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Application questions can be added to the requisition to support sorting of the application pool. Talent Acquisition can support further guidance on common questions to support your sorting filters during the review and screening stages to streamline efficiencies and consistency while eliminating the need for manual spreadsheets.

Prior to screening applicants, the short-list criteria should be identified and confirmed with the hiring panel for accuracy, completeness and prioritization/weighting.

To ensure applicants are not screened out based on unreasonable requirements, the screening criteria should be based on the minimum required competencies and bona-fide occupational requirements as reflected in the job posting. 

Examples include:

• Educational requirements and/or specific coursework.
• Specific work experience.
• Number of years of related or direct experience.
• Technical skills and/or knowledge.
• Computer knowledge and proficiency.
• Written communication skills and experience.
• Knowledge of the º£½ÇÉçÇø or a particular area (e.g. research grants).
• Specific competencies such as client service aptitude, multi-tasking abilities, attention to detail.

Ensure that screening criteria is objective, job-related and free from any discriminatory elements.

The can be used to record, manage and process applications and related recruitment information. The Talent Acquisition, Immigration and Records team in Shared Services can help you navigate moving your candidate through the recruitment stages in the Career Portal through Enhanced Services. Alternatively, if your position is not posted through the Career Portal, recruitment resources and templates are available and can be leveraged as part of your department’s interview process as needed and must be maintained as per records retