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POL.COR.22.02
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Hiring of Employees Policy
Policy
POL.COR.22.02
Hiring of Employees Policy
Policy Type:
Corporate Policy (Approved by Council)
Date Approved: February 28, 2022
Department:
Administration
Staff Report:
FAF.17.128, FAF.21.191, FAF.22.034
By-Law No.:
N/A
Policy Statement
The Hiring of Employees Policy is intended to support the Town of The Blue Mountain's
commitment to higher performance and to provide equal access to employment, promotions,
transfers, and career opportunities for all Employees or prospective Employees based upon
leadership, management, and technical skills.
The Town's Hiring of Employees Policy shall be utilized to attract and select qualified and
competent candidates to meet the immediate staffing needs of the Town and to anticipate and
plan recruitment needs through progression and succession planning in consultation with the
Senior Management Team and their respective Departments.
Purpose
The purpose of this policy is to provide direction and consistency for the recruitment and
selection of approved staff in the Town of The Blue Mountains.
Application
The Policy shall apply to the hiring of a Chief Administrative Officer (CAO) by Council, the hiring
of members of the Senior Management Team by the CAO, subject to approval by Council, and
the hiring of all other Town staff by the CAO. The CAO may authorize a member of the Senior
Management Team and/or designate(s) to assume their authority as they so choose.
Definitions
Behavioural-based Interview Questions- a job interviewing technique in which a candidate is
asked to provide specific examples of situations from their past employment and describe how
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Hiring of Employees Policy
they demonstrated certain behaviours, knowledge, skills, and abilities to assess whether they
have the skills and competencies required for the position.
Employee - a person hired by the Town of the Blue Mountains to fill an approved position.
Hiring Manager - the manager/supervisor who is responsible for filling a vacancy, including
making the hiring decision.
Nepotism - the practice among those with power or influence of favoring relatives or friends,
especially by giving them jobs.
Permanent Full-Time Employee - an Employee who is hired to work on a full-time basis (35
hours or more per week) with no predetermined end date.
Permanent Part-Time Employee - an Employee who is hired to work on a part-time basis (less
than 35 hours per week) with no pre-determined end date.
Pre-Identified Candidate - a candidate with the knowledge, skills, and abilities to do a specific
job or project. For example, a former Employee who has experience in the identified area.
Probationary Employee - an Employee in good standing who is being considered by the Town
of The Blue Mountains for permanent employment subject to the satisfactory completion of
the Probationary period.
Seasonal Employee - an Employee hired for a specific season i.e., Seasonal Roads Operators in
winter or Seasonal Parks Labourers in summer. Upon the predetermined end date of the
season, the Employee 's employment is terminated. Seasonal Employees are eligible for rehire
in subsequent seasons without a competition.
Selection Committee - the Committee created to undertake the recruitment and selection
process for a competition.
SMT - the Senior Management Team members responsible for Departments or Divisions.
Temporary Full-Time Employee - an Employee who is hired to work on a full-time basis (35
hours or more per week) whose employment is terminated upon predetermined end date or
project completion.
Temporary Part-Time Employee - an Employee who is hired to work on a part-time basis (less
than 35 hours per week) whose employment is terminated upon predetermined end date or
project completion.
Town - The Corporation of The Town of The Blue Mountains.
Years of Service - the length of continuous service of a permanent Employee including the
probation period.
POL.COR.22.02
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Hiring of Employees Policy
Procedures
Legislative Requirements
This policy complies with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and
the Ontario Human Rights Code.
All internal candidates and external candidates shall receive equal treatment with respect to
employment without discrimination because of a protected ground under the Ontario Human
Rights Code.
The Town will comply with all requirements of Ontario Regulation 191/11 of the AODA, the
Integrated Accessibility Standards Regulation (IASR), by:
- Considering the accessibility needs of all applicants with disabilities;
- Removal of unnecessary barriers that restrict employment;
- Notifying all applicants of the availability of accommodation throughout all steps of
the recruitment process; and
- Providing individual accommodation plans (upon request).
General Recruitment
The process for hiring the CAO will be at the direction of Council and approved by Council.
For all new positions below the level of CAO, the Department Head and/or designate(s) will
initially identify staffing requirements through the annual budget process. For non-budgeted
personnel, the Department Head, in consultation with the Chief Administrative Officer, shall
present a report to Council for consideration.
