As a manager, these are the first steps you will need to follow to hire staff.
Needs assessment is the first step in the hiring process. If a position has become vacant, review the position and job description to determine if it still meets your needs. Update the job description to ensure accuracy before starting the recruitment process.
Managers often want to reward high performing employees with promotions. Promotions are a great way to reward employees, however there also must be a need for higher level work. Promotions are not the only way to reward and retain a great employee.
Build the job descriptions around the required work and not by the skills and qualifications of the employee you want to promote into the position.
If you are considering hiring a student, click
for more information.
If you are considering hiring a temporary employee through Staff Finders, UBC's internal temp agency, click
for more information.
If you are considering hiring research staff, click
for more information
Access to HRMS or eRecruit
To access HRMS (Human Resources Management System) or eRecruit, complete, sign and submit the two separate forms to UBC central HR:
HRMS Access Request form and
eRecruit Access Request form.
Hiring via eRecruit
eRecruit is UBC’s campus wide online recruiting system and the preferred method for hiring. Complete all hiring for posted positions through the eRecruit system.
approved job description is required to post using eRecruit.
The eRecruit system is divided into user roles: recruiter and approver.
- Enters the job descriptions into position management
- Submits to central compensation for approval
- Creates the job posting that will appear on the UBC Careers website
- Prepares the offer letter for the selected candidate
- Completes the hire process
Each department/unit has at least one recruiter. Read the
FAQ’s for recruiters
for more information.
There are two types of
: job opening approver and job offer approver. Sometimes the recruiter and the job opening approver are the same individual depending on how your department is set up.
job opening approver completes the following:
- Approves the job posting created by the recruiter in order
Once the recruiter has created a new job posting, they will submit it to the job opening approver to approve before it will appear on the website. The job opening approver should be someone who can verify the details of the posting are correct before it is posted.
When the recruiter submits a job posting for approval, the job opening approver will receive an email notification alerting the request and providing a link to the job posting in eRecruit to approve. The posting will appear on the UBC Careers website the day after this step is completed.
job offer approver completes the following:
- Approves the salary to the budget/speedchart upon hire
This person must have signing authority to the speedchart.
When the recruiter submits a job offer for approval, the job offer approver receives an email notification alerting the request and providing a link to the job in eRecruit to approve. The hire process cannot be completed until this step is done. Read the
FAQ’s for approvers
for more information.
There are times when you will not hire via the eRecruit system. This is generally when the work is shorter term, or a temporary promotion and you have been able to find a candidate without posting.
- CUPE 2950-positions up to 3 months (Jan 1-Mar 31, not Apr 1) can be filled without posting. Temporary promotions can be for a maximum of 6 months unless it is for a leave replacement in which case it can be for a maximum of 12 months. Employees will not accrue seniority while on a temporary promotion outside of CUPE 2950.
- M&P-positions up to 1 year less a day can be filled without posting
- TRA-positions up to 1 year less a day can be filled without posting
To complete this hire process, complete a
Staff Appointment form (SAF). After obtaining departmental signatures, forward the SAF to MedFinance. MedFinance will process the form and request central HR to prepare an offer letter which will be emailed to your department. Sign and present the letter to the employee.
- Letters for CUPE 2950 do not need to be signed by the employee but they must be given a copy.
- Letters for M&P must be signed by the employee.
Forward the signed letters to payroll. Please check with your department HR for procedure as they may request to forward them first to make a copy for the employee’s HR file before sending to payroll.
Although the hiring does not go through the eRecruit system, there must be an approved job description in position management system to complete the hire process.
Information on how to complete a SAF can be found
You are also able to use
Staff Finders, UBC's internal temp agency, to fill temporary positions.
Preparing to Write a Job Description
Before writing a job description, identify the type of work and determine which employment group the work will likely belong to. The most common employment groups in the Faculty of Medicine are:
- CUPE 2950 (clerical, secretarial and library employees)
- M&P (Management or Professional positions)
- NUT (research support to faculty and staff)
- CUPE 2278 (teaching assistants)
A full list of employment groups on campus can be found
- Every position at UBC must be evaluated or classified by employment group (CUPE 2950, M&P etc.) and then further classified by the type of work (administrative, financial etc.) and then by the level (or scope and complexity) of the work.
