage;
b) it helps disadvantaged people or groups to achieve, or try to achieve, equal
opportunity; or
c) it helps eliminate discrimination.
2.18 Undue Hardship means the point at which the l egal duty to accommodate ends based
on an objective assessment of only three factors: (i) costs, (ii) outside sources of
funding (if any), and (iii) health and safe ty considerations (if any) of the proposed
Accommodation.
3.0 RESPONSIBILITY:
3.1 Human Resources will be responsible for:
a) coordinating and overseeing equitable recruitment and hiring processes by:
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i. supporting and verifying that hiring managers are identifying and removing
barriers for Indigenous peoples and historically disadvantaged groups at
each stage of the employment systems process;
ii. verifying that job postings include language that values appl icants'
demonstrated, lived, and additional experiences, skills, backgrounds,
perspectives, and work experience; and
iii. verifying that selection processes appropriately assess each candidate’s
equitable competencies;
b) monitoring and evaluating the District’s hiring and promotion practices to identify
and address disparities on Protected Grounds;
c) ensuring the accuracy and legitimacy of professional and technical qualifications
being sought, including Ontario College of Teachers (OCT) qualifications, where
applicable;
d) verifying that job posting requirements are legitimate, necessary and aligned with
the approved job description (where applicable), and do not create barriers that
discriminate on any of the Protected Grounds, as outlined in the Ontario Human
Rights Code or Board policy;
e) posting vacancies to the District’s electronic job posting and tracking system, the
District website and any other relevant sites, with a view to attracting a diverse
pool of qualified candidates;
f) developing and implementing training programs for all hiring managers to build
capacity and expand knowledge and understanding of equitable hiring principles
and practices;
g) monitoring and reviewing employment practices to identify and proactive ly
address barriers that cause systemic discrimination on Protected Grounds and to
ensure they are fair, transparent, and non -discriminatory;
h) ensuring applicants receive adequate communication through the various stages
of the process, for example, formal written offers of employment for successful
candidates;
i) communicating with the relevant bargaining agents regarding the recruitment and
hiring processes, and ensuring that these processes are compliant with the
requirements of applicable collective agree ments;
j) ensuring all human resource practices associated with recruitment and hiring are
consistent with the procedures outlined below and policy P.146.HR;
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k) establishing and maintaining centralized applicant tracking and file management
systems for all hiring-related documentation;
l) in consultation with the applicable hiring manager, advising on whether a
particular situation meets the criteria for a Special Program;
m) reviewing, in consultation with the hiring manager and the applicant, all requests
for human rights-related accommodations on Protected Grounds during the hiring
process and ensuring appropriate accommodations are put in place;
n) receiving and responding to complaints regarding specific hiring decisions
including:
i. conducting a preliminary review of the hiring decision to confirm
compliance with this Procedure and any relevant collective agreement
provisions; and
ii. referring the complainant and the complaint to an alternative complaints
procedure where appropriate.
3.2 Hiring Managers will be responsible for:
a) submitting a request to Human Resources as soon as they become aware that a
permanent or term vacancy exists, or will exist;
b) providing the relevant details of known or upcoming vacancies, including required
qualifications, experiences and other requirements;
c) including a requirement in each job posting and recruitment process that values
applicants’ demonstrated, lived, and additional experiences, skills, backgrounds,
perspectives, and work experience;
d) implementing the hiring processes in an equitable, non-discriminatory and
unbiased manner and ensuring that Accommodations required in the recruitment
and hiring process are appropriately implemented in the hiring process;
e) ensuring diversity in the hiring panel to draw on the lived experiences, skills,
perspectives and educational and professional backgrounds of the panel
members;
f) intentionally evaluating each candidate’s equity competency to ensure it meets or
exceeds a minimum threshold;
g) avoiding conflicts of interest in the hiring process. Where a conflict of interest is
discovered in the hiring process, the Hiring Manager must disclose it to Human
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Resources immediately and the individual should refrain from any further
involvement in the hiring process;
h) prohibiting nepotism, cronyism or other forms of favouritism at all stages of the
recruitment and hiring process;
i) ensuring they are knowledgeable about equitable hiring principles and practices,
including participating in professional learnin g and training with regard to the
procedures outlined below and equitable hiring principles generally; and
j) in consultation with Human Resources, consider whether a particular situation
meets the criteria for a Special Program.
3.3 The Indigenous, Equity and Human Rights Division will be responsible for:
a) providing advice to ensure hiring and promotion processes are aligned with the
principles of equity, diversity and inclusion, Indigenous rights, human rights, and
anti-oppression;
b) working collaboratively with Human Resources on developing and delivering
training to hiring managers, including, for example, cultural awareness,
unconscious bias, anti -racism and anti-oppression, to enhance equity, diversity,
inclusion and belonging; and
c) consulting with Human Resources and advising on matters related to the conduct
of employment system reviews, and the collection and use of voluntary self -
identification data to ensure alignment with the District’s Roadmap, the Ontario
Human Rights Code, the Ontario Anti-Racism Act, and the Accessibility for
Ontarians with Disabilities Act.
4.0 PROCEDURES
Scope and Application
4.1 This Procedure outlines expectations for practice at each stage of the recruitment and
selection process, including both internal (transfer) and external (new hires) processes.
This procedure applies to the hiring of casual employees, occasional teachers, term and
long term occasional positions and permanent positions. These procedures do not
apply to the selection processes for principals and vice -principals, or members of the
Director’s Executive Council; separate procedures will be established for thes e
positions.
4.2 The processes, including job postings, recruitment, hiring and placement, will be in
accordance with the respective collective agreement provisions, except where there is a
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conflict between the collective agreement and the Ontario Human Rights Code, in which
case the Code will prevail.
Conflict of Interest
4.3 Individuals involved in the hiring process will not engage in nepotism, cronyism or any
other forms of favoritism.
4.4 A conflict of interest exists where the Hiring Manager, member of the Hiring Panel, or
someone else in a position to influence the decision or outcome in a selection process
is a relative, close friend, or otherwise in a relationship with a candidate in th e selection
process that gives rise to an actual, potential, or perceived conflict of interest.
4.5 Upon becoming aware of an actual, potential, or perceived conflict of interest, the
individual involved in the selection process will immediately disclose the conflict of
interest to Human Resources and remove themselves from the selection process.
4.6 Where Human Resources staff have a conflict of interest, they are required to disclose it
to the Manager, Human Resources, or Superintendent of Human Resources and refrain
from any involvement that could be construed as showing any form of favouritism,
cronyism, nepotism or other conflict of interest.
Job Postings
4.7 On becoming aware of a vacancy within their school/department, the responsible hiring
manager will initiate the hiring process through a request to the applicable Human
Resources contact (or designate), including providing the relevant details of the vacancy
(full-time, part-time, permanent, or term/long term occasional).
4.8 Human Resources, in collaboration with the hiring manager, will develop the Job
Posting. Job postings will be developed to meet the following expectations:
a) contain consistent and complete information, including information about the
nature of the job, required qualifications, experiences and assets. Job postings
will be developed and structured in accordance with a consistent format
developed and approved by Human Resources;
b) include only legitimate job requirements that are directly and objectively linked to
the duties and responsibilities of the advertised position;
c) value additional experiences including lived experiences, skills, backgrounds,
perspectives, and work experience that will add value to the role;
d) use language that is inclusive and unbiased;
e) be available in various forms of media, as required (eg. print, digital);
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f) comply with human rights legislation and collective agreement requirements; and
g) include the approved equity and accommodation statement.
4.9 All postings will include an expectation that the candidate demonstrates equitable
competencies and an ability to understand and respond to the needs of diverse
students, communities and colleagues.
