Recruiting Staff at UBC's Okanagan campus
(BCGEU, M & P, and Excluded)

To recruit for a staff position at UBC's Okanagan campus, the procedure is as follows:

At a Glance

1. Write a Job Description

2. Get the Job Classified

3. Post the Position

4. Shortlist, Interview & Make a Selection

5. Record Retention & Privacy Guidelines for Selection Committees

6. Hire through eRecruit or ePaf

7. Hiring a Short-term BCGEU Clerical Auxiliary Employee (less than a 4 mnth appt.)  

8. Orientation & Onboard Checklists

 

In Detail

Step 1: Write a Job Description

Human Resources would be happy to assist you in developing a job description.

Writing a Job Description

If you need assistance with writing a job description, please contact HR Advisors: Janna Fisk at janna.fisk@ubc.ca or 250.807.9596 and/or Tena McKenzie at tena.mckenzie@ubc.ca or 250.807.8619.

Step 2: Get the Job Classified

After you have written a job description that requires classification/reclassification, for BCGEU positions only, please email: Alana Jordan at alana.jordan@ubc.ca or Ashley Bloor at ashley.bloor@ubc.ca.

For M&P or grant-funded positions, please email: 
Janna Fisk at janna.fisk@ubc.ca or Tena McKenzie at tena.mckenzie@ubc.ca. You will receive confirmation of the employee group, level and salary ranges associated with the position.  

Step 3: Post the Position

Once your job has been classified and approved, post the position on UBC's staff and faculty career's website using eRecruit. If you require access, training, or support on eRecruit, or have any questions on posting requirements, please contact HR Associate Alana Jordan (alana.jordan@ubc.ca or 250.807.9819) or Ashley Bloor (ashley.bloor@ubc.ca or 250.807.8833).  

Step 4: Short-list, Interview and Make a Selection

Download the following documents and follow the steps as outlined in the Department Recruiting Checklist (PDF):

Criteria Guide for short-listing candidates are the requirements listed in the posting.

The department and hiring manager should contact and interview suitable candidates.

Interviewing and Interview Questions

Follow the instructions on How to Conduct an Interview (PDF).  The documents referenced are listed below and will be helpful in completing the Interviewing process.

If you would like to test the candidates on various applications such as Microsoft Office, typing skills, secretarial questions etc. please contact Alana Jordan at alana.jordan@ubc.ca or Ashley Bloor at ashley.bloor@ubc.ca.

Ensure that you comply with the relevant collective agreement requirements when interviewing. You may contact the HR office for guidance, or call the Human Resources Advisor or Associate if you require further clarification.

Please contact Human Resources for further assistance with interview questions.

Step 5: Record Retention & Privacy Guidelines for Selection Committees

Please ensure you follow the guidelines on the University Counsel Access and Privacy Guidelines for Selection Committees.

Step 6: Hire through eRecruit or ePaf

If the position was posted, please hire the employee through eRecruit. You will be required to 'Prepare the Job Offer', copying the eRecruit generated offer letter on Departmental letterhead, and submitting the 'Prepare for Hire' to Payroll for processing. Please note: Human Resources will not approve the job offer unless all signed documents are uploaded (ie. signed offer letter, and if a new employee, the Employee Confidentiality Agreement ). If the employee you are hiring is new to the BCGEU bargaining unit, please have them fill out the BCGEU Membership Application Card and return the original copy to Human Resources. All payroll forms (direct deposit and tax forms) must be sent directly to Payroll.

If the position was not posted, please hire by initiating an ePaf. If this is a new employee, all payroll documents (direct deposit and tax forms) should be attached to the ePaf. Human Resources will prepare the offer letter and send the Employee Confidentiality Agreement and BCGEU Membership Application Card to the employee for these types of appointments.

For questions on compensation, step placement, access, training and /or support on eRecruit and/or ePaf, please contact a Human Resources Associate or Advisor

For commonly used staff action/ reasons, please refer to our guide- Staff Action Reasons

For frequently asked questions regarding eRecruit, please refer to- eRecruit FAQ's.

Step 7: Hiring a Short-term BCGEU Clerical Auxiliary Employee

For clerical assistance of less than 4 months, please complete an Auxiliary Request form and send it electronically to Human Resources. We will assign an auxiliary employee from our BCGEU seniority list for your short term placement.     

Please see Auxiliary Checklist and Auxillary Information for New Hires to ensure all steps are covered.

Please complete an Auxiliary Performance Appraisal Form before the end of the appointment.  This evaluation will help Human Resources to appropriately place the auxiliary employees in future positions by assessing their skills and abilities in order to maximize their capabilities to benefit both the employees and our Okanagan campus. 

If you have any questions on hiring an auxiliary employee, please contact HR Associate Ashley Bloor at 250.807.8833 or ashleybloor@ubc.ca and/or Alana Jordan at 250.807.9819 or alana.jordan@ubc.ca

Step 8: Orientation & Onboard Checklists

View the Administrator's Orientation Checklist for new Employees to ensure all steps are covered.  Also see the Onboard Checklist to ensure your new employee is set up and ready to go!

Please note: these links can be used for Faculty Orientation and Onboarding as well as Staff


Payroll

After the appointment has been approved by Human Resources, all electronic paperwork will be routed to the Payroll in the Payment & Procurement Services Office for processing. 

Benefits
Please note: It is the employee’s responsibility to complete and submit their benefit package. The benefit enrollment codes in the employee's offer letter and link to the benefit's page will outline their entitlement. If the employee has any questions regarding benefit entitlement, or how to complete the forms, please have them contact a Human Resource Associate or Advisor.

Once an employee has completed and signed the on-line Payroll and Benefit enrolment package, please have them deliver the completed forms to Human Resources located in Room 002 of the Administration Building. Human Resources will forward the Payroll Direct Deposit and TD1 Tax forms to Payroll in Payment and Procurement Services for processing. 
 

Paying Hourly Staff

Payroll must receive completed time sheets for all hourly staff in advance of the bi-weekly payroll deadlines. Faxed timesheets are NOT acceptable.

Please use the link below to access time sheets and a list of payroll deadlines:

 Payroll Administrator Information page.

Last reviewed shim3/20/2017 9:04:36 AM