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HIRING PROCESS

Human Resource Manual

Reference Checks

Section 511

March 27, 2013 1

REFERENCE CHECKS

PURPOSE:

1.

These procedures are aimed at ensuring that reference checks conducted

by GN Selection Committees result in the collection of quality information

about the capability, suitability, and employment record of applicants.

Properly conducted reference checks also provide an opportunity to verify

information provided by the candidate during the interview process.

APPLICATION:

2.

This directive applies to all departments, agencies and employees of the

Government of Nunavut, with the exception of the Workers’ Safety and

Compensation Commission of the Northwest Territories and Nunavut, and

Nunavut Development Corporation.

PROVISIONS:

3.

The reference check is to be used to confirm the Selection Committee’s

findings from the interview. This includes verification of the candidate’s

employment background and confirmation of statements the candidate

has made in the interview.

4.

The candidate provides references by completing the attached Reference

Check Release Form, Appendix “A”.

5.

The Selection Committee must use in assessing a candidate’s suitability

for employment through the reference check process the following:

(1)

The attached Reference Check Form, Appendix “B” when

completed.

(2)

The candidate’s resume/application.

(3)

The position requirements, and

(4)

Any areas of concern that might have been raised from the

interview to decide what information (for example concerns,

strengths, verification of statements the candidate made).

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HIRING PROCESS

Human Resource Manual

Reference Checks

Section 511

March 27, 2013 2

6.

The Reference Check Form is divided into questions that are to be asked

to all referees and some questions that are to be modified dependent on

the position advertised.

7.

In exceptional situations one or more questions can be added to verify a

specific statement made by the candidate in an interview. These would not

be independently scored but could make it necessary to reevaluate the

scoring awarded to the candidate in their interview. If for example it was

determined that the candidate provided false information.

8.

Current employees who are being considered for a GN position must

provide two positive references. One of the references must include the

current supervisor. Failure to provide the most current supervisor as a

reference may result in the candidate being excluded from further

consideration. The Selection Committee may request that all references

be from supervisors in the GN.

9.

For all other applicants, three positive references are required. One of the

references must be from the current supervisor. Failure to provide the

most current supervisor as a reference may result in the candidate being

excluded from further consideration. If the candidate has previously

worked for the GN the Selection Committee may request a reference from

past supervisors in the GN.

10.

In general, a member of the Selection Committee may not serve as a

candidate’s referee. In exceptional circumstances a Selection Committee

member may provide a reference. A member of a Selection Committee

who provides a reference for a candidate must remove him/herself from

the final hiring decision.

11.

In extraordinary cases, the Selection Committee may accept another

referee in place of the current supervisor where the candidate can show

that such a measure is necessary in order to avoid bias. This step will only

be taken where the employee is able to provide strong evidence to

support a conclusion that their immediate supervisor is unable or unwilling

to provide a reliable reference.

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HIRING PROCESS

Human Resource Manual

Reference Checks

Section 511

March 27, 2013 3

12.

Candidates should ensure that referees are available to complete the

reference check within ten (10) working days after the first attempted

contact. If a referee is unavailable after the ten (10) days, the Selection

Committee may:

(1)

Proceed to the next candidate.

(2) Provide

an

extension

to the candidate, and or

(3)

Provide the candidate the opportunity to provide an alternative

referee.

13.

Information obtained in reference checks is confidential and must be

handled in such a way as to maintain the privacy of the candidates. All

referees providing a reference must also be informed that their reference

will be utilized by Selection Committee members in rendering a hiring

decision and may be requested by the applicant. They should also be

advised that their reference may be accessed under the Nunavut Access

to Information and Protection of Privacy Act.

14.

The Staffing Consultant will be responsible for conducting the reference

check interviews. Any member of the Selection Committee if requesting

can also participate in this process provided however that their availability

does not create delay.

15.

The Staffing Consultant must:

(1)

Ensure all the information obtained in the reference is documented

on the reference check form.

(2)

After signing and dating the reference check form, inform the

Selection Committee of the results of the reference checks and

(3)

Place the completed reference check forms in a sealed envelope

and attach them to the applicant’s resume.

16.

If the Selection Committee is not satisfied with the reference check results,

the next suitable candidate on the list is moved to first place.

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HIRING PROCESS

Human Resource Manual

Reference Checks

Section 511

March 27, 2013 4

AUTHORITIES AND REFERENCES

17.

The Nunavut Public Service Act

Sections 16-22

18. The

Nunavut Land Claims Agreement

Article

23

19.

Nunavut Human Rights Act

20.

Canadian Charter of Human Rights and Freedoms

21.

Canadian Human Rights Act

22.

Priority Hiring Policy

CONTACTS

23.

For clarification or further information, please contact:

Director, Recruitment and Staffing

Department of Human Resources

Iqaluit, Nunavut

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HIRING PROCESS

Human Resource Manual

Reference Checks

Section 511

March 27, 2013 5

APPENDIX “A”

Attention:

REFERENCE CHECK RELEASE FORM

I

hereby authorize the Government of Nunavut, Department of Human

Resources to contact the following references that I have provided, in the event that I

am one of the final candidates being considered on competition reference # ________ .