4.10 Human Resources will post internal vacancies on the District’s electronic job posting
and applicant tracking system. Human Resources will also post vacancies that are
open to external applicants on the Board’s website, and on other platforms and search
engines to attract a diverse pool of qualified applicants.
4.11 When developing the qualifications, experiences and skil ls being sought for a position,
for example, the OCT qualifications, additional qualifications, lived experiences, skills,
backgrounds and work experience, consideration will be given to the following, as
appropriate to the specific job:
a) the approved job description;
b) the needs of students and the community;
c) the needs of the department/school, including succession planning
considerations;
d) specific legislative or regulatory requirements, for example, the Ontario College
of Teachers, Ontario College of Trades, Ontario College of Early Childhood
Educators, College of Psychologists of Ontario, Ontario College of Social
Workers and Social Service Workers qualifications; and
e) the collective agreement, where applicable.
Recruitment
4.12 For vacancies open to external applicants, Human Resources will conduct recruitment
and outreach activities, to attract a diverse pool of qualified applicants who are reflective
of the local community and/or to reach applicants with specialized skills or training. This
may include strategies, in addition to posting on the electronic applicant tracking system
and board website, such as:
a) advertising on additional relevant and search engines and websites, career/job
search platforms and social media;
b) attending job fairs and other recruitment events; and
c) partnering with relevant communities, community agencies and other
organizations.
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4.13 The District will build and strengthen relationships with post secondary institutions,
including faculties of education and other institutions that pr ovide training for specialized
positions, for example, American Sign Language interpreters, in order to attract new
graduates to available positions within the District.
4.14 The District will actively and regularly communicate its commitment to meeting its
obligations under the Ontario Human Rights Code, including the obligation to provide
accommodations for applicants through the hiring and selection process, and to
potential and current employees.
4.15 Human Resources will, where possible, ensure diversity amon g representatives
participating in recruitment initiatives, such as career fairs, on behalf of the District.
4.16 At least one fully accessible and cost-free application method or service will be available
for all job competitions.
Shortlisting and Selection
4.17 Initial screening of applicants will be based on the regulatory requirements in the
posting (for example, OCT or other professional qualifications), and in accordance with
any collective agreement requirements. Where positions are posted to external
applicants, including long term occasional (LTO) and term positions, in addition to
internal applicants, shortlisted external applicants may be released to the hiring
manager only after review by Human Resources, to ensure the order of consideration of
applicants is aligned with collective agreement requirements.
4.18 Hiring managers, in consultation with Human Resources, will establish selection criteria
to screen application packages for shortlisting. Although regulated qualifications
requirements must be adhered to, applicants’ additional experiences, lived experience,
skills, backgrounds and perspectives must also be recognized and valued when
developing selection and evaluation criteria. (Appendix A- Sample Application/Resume
Scoring Rubric - Teachers)
4.19 Applicants whose application packages best meet the selection criteria will be
shortlisted to proceed to the next phase of the selection process. Where multiple
applicants have met the selection criteria, any further discretionary shortlisting, must be
finalized in collaboration with at least one other person connected with the process.
4.20 Where the required skills, ability, experience (valuing lived, additional, and
professional), and qualifications of candidates are relatively equal, other factors to
consider include:
a) voluntary self-identification as a member of an under-represented group;
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b) any additional considerations set out in the applicable collective agreement or
other terms and conditions; and/or
c) the importance of providing opportunities for new graduates, including those who
have been working in long term assignments in anticipation of securing a
permanent position.
4.21 Where possible, a minimum of three (3) qualified applicants should be offered an
interview, or selected to proceed to the next phase of the process. In the event only
one qualified applicant applies, the candidate should be interviewed to confirm their
suitability for the position based on the identified requirements.
4.22 All aspects of the shortlisting process must comply with the Ontario Human Rights
Code.
