University of Waterloo Library Interviewing Procedures*
Revised: November 2000
RECRUITING
- Submit "Request for Recruiting Services" and posting to Director, Resources Management (Department Head).
- Approval (LBPC).
- Seek approval of Associate Provost, Academic & Student Affairs (Director, Resources Management) if a new position.
- Post all vacancies via email to all staff and all appropriate vacancies in the UW Gazette (Director, Resources Management).
SHORT-LISTING CANDIDATES
- Advise recruiting manager of all applicants (Director, Resources Management), or Human Resources, as appropriate.
- Prepare short-list (Director, Resources Management and recruiting manager and Human Resources, as appropriate).
- Advise those not short-listed (Director, Resources Management or Human Resources, as appropriate).
- Arrange interviews indicating that job description is available (recruiting manager).**
INTERVIEWS
All interviews for recruitment, promotion, or transfer, are conducted by two people.
- The department head in the recruiting department sees all candidates interviewed for vacancies in that department. The second person present in the department head's interviews may be the recruiting manager.
- For staff in salary grades up to and including USG7, the interviewers are the recruiting manager and one other staff member. The recruiting manager selects the second person, in consultation with his or her supervisor, and instructs that person on her or his role as a participant. Instruction includes a discussion of areas to be covered in the interview, the order in which they will proceed and questions to be asked. The Director, Resources Management is available for consultation on any of these matters.
- For staff at and above salary grade USG8, the interviewers may be any two members of an interview team (as specified in the Library's procedures for "Recruitment and Selection of Professional Staff"). Instruction to all members of the interview team is provided by the recruiting manager and the Director, Resources Management, at a pre-interview meeting.
SELECTION
- Seek an appraisal of the final candidate(s) from the candidate(s)' current superior(s) either directly or through the Human Resources Department, as appropriate (recruiting manager). Before an offer is made, the recruiting manager discusses his/her choice with his or her department head, who reviews the matter with the Director, Resources Management.
- Choose the candidate "whose qualifications most closely fit the requirements of the position as determined and described" in the job posting. When the choice is between two or more staff members whose qualifications are "essentially equal, the person with the longest service at the University will be appointed to the open position." (UW Policy #18)
- Advise the Director, Resources Management of his/her decision and finalize details of the offer (recruiting manager).
- Make an offer to the successful candidate, and if the offer is accepted, call the candidate's current supervisor to discuss possible start dates, and then advise the successful candidate of the agreed upon date (recruiting manager or Human Resources, as appropriate).
- Advise the unsuccessful candidates (recruiting manager or Human Resources).
- Confirm the appointment with the Director, Resources Management, who communicates the details to the Human Resources Department, if appropriate (recruiting manager).
- Send notice of the appointment via email to all staff and, as appropriate, in a Library Newsletter (Director, Resources Management and Department Head).
*For all regular full-time and regular part-time positions.
**When a position is advertised campus-wide, the recruiting manager works directly with the Human Resources Department to arrange interviews, check references, make job offers, and advise candidates.
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Staff Manual 4th revision: July 2004
