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0109 - Screening Applications

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Contents

Attachments

Attachment A - Sample Letter to Dismissed or Rejected on Probation Employees

Introduction

  1. Once the advertising period is complete and the questions and assignments are prepared, the Selection Committee reviews each application to determine who meets the requirements listed in the screening criteria and who will be selected for an interview.

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Definitions

  1. Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process.
  2. Selection Committee includes, but is not necessarily restricted to, a Human Resources Representative and the Supervisor of the position being filled.  Where appropriate, a member with technical expertise or community representative may be added to the Selection Committee, either as a full participant or in an advisory capacity with no vote in the final hiring decision.
  3. Technical Suitability refers to the skills, education, training and knowledge required to successfully perform the job duties.
  4. Competition File is the official record of the competition containing all documents required by policies and guidelines.
  5. Screening Criteria are established to determine which candidates qualify for further consideration. They consist of a combination of prerequisite experience and education.
  6. Affirmative Action Policy means the guidelines that support the GNWT’s commitment to a competent Public Service that is representative of the population it serves (see the Finance website for a copy of the Affirmative Action Policy).

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Guidelines

  1. Members of the Selection Committee shall reach unanimous consent on the outcome of the screening process.
  2. The Human Resources Representative shall remind all Selection Committee members that applicant information and the competition process are confidential and that all applications are to be considered fairly and in accordance with the Affirmative Action Policy.
  3. The Selection Committee may use an assignment to assist in narrowing the field of applicants screened in to be interviewed.  If this is done, a decision must be made regarding the relative value of the assignment results in the final assessment of the candidate.
  4. Under no circumstances shall Selection Committee members contact the current employer or other references of a candidate during the screening process (see Section 112, Conducting Reference Checks).
  5. Indeterminate employees who are on the Staffing Priority List or whose position is being transferred to another community shall have staffing priority status. Such employees shall have priority for staffing over all other potential candidates for all vacancies in the GNWT.
  6. If applications are received from individuals on the Staffing Priority List who are qualified for the position or can become qualified through one year or less of training, they must be interviewed prior to all other applicants.  A current Staffing Priority List can be obtained from the Department of Human Resources (see the Human Resources website for a copy of the GNWT Staff Retention Policy).
  7. The Affirmative Action Policy will guide Selection Committee members in determining who will be considered for an interview (see Section 101, Staffing and the Affirmative Action Policy).
  8. Applications received from employees on probation for their current job will not be considered beyond screening without written permission from their Deputy Minister.
  9. An employee who has been dismissed or rejected on probation, or deemed to have abandoned their position in the Territorial Public Service is considered ineligible for re-employment for a period of at least three years from the date of their dismissal, rejection on probation or abandonment.
  10. Generally, three to four interviewees are sufficient for most competitions. However, if a smaller group of priority candidates have been screened in, it is common to limit the number of interviewees to those candidates.

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Procedures

  1. Within one week of the closing of the competition, the members of the Selection Committee review applications received.
  2. The Human Resources Representative checks PeopleSoft to see if an applicant has been dismissed, rejected on probation or deemed to have abandoned their position in the last three years.  Candidates who have been previously dismissed or rejected on probation are automatically screened out of the competition and are advised in writing (Sample Letter to Dismissed or Rejected on Probation Employees).
  3. The Selection Committee may administer a brief assignment to help further assess candidates who meet the screening criteria.
  4. The Selection Committee establishes a short list, generally three or four applicants, to be selected for an interview. Affirmative Action priority is always used to determine those interviewed first.  If the number of candidates in an Affirmative Action priority category who screen in is large, the Committee can use one of the following to help determine which candidates to interview first:
    1. Administer a pre-interview test to the top candidates. Only top scorers are considered for an interview; and
    2. Identify those candidates possessing qualifications that make the likelihood of success in the job greater (i.e., more education, experience, etc.).
  5. The Human Resources Representative records the Selection Committee’s assessments and other relevant information. This may be done by including notes on each resume or by using a formal screening list.
  6. Individuals to be interviewed are generally contacted at least 24-hours prior to the interview and provided with the following information:
    1. The name of the competition they have applied on;
    2. The date of the interview;
    3. The time and approximate length of the interview;
    4. The location of the interview;
    5. Any documentation they are required to bring (proof of qualifications, references, etc.);
    6. The names of the members on the Selection Committee;
    7. The Human Resources Representative’s name and phone number; and
    8. Assignment or test information if applicable.
  7. If necessary, applicants may be asked to provide proof of their Affirmative Action status.
  8. Written records of the screening results shall be placed on the competition file.
  9. The Human Resources Representative updates PeopleSoft accordingly.

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Authorities and References

Public Service Act

Affirmative Action Policy

Financial Administration Act

Human Rights Act

Canadian Charter of Rights and Freedoms

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Document(s)