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
7. Hiring a Short-term BCGEU Clerical Auxiliary Employee (less than a 4 mnth appt.)
Step 1: Write a Job Description
Human Resources would be happy to assist you in developing a job description.
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 firstname.lastname@example.org or Ashley Bloor at email@example.com.
For M&P or grant-funded positions, please email:
Janna Fisk at firstname.lastname@example.org or Tena McKenzie at email@example.com. 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 (firstname.lastname@example.org or 250.807.9819) or Ashley Bloor (email@example.com 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):
- Human Rights (PDF)
- Human Rights - The Protected Grounds (PDF)
- What May I Ask? (PDF)
- Interview Questions Template (Doc)
- Reference Check Form (Doc)
- UBC Employment Equity Policy
- UBC Policy on Discrimination and Harrassment
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.
- What to Look for in Resumes (PDF)
- BCGEU 707 Instructions and Observer Form (PDF)
- Interview Schedule Template (Doc)
- Conducting the Interview (PDF)
- Guide to Effective Questioning (PDF)
- Interview Questions Template (Doc)
- Common Behavioural Interview Questions (PDF)
- Interview Rating Scale (PDF)
- Interview Score Summary Sheet (Doc)
- Reference Checking (PDF)
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 firstname.lastname@example.org or Ashley Bloor at email@example.com.
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 and BCGEU Membership Card and Assignment of Wages) forms. All payroll forms (direct deposit and tax forms) must be sent directly to Payroll in the Payment and Procurement Office.
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 Card and Assignment of Wages forms 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 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 firstname.lastname@example.org and/or Alana Jordan at 250.807.9819 or email@example.com
Step 8: Orientation & Onboard Checklists
Please note: these links can be used for Faculty Orientation and Onboarding as well as Staff
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.
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:
Last reviewed 2/9/2017 12:16:41 PM