Replacement of budgeted vacant positions is not automatic and the most efficient and
economical use of staff complement is a priority for the SMT. Should the Department Head
deem that a replacement Employee is required as a Permanent or Temporary position, the
vacant position will be considered as a group by SMT with budget, department efficiency and
overall organizational needs being considered.
Job Posting & Advertising
The recruitment process outlined herein shall apply to internal and external candidates.
Unionized positions will be posted in accordance with their Collective Agreement.
i.
The Hiring Manager shall complete a Job Requisition Form to initiate the recruitment
process for the job vacancy. By authorizing and submitting the Job Requisition Form, the
Hiring Manager will confirm that any internal departmental approval process and/or
notifications have been completed.
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Hiring of Employees Policy
ii.
The Department Head and/or designate will work with Human Resources to review the
current job specifications to ensure they are up to date and accurate.
iii.
All changes to job descriptions beyond minor adjustments will require evaluation
through the Town's external compensation consultant.
iv.
An employment advertisement is then prepared by Human Resources, in consultation
with the Hiring Manager/Department Head and then submitted to applicable
advertising agencies and for posting on the Town Website.
v.
Internal notice shall be given to each Department through electronic mail to the Town
distribution list Mail Users.
vi.
All Permanent Full-Time, Permanent Part-Time, and Regular Seasonal vacancies will be
posted internally and externally for a minimum of seven (7) business days and can be
extended at the discretion of the Hiring Manager in consultation with Human Resources.
vii.
All Temporary Full-Time and Temporary Part-Time positions will be posted internally
and/or externally for a minimum of seven (7) business days and can be extended at the
discretion of the Hiring Manager in consultation with Human Resources.
viii.
For Temporary Full-Time and Temporary Part-Time positions less than three (3) months
in duration, the Hiring Manager can elect not to post the position if they have a Pre-
Identified Candidate.
ix.
A three-month assignment can be extended for up to one (1) additional month before it
must be posted as a formal competition.
x.
If a Temporary Full-Time or Temporary Part-Time position becomes a Permanent Full-
Time or Permanent Part-Time (i.e., approved through the budget process or a
Permanent Employee does not return from a Leave of Absence or other work
assignment), the Employee in the Temporary position may be placed in the Permanent
position without a job posting competition, subject to acceptable performance and
Department Head approval.
xi.
If a vacancy for a recently filled position becomes available up to six (6) months from the
date of the original job posting, the vacancy does not need to be re-posted. Candidates
who applied to the original posting may be considered from the previous applications.
xii.
For proper record retention and document control, applications to open positions will
only be accepted through the Employment Opportunities page on the Town's website or
via email to the Human Resources department. Applicants who require accommodation
during the recruitment process can contact Human Resources.
Internal Candidates
Internal Candidate Applications from interested Employees are welcomed and encouraged.
Those who wish to apply are required to do so in writing via electronic mail. Internal
applications will be duly considered in light of the requirements of the position and other
applications received. All Internal Candidates are either interviewed or alternatively met with
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Hiring of Employees Policy
by the Manager of Human Resources as a courtesy to be advised why they will not be
interviewed for the position.
All Employees currently on the payroll at the time of the posting, including Temporary contract,
summer students/co-op students, part-time and Volunteer Firefighters, are eligible to apply for
all postings should they feel they have the required qualifications. Should an applicant who is
currently a member of another Department become the selected candidate, then the
Department Head and Human Resources will communicate with the second Department Head
and discuss when the Employee will be made available. Internal applicants who are successful
for contract positions will be backfilled in their original position.
Acknowledgement of Applications
Due to the volume of applicants received in normal recruitment, applicants will only be
contacted if they are selected for an interview.
Confidentiality of Applications
External candidate applications are kept confidential from their current employers unless
otherwise authorized by the candidate.
Internal applications will remain confidential until an internal candidate is announced as the
successful candidate, unless otherwise authorized by the candidate.
Retention of Applications
Application records are retained on file with the Town in accordance with the Town of The Blue
Mountain's Retention By-Law.
Applications of those hired are retained on file permanently as part of the Employee's
Corporate personnel file.
Screening of Applications
The Town strives to attract the best qualified candidates through the uniform application of its
selection procedures.
As an equal opportunity employer, the Town values diversity and is committed to the principles
found in the Ontario Human Rights Code.
