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0114 - Conducting Additional Pre-Employment Checks

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Contents

Introduction

  1. Periodically, additional pre-employment checks are necessary to ensure that critical job requirements are met.  The following are examples of pre-employment checks that may be performed:
    1. Review of driver's abstract;
    2. Medical clearance;
    3. Confirmation of educational requirements;
    4. Confirmation of professional society membership; or
    5. Confirmation of professional association membership.

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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. Competition File is the official record of the competition containing all documents required by policies and guidelines.
  4. Personnel File is the official record containing personal information, on each employee, held by the Department of Human Resources (DHR).
  5. Bona Fide Occupational Requirements are the essential duties of a job.  For example, Highway Patrol Officers are required to drive vehicles or Slavey Interpreters are required to interpret Slavey.

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Guidelines

  1. Pre-employment checks shall only be administered for those candidates receiving consideration for a job offer and are typically conducted after the results of the reference checks are known.
  2. Details of all pre-employment checks shall be kept strictly confidential.
  3. A job offer shall not be made for a position requiring a pre-employment check until the results of a check are confirmed.
  4. Pre-employment checks shall only be conducted for the performance of a bona fide occupational requirement as specified in the approved job description and job advertisement.
  5. Where possible, the Human Resources Representative shall request a certified copy of all official documentation required of the check.
  6. When applicable, the Department shall indicate their intent to forward a copy of the candidate's driver's abstract to:

    Risk Management/Treasury
    Department of Finance
    Government of the NWT
    PO Box 1320
    Yellowknife NT X1A 2L9

    Such intent shall be communicated as an additional clause in the appointee's job offer.

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Procedures

  1. The Human Resources Representative reviews the competition file to determine the nature of the pre-employment check.
  2. Upon completion of reference checks, the Human Resources Representative contacts the candidate to request a certified copy of all pre-employment documents.  The documents may be copied and returned to the candidate.
  3. All records of pre-employment checks are placed in the appointee's personnel file.

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Authorities and References

Canadian Charter of Rights of Freedoms

UNW Collective Agreement

Public Service Act

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