Selection Process
4.23 Selection teams will:
a) be comprised of a minimum of two (2) people; and
b) where possible, intentionally and explicitly reflect a diversity of lived experiences
and identities, as well as a diversity of:
i. sets,
ii. educational backgrounds; and
iii. professional backgrounds.
4.24 Each hiring panel will have a chairperson, normally the Hiring Manager, who will be
responsible for coordination, facilitation, documentation and adherence to the
expectations outlined in this procedure. Human Resources will also monitor selection
processes for compliance and provide technical advice and support as required through
the process.
4.25 There may be consultation with, or participation by a subject specialist, who will
contribute their expertise to the selection process, including, for example, interview
tools, and look-fors/criteria for success.
4.26 Selection processes will normally include an interview, and may include additional
assessments such as a written or knowledge-based assignment or test, case study,
hands-on task, or demonstration. The hiring panel, with support from Human
Resources, will be responsible for developing appropriate assessment tools, as
applicable, including interview questions, interview assessment forms, and reference
check questions to ensure that they reflect the requirements outlined in the posting, and
the selection criteria for each job. (Appendix B - Sample Template:
Interview/Assessment Scoring Rubric)
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4.27 Accommodations based on Protected Grounds will be made at each step of the hiring
process to ensure the process is equitable for all applicants.
4.28 The chairperson of the hiring panel will ensure that all shortlisted applicants are advised
that they may continue to request accommodations through the hiring process. Where
an applicant identifies a need for accommodations, the chair will work with Human
Resources and the candidate to develop appropriate accommodations.
4.29 All candidates will experience the same process, sub ject to the obligation to provide
accommodations.
4.30 Selection processes must include an opportunity to assess the candidates’ ability to
work with a diverse student, co-worker and/or community population for example,
through an interview question, an element of a case study, or other written assessment.
4.31 The chairperson will ensure that a minimum of two reference checks have been
conducted on the candidate who is being recommended for the position. (Appendix C -
Sample Reference Check Form)
4.32 Upon completion of the selection process, the chairperson, or member of the hiring
panel, will communicate the outcome to the successful candidate, following which either
Human Resources or a member of the hiring panel will advise unsuccessful shortlisted
candidates. Where appropriate, the chair will confirm the successful candidate, as well
as the start date and salary level with Human Resources prior to making a verbal offer.
Human Resources will provide successful candidates with the appropriate formal written
offer of employment.
4.33 Upon request, applicants who are interviewed but not offered the position will be
provided with an opportunity for a debrief, which will include constructive feedback
offered by one or more members of the hiring panel, including, where po ssible, specific
steps that the applicant may wish to take to improve their chance of success in a similar
process in the future.
4.34 All aspects of the selection process must comply with the Ontario Human Rights Code.
Documentation and Record-Keeping
4.35 Each stage of the hiring process, including the requirements, criteria for shortlisting, and
selection and results, should be documented and records retained for a minimum of 12
months.
4.36 The Hiring Manager will be required to upload the full hiring package into the applicant
tracking system, or as otherwise directed by Human Resources. The hiring package
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will include the list of shortlisted applicants, scoring rubrics, interview questions and
interview notes, reference check information and Recommendation to Hire, signed by all
members of the hiring panel.
Voluntary Self-Identification
4.37 Human Resources, in consultation with the Research, Evaluation and Analytics
Division, and others, as appropriate, will establish processes for the collection, use and
retention of voluntary self-identification data from job applicants as part of the
application process.
Securing Accountability
4.38 All hiring processes, including summer programs, short -term employment contracts, etc.
will take place in consultation with, and be monitored by, Human Resources, and will be
conducted in accordance with these procedures.
4.39 Human Resources will continue to collaborate with the Indigenous Education, Human
Rights and Equity Division, to monitor, review, and amend Human Resources practices
and this procedure, as appropriate.
4.40 Human Resources will conduct regular reviews of job competition processes, to ensure
adherence with expected practices for equitable recruitment , and to ensure compliance
with this procedure, Board policies, relevant collective agreements or handbooks, and
applicable legislation, including the Ontario Human Rights Code, Accessibility for
Ontarians with Disabilities Act, and the Ontario Anti-Racism Act.
