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0116 - Regrets

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Contents

Introduction

  1. After the appointee accepts the job offer, it is necessary to advise unsuccessful candidates about the outcome of the competition.

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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. Regret is a phone-call, letter, email or fax advising unsuccessful candidates about the outcome of a competition and/or their right to appeal the decision of the Selection Committee.
  4. Job Offer is a written or verbal offer of employment.
  5. Competition File is the official record of the competition containing all documents required by policies and guidelines.
  6. Selection Committee usually includes, but is not necessarily restricted to, a Human Resources Representative, and the Supervisor of the position being filled.
  7. GNWT Employees are those employees who are indeterminate, term or casual.

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Guidelines

  1. The Human Resources Representative shall contact the following candidates in this order:
    1. Unsuccessful candidates employed in the same Department, Board or Agency as the position being filled;
    2. Unsuccessful candidates who were granted an interview;
    3. Unsuccessful candidates possessing staffing priority as specified in the GNWT’s Affirmative Action Policy (see Section 101- Staffing and the Affirmative Action Policy); and
    4. All other unsuccessful candidates currently employed with the GNWT or who were employed at the time of application.
  2. The Human Resources Representative may offer regrets to unsuccessful candidates not listed above.
  3. A verbal regret is the preferred method of communicating the outcome of a competition as it gives the candidate an opportunity to discuss their interview results and ask questions.
  4. The Human Resources Representative shall not leave phone messages as a method of offering regrets.
  5. The Selection Committee or Human Resources Representative may offer detailed feedback to unsuccessful candidates who were interviewed.
  6. The Human Resources Representative will not disclose copies of tests, interview questions, Selection Committee notes, ranking forms, candidate ratings, reference checks, or information about other candidates.
  7. If a candidate cannot be reached by phone, the Human Resources Representative may use e-mail or one of the following sample regret letters to communicate the outcome of a competition:
  1. The Human Resources Representative will inform unsuccessful candidates with appeal rights of the appeal process under the Staffing Appeals Regulations.  The staffing appeal process is to determine whether an error occurred in the application of applicable legislation, guidelines and procedures during the competition process that prejudicially affected an appellant’s opportunity for employment.  See HR Manual section 117 on the staffing appeal process.

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Procedures

  1. Once the successful candidate accepts the letter of offer, the Human Resources Representative attempts to phone all unsuccessful candidates who were either interviewed or have appeal rights.
  2. The Human Resources Representative advises candidates about the outcome of the competition by:
    1. Thanking them for applying on the position and/or attending the interview;
    2. Informing them of the Selection Committee’s decision; and
    3. If the candidate is interested, letting them know how their resume and/or the results of the interview compared to the qualifications being sought by the Selection Committee.
  3. The Human Resources Representative advises Affirmative Action candidates and GNWT employees about their appeal rights and what they must do in order to appeal the decision of the Selection Committee.
  4. The Human Resources Representative records the date and times of all attempts to reach candidates by phone.
  5. For those candidates who cannot be reached by telephone, the Human Resources Representative offers regret using a written letter, fax or e-mail if a valid address has been provided.
  6. In the event of an appeal, the Human Resources Representative informs the Selection Committee and successful candidate that the letter of offer has been withdrawn pending the outcome of the appeal.
  7. The Human Resources Representative places a copy of all regret letters and notes confirming the date and time of all phone regrets on the competition file.

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Authorities and References

NWT Public Service Act

Section 17(2), Appeal of Minister’s decision

Staffing Appeals Regulations
Human Resource Manual

Section 117, Staffing Appeal Process

 

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