Initial screening and short listing of applicants will be completed by the Human Resources
department. Within one week of the posting closing the Human Resources department will
complete the screening tool and present to the Hiring Manager a short list to consider for
interview selection. The Hiring Manager will have an opportunity to review the full applicant
pool and the screening tool completed by Human Resources. The short-listing tool will become
a part of the permanent competition file.
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Hiring of Employees Policy
The Hiring Manager will have final decision of applicants to be interviewed and Human
Resources will arrange for preliminary interviews.
Interviews
The Human Resources department in consultation with the Hiring Manager shall develop
questions and scoring format to be used by the interview team prior to setting the
interview/testing date(s). The Selection Committee will review this and amend as agreed by the
Committee.
A Selection Committee will be selected by the Hiring Manager and Human Resources. All
Selection Committees will include at a minimum the Hiring Manager and an HR representative.
All interviews below the level of Manager will include the HR & HS Advisor/designate and all
interviews at or above the level of Manager will include the Manager of Human Resources
/designate, with the exception of CAO.
Human Resources will co-ordinate the interview schedule in consultation with the Selection
Committee. A Selection Committee, consisting of no less than three (3) individuals, shall be
appointed to carry out the interview process. Individuals who have experience or who have
been trained in the interview process would be an asset. More than one interview may be
required.
For Senior Management Team Positions, the Selection Committee shall include Senior
Management Team representatives from at least two departments including the CAO.
All interviews will be conducted in a manner that results in an exchange of information.
Interviewers will ask only job-related questions, answers to which will help assess the
candidate's experience and potential for the position. Ample time and opportunity to ask
questions concerning the position will be given. The interview should also serve as an
opportunity to present Town philosophy, salary information, and benefit program.
The interview must assess leadership, management, customer service and technical skills.
Behavioural-based Interview Questions will be used to evaluate a candidate's knowledge, skills,
abilities, and behaviors required for the position. Competencies based on the Town's Core
Values are also very important to the Town.
Skills Demonstration
Some positions require skills for which a known level of competence must exist. In this instance,
the Selection Committee may request applicants to demonstrate these skills by completing a
job-related work example exercise. It must be evident that any selected work-sample exercise
accurately measures the knowledge or skill required for a particular job. Results of work
samples must prove to be a valid prediction of job performance. If such an exercise is deemed
to be appropriate, all applicants being interviewed for the position will be asked to perform the
same exercise.
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Hiring of Employees Policy
Employment Reference Checks
Human Resources conducts reference checks via a third-party reference company. Human
Resources will ensure the final selected candidate shall have formal references completed,
subject to agreement by the applicant. Final candidates who do not agree to a formal reference
check will be eliminated from the selection process. The Hiring Manager will be provided with a
formal report that includes the following verification of employment information:
- dates of employment
- position held and/or recent job titles
- educational qualifications
- employment history
- work performance
- attendance records
- circumstances surrounding termination
- other information relating to the applicant's suitability for employment
- police background check
Reference check information is documented as part of the data collected in the selection
process. Reference check material will be retained until successful completion of probation
with the Employee's corporate personnel file.
Nepotism
As per the Municipal Act no current member of Council is eligible to apply for employment
within the Town.
The Town will not show preference for, nor will it discriminate against, any relatives of
Employees, elected representatives or appointed representatives who wish to apply for
employment, promotion/transfers, or career opportunities.
Immediate relatives of an existing Employee, a member of Council or a local board (i.e.,
parents, daughter, son, brother, sister, wife or husband, or any relatives by spousal
relationship) may be employed by the Town, even in the same Department, or be employed in
positions where they report to the same immediate supervisor, if there is no direct or indirect
reporting relationship (i.e., one relative may not supervise another relative). Due to potential
direct and indirect reporting, for staff holding Senior Management Positions and in the Human
Resources department there shall be no relatives from immediate family hired within any
department except for summer students, co-op students and Volunteer Firefighters.
No member of a Selection Committee will be a relative of any candidate interviewed for a
position.
No Employee shall deal with an application for employment, promotion/transfer or career
opportunities submitted by any relative.
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Hiring of Employees Policy
If Employees become members of the same household after becoming employed, they may
continue their employment if there is not:
- A direct reporting relationship between the two Employees; or,
- An actual conflict of interest, or the appearance of a conflict of interest.