4.41 Where hiring processes are found to be non-compliant, they will be interrupted or
redirected by Human Resources staff, in consultation with the Superintendent of Human
Resources.
Training and Professional Development
4.42 All District staff involved in recruitment and hiring will participate in ongoing training and
professional development, to support best practices related to equitable recruitment and
hiring. Such professional development and training will include the following:
a) information about the Ontario Human Rights Code with specific reference to the
obligations related to employment;
b) unconscious bias in the hiring process;
c) principles of equity, diversity and inclusion;
d) anti-oppression and anti-racism;
e) relevant Board policies; and
f) effective equitable recruitment and hiring practices.
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Monitoring and Evaluation
4.43 Human Resources, in collaboration with the Indigenous, Equity and Human Rights
Division, will monitor and evaluate the effectiveness of the District’s recruitment and
hiring practices through the following measures:
a) assessing the skills, equity, and human rights competencies of the District’s
workforce, and identifying any gaps (by ensuring these competencies are
reflected in job descriptions / position profiles; appraisal tools, and met hods);
b) collecting voluntary workforce demographic data that will disclose the diversity of
the District’s workforce, including within separate employee groups, and at
different levels of the organization;
c) undertaking an employment systems review regularly; and
d) developing and implementing a Fairness in Employment Plan and Strategy to:
i. ameliorate the identified gaps and barriers to a diverse and inclusive work
environment; and
ii. enhance the diverse representation across all levels of the workforce.
This plan will include:
i. goals and timelines for closing those gaps, and removing identified
barriers; and
ii. additional positive measures to be taken to address systemic
discrimination.
Complaints Process
4.44 Employees or external applicants who feel that a hiring or selection process has been
administered in a manner that breaches this procedure should contact the Manager,
Human Resources regarding their concerns.
a) Upon receiving a complaint, the Manager or designate will review the specific
hiring process, including reviewing the documentation and following up with the
Hiring Manager and members of the hiring panel, to discuss the concerns raised
in the complaint.
b) Where the review discloses irregularities o r non-compliance with this Procedure,
the Manager, Human Resources or designate will, in consultation with the
Manager, Legal and Labour Relations, take steps to remedia te and resolve the
situation.
c) Concerns raised by bargaining unit members with regard to the selection process
for a unionized position within the same bargaining unit may be directed to the
appropriate union and/or Labour Relations.
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d) Concerns that the process has been discriminatory based on a Protected Ground
may be referred to the Office of the Human Rights and Equity Advisor for
resolution.
5.0 APPENDICES
(To properly view appendices, please right-click to open document in new tab then download)
Appendix A - Sample Application/Resume Scoring Rubric - Teachers
Appendix B - Sample Template: Interview/Assessment Scoring Rubric
Appendix C - Sample Reference Check Form (Under Development)
6.0 REFERENCE DOCUMENTS
United Nations Declaration on the Rights of Indigenous Peoples
Ontario Education Act, 1998, section 8.1 (29.1)
Ontario Regulation 298, Operation of Schools - General
Accessibility for Ontarians with Disabilities Act
Ontario Human Rights Code
Ontario Anti-Racism Act
Ontario Human Rights Commission Policy on Preventing Discrimination Based on Creed, 2015
Ontario’s Equity Action Plan, 2017
Ministry of Education Policy/Program Memorandum No. 165: School Board Teacher Hiring
Practices, 2020
Ministry of Education Policy/Program No. 119: Developing and Implementing Equity and
Inclusive Education Policies in Ontario Schools
OCDSB Policy P.008.GOV: Advisory Committee on Equity
OCDSB Policy P.024.HR: Employee Conflict of Interest
OCDSB Policy P.146.HR: Equitable Recruitment, Hiring and Promotion