_________________________________ ________________________

Signature of candidate Date

Please list your employment references (references should be past, direct supervisors

who have supervised you for at least six months):

Name

Title

Company

Telephone # Email

Address

MOST RECENT

SUPERVISOR: SECOND MOST RECENT SUPERVISOR

THIRD MOST RECENT SUPERVISOR

A minimum of three references must be listed.

w6vNw/6goE`p5 HAVAKTOLIKIYIT

DEPARTMENT OF HUMAN RESOURCES STAFFING DIVISION

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HIRING PROCESS

Human Resource Manual

Reference Checks

Section 511

March 27, 2013 6

APPENDIX “B”

REFERENCE CHECK FORM

Date: Candidate:

Committee Member: Manager/Supervisor (Referee):

I am checking the references of (candidate’s name) who is being considered for a (name of position) position with the Department of (name of department) and your name was given as a reference. Would you mind answering a few questions? It is estimated that this process will take approximately 10 to 15 minutes. Is this is convenient time for you? If not when would be a more convenient time for this discussion?

Before we start I need to let you know that(candidate’s name) can review the information in this reference check, are you comfortable with proceeding? Yes … No…

1. Did you supervise name Yes … No …

If Yes - For how long? ___________

If No - How long and what capacity have you known (candidate’s name)

_________________________________________________________________

2. What position(s) did him/her hold and what were the main duties of the position(s)? _________________________________________________________________

3. Can you tell us if (candidate’s name) had any attendance problems, such as lateness, unapproved absences, or reliability/dependability issues, etc. within the course of their employment? If yes, please give examples of any problems experienced: _________________________________________________________________

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HIRING PROCESS

Human Resource Manual

Reference Checks

Section 511

March 27, 2013 7

4. Does your organization have a performance management or review or evaluation process?

If Yes - Did you evaluate (candidate’s name) within this system?

If Yes - Would it be possible to provide a few details of the review you completed?

_________________________________________________________________ _________________________________________________________________ 5. Current or Most Recent Supervisor Reference Only (all other references go to

question # 6). Within the last 12 months when you supervised/managed (candidate’s

name) was (candidate’s name) disciplined? Yes … No …

If No - Please go on to question 6

If Yes - What were the circumstances of the discipline?

_________________________________________________________________ Was the discipline documented or was it verbal?

_________________________________________________________________ What was the outcome after the discipline was imposed?

_________________________________________________________________ 6. Would you say that (candidate’s name) is flexible and adaptable? Yes … No …

7. Please describe (candidate’s name)’s interpersonal skills when dealing with co-workers, supervisors, clients and or the general public.

_________________________________________________________________ _________________________________________________________________

8. Are there any other examples of demonstrated skills/abilities that you would like to add? _________________________________________________________________

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HIRING PROCESS

Human Resource Manual

Reference Checks

Section 511

March 27, 2013 8

9. Is there any other factual information that I have failed to ask or that you think is important we be made aware of before we possibly make an offer to (candidate’s name)?

_________________________________________________________________

10. On the basis of (candidates names) resume, he/she indicates his/her role was ( ) with respect to (project, task, achievement). As supervisor is this an accurate reflection of (candidate) role and outcome of the project/task/achievement?

_________________________________________________________________ _________________________________________________________________ 11. Would you hire (candidate’s name) back? Yes … No … Why?

_________________________________________________________________ Thank you for your time and cooperation.

Reference conducted by: NAME: _____________________ TITLE: ____________ DATE: _______________

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HIRING PROCESS

Human Resource Manual

Reference Checks

Section 511

March 27, 2013 9

Candidate Suitability

Note: This additional page is to be utilized when Candidates need to be assessed further based on suitability for the position and or a need to understand specific skill sets defined within the context of a job description. This is not a requirement for all positions but will provide the interview panel with additional options to review during the reference process. It can provide additional support to candidates who have been assessed a low score or to candidates in specialized positions where specific duties need to be verified by a reference.

The following three questions are examples and should be modified to suit the individual job description as it relates to the competition – they should be related to the Knowledge, Skills, and Abilities of the job description being assessed.

12. (Example) In this role the position is required to be able to supervise several staff. Can you please describe how effective (candidate’s name) has been in supervising staff within your organization?

_________________________________________________________________ _________________________________________________________________

13. (Example) In this role the position is required to identify, monitor and assess problems and determine appropriate courses of action. Can you please give an example of how

(candidate’s name) has dealt with this type of workload in the past? Was the outcome

positive for those involved and your organization?

_________________________________________________________________ _________________________________________________________________

14. (Example) In this role the position is required to maintain confidentiality, integrity and a level of workplace standards that meet with public confidence on a daily basis. Please describe

how (candidate’s name) is able to maintain high moral standards and workplace integrity.

_________________________________________________________________ _________________________________________________________________

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HIRING PROCESS

Human Resource Manual

Reference Checks

Section 511

March 27, 2013 10

Nunavut is a different environment than most other jurisdictions across Canada – it would be beneficial to know prior to active employment whether the individual can handle the stresses of being in a different environment (smaller communities, weather, daylight, travel restrictions, etc.):

15. Please describe for us your understanding of (candidate’s name)’s ability to adapt to new environments or to be able to work under various operating pressures.

_________________________________________________________________ _________________________________________________________________ Thank you for your time and cooperation.

Reference conducted by: NAME: _____________________ TITLE: ____________ DATE: _______________

References

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