- Each employment group has a unique classification structure
Next, determine the job family and level of the work.
- M&P jobs are divided into
36 job families
- Each M&P job family if further divided into Levels (A-H) known as the
Occupational Guidelines for M&P Staff that differentiate the type, scope and complexity of the work performed.
- These guidelines provide information regarding typical responsibilities, accountability, supervision and minimum qualifications to help identify the position’s level.
- Once the position’s level has been established, determine the associated pay based on the M&P salary scales (link).
- CUPE 2950 jobs are divided into 5 families: Library; Administration-General; Administration-Academic/Students; Administration-Clinical and Technical.
- Each CUPE 2950 family is further divided into
Benchmarks, which are groupings of work that are similar in nature.
- Each CUPE 2950 benchmark provides information regarding typical duties, supervisory responsibilities, education, experience, decision making and interpersonal skills which determine the position’s level.
- Once the position’s level has been established, determine the associated pay based on the CUPE 2950 salary scale.
- TRA’s jobs are divided into 3 job families
- Each job family is further divided into levels based on the scope and complexity of the work.
- Once the level of the position has been established, determine the associated pay based on the
NUT salary scales.
Writing a Job Description
- All positions at UBC require a job description, the hire process cannot be completed without one.
- All job descriptions at UBC follow a standard
job description template.
- All job descriptions must be entered into the Position Management system. (Payroll will not be able to complete the hire process unless there is a job description in the system.)
- The Position Management system is essentially a job description library and position numbers are the file number for job descriptions.
- Be sure to track position management numbers in order to reference job descriptions, since many positions have the same or similar title.
- For example, you or your recruiter may be searching for an Admin Support 4 job description. If you search by title you will likely get dozens of possible matches, however, with the position number you will be able to go directly to the job description you are looking for.
- Ensure the information entered into the position management system is accurate as it will feed into the Hyperion budgeting system. Position numbers automatically link the costs associated with your positions to your department’s budget/speedcharts once they are in the system.
- You are responsible for writing job descriptions for your team. After completing a job description, forward it to your department recruiter to be entered into eRecruit and submitted for approval.
- Central compensation will review the job description. If the correct employment group, job family or level is not selected, the compensation representative will provide suggestions and advice. However, it is not their responsibility to write or re-write the description.
Do you have more than one staff member with the exact same job description? You are able to pool positions in order to create only one job description and have one position management number regardless of the number of staff. Pooled positions are optional, as some departments may prefer to have unique position management numbers for each employee.
For information on how to “pool” employees refer to the
job description manual.
For the pooled option to work, employees must be paid from the same speedchart. If they are paid from different speedcharts, the positions cannot be pooled.
Entering the Job Description
For detailed instructions on how to enter a job description into the position management system, refer to the
job description manual
Approving a Job Description
Once your position has been entered into the position management system and assigned a position management number, send it to central Compensation for approval.
- After entering the position in eRecruit, use the “Save & Submit” button to submit to central HR Compensation for approval. If this step has been done correctly, you will see “pending approval” in the status box.
- All M&P and TRA positions must be approved prior to filling or posting. The position cannot be posted unless it has an “approved” status from compensation.While the University does not require CUPE 2950 positions to be approved through Central Compensation, FoM best practices states that all positions, including CUPE 2950 should be approved. This avoids problems with misclassified positions which can result in costs to the department. Proper position classification minimizes delay in sending to compensation for approval.
- Currently, Compensation meets twice per week (Mondays and Thursdays) to review newly submitted descriptions. If your description is appropriately classified, it should be approved and sent back within a few days. If it has not been appropriately classified, it is best to find out before the position is filled and thereby avoid costs and extra work to “fix” the misclassification.
Enter the budgeting funding information under the budget tab. This information is transferred into Hyperion as the forecasted budget. In order to ensure consistency across the Faculty, please use the following guidelines:
- M&P budget for the mid-point of the salary scale
- CUPE 2950 budget for Step 1 of the pay grade
- CUPE 2278
- TRA budget for the mid-point of the salary scale
In this section there is also a menu that requires you to select either “hire” or “position” data. Always select hire data in order to ensure the actual negotiated salary appears in your budget and not the amount that was “budgeted” for the position.