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Article 18 : job postings and appointments

18.1 The University posts online for a period of ten (10) calendar days all vacant or newly created regular positions to be filled. Postings are first to be made available exclusively to employees of the Bargaining unit. If, at the end of the posting period and after the selection process has been completed a suitable candidate was not chosen, the University can accept applications from employees who have not yet completed their probationary period and from persons outside the Bargaining unit. It is understood that a successful candidate who has not completed their probationary period shall begin a new probation period in their new role. Such probation shall be served in accordance with Article 23.

18.2 Postings are in both official language and contain:

  • the position title;
  • a summary job description;
  • a detailed job description in one or both official languages;
  • the essential qualifications;
  • the faculty or service and department;
  • the work location, for information purposes;
  • the standard number of hours in the work week and, if applicable, any irregular hours;
  • the job classification and salary range;
  • the posting number;
  • the immediate supervisor's title; and
  • the start and end dates for the posting.
  • The University also indicates on the posting whether it is proceeding with a concurrent pre-qualification competition for identical positions that may be created or become vacant in the near future. The University will provide the Institute and the UOITP Group Executive with a copy of the posting.

18.3 Employees applying for a position submit their application electronically to the University by the deadline indicated on the posting. The University sends an acknowledgement to the email address from which the application was received.

18.4 When positions that have been posted are being filled, primary consideration is given to the competence of the employees. In all cases, the employee must meet the requirements of the position. These requirements must be established based on the duties of the position being filled. The University evaluates candidates through an interview or an interview together with selection test(s). During the interview, candidates are evaluated using a scoring grid, with a total of one hundred (100) points. Candidates with a score of seventy-five percent (75%) or more are retained, and the employee with the most seniority is offered the position. When more than one candidate has the same seniority, the candidate with the highest interview score will be awarded the position.

The following factors are taken into consideration for each candidate for a given position: skills and ability required to function effectively in the position, experience, relevant qualifications/credentials and aptitude. These criteria are considered and applied equally and fairly.

After being authorized to do so by the successful candidate, the University is responsible for checking references before recommending the candidate for the position. The University, specifically Human Resources Service, also checks the candidate's performance appraisals from the last three (3) years and reviews any non-authorized absences over the past three (3) years.

18.5 Following the appointment of the selected employee, and within thirty (30) days if possible, the University determines the date when the selected employee will occupy the position. The employee is paid according to the rate of his new position from the first (1st) day of work in the position.

18.6 Every month, the University posts all appointments made under this Article on the Human Resources Service website. An employee who applied for a posting and wishes to file a grievance related to a competition must do so within the time frame laid out in Article 14, Grievances. The grievance is presented directly at the second level. The Institute representative shall be provided copies of the interview tool and the interview results of the successful candidate as well as those of the employee submitting the grievance. If the grievance goes to arbitration, the burden of proof lies with the University.

18.7 An employee appointed to a position receives the following salary terms and conditions:

Promotion: A permanent appointment of an employee from one regular position to another regular position with a higher salary grade. The employee receives a 5% salary increase for every salary grade over the salary grade of his position. An employee's pay must not be less than the minimum and must not exceed the maximum of the salary grade for the new position.

Transfer: The appointment of an employee from one regular position to another regular position at the same salary grade. There is no salary adjustment.

Demotion: The appointment of an employee from one regular position to another regular position at a lower salary grade. The employee's salary is reduced by 5% for every salary grade below the salary grade of his current position. An employee's salary must not be less than the minimum and must not exceed the maximum of the salary grade for the new position.

18.8 The Institute and the University are jointly committed to the principles of employment equity and to integrating these principles within the workplace. Consistent with the requirements of the Federal Contractors Program, the University of Ottawa's Employment Equity Program applies to the following designated groups: women, visible minorities, persons with disabilities and Aboriginal communities.