If one of the above situations occurs, an attempt will be made to find a suitable position to
which one of the affected Employees may transfer. If accommodations of this nature are not
feasible the Employer, in consultation with the two Employees, will determine which one of
them will resign within a reasonable time frame.
Selection Process
If the reference check process is successful, the Hiring Manager or Manager of Human
Resources will enter into discussions with the preferred candidate in order to secure the
candidate of choice.
If negotiations with the preferred candidate are unsuccessful, the process could repeat itself
with a second candidate.
Letters of Offer of Employment
Consideration for applicants requires that the Selection Committee make a selection decision
promptly. If additional time is required, all interviewed applicants should be contacted and so
advised. A job offer shall be extended to the applicant by the Hiring Manager or Human
Resources regarding the terms and conditions of employment (i.e., Job status, job level, pay
rate, hours of work, benefits, vacation, probation, professional development requirements
etc.). If the candidate requires training and education as part of the offer it shall be stipulated in
the hiring letter and the timeframe and consequences for not completing shall be stipulated.
The Job Classifications and Salary and Wage Ranges shall be in accordance with the Salary
Administration Plan as approved and amended from time to time by the Town of The Blue
Mountains.
Generally, a verbal offer is made, followed by a confirming letter from the hiring Department
Head. The written offer of employment, in the Town's standard format, shall be forwarded to
the new Employee in duplicate form with a space to be signed and dated for return by the
successful candidate. Included in the confirming letter of employment are the Town's terms of
employment, probation period, job description and an overview of the benefits program.
At the time the position is accepted, the Hiring Manager is responsible to communicate with
the Information Technology department to arrange all resources needed prior to and on the
Employee's start date.
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Hiring of Employees Policy
Unsuccessful Applicants
Respect and sensitivity for an applicant's confidence require that the Human Resources
department be prepared to review their interview material, if requested.
Unsuccessful Internal Candidates will be met by the hiring Department Head and advised of the
competition results, their strong and weak areas and be provided with any career counselling
the Department Head deems appropriate.
The Human Resources Department will be responsible for advising all unsuccessful interviewed
applicants in writing via electronic mail.
Completion of Documentation
At the time a new Employee commences work, all documentation relating to income tax,
benefits, etc., shall be completed with the Compensation and Benefits Administrator who will
be responsible to take the necessary steps in enrolling Employees on the appropriate benefit
programs, securing the required documentation and placing them on the payroll system.
Probationary Period
A newly hired Employee shall be on probation for a minimum of six months of their
employment. Subject to the satisfactory completion of this probation period and the
completion of a Performance Evaluation, the Employee may be placed on permanent staff, and
Years of Service shall be effective from the original date of employment.
It is the responsibility of the Hiring Manager to ensure that a performance evaluation is
completed whenever a Probationary Employee is proceeding from the probation period to
regular status and following the determination of suitability of continuing employment, placed
in the Employee's Corporate personnel file along with a letter confirming the Employee has
successfully completed probation.
Communication
The Human Resources department is responsible for all internal communication of new
Employees, transfer of Employees and other job-related transitions.
Employee Orientation
The Hiring Manager in collaboration with Human Resources will ensure that the necessary
guidance and indoctrination support is provided for new staff joining the Town or internal staff
assuming new roles.
Orientation shall include:
- Position description and reporting relationship;
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Hiring of Employees Policy
- Appropriate review of Corporate and Health & Safety Policies;
- Introduction to Staff (tour the new Employee to all departments as appropriate);
- Tour of the facilities, parking area, washrooms, first aid kits and fire exits;
- Training on the use of the computer programs and how to find information, formal
training on the IT Security Policy;
- Training on equipment required for performance in the position;
- Review of Employee Orientation documents as may be developed;
- Follow-up to ensure the Employee feels at ease and can work safely in their new
position.
Exclusions
None
References and Related Policies
- Job Requisition Form
- POL.COR.13.14 Progressive Discipline
- POL.13.16 Integrated Accessibility Standards Regulation
Consequences of Non-Compliance
Any attempt to improperly influence a recruitment or selection decision (including the selection
of interview candidates) will be reviewed by the Director, Human Resources, and the CAO and if
verified, shall result in appropriate disciplinary action.
Breaches of this policy will be dealt with through the Town's Progressive Discipline policy.
Review Cycle
This policy will be reviewed once per term of Council or as required due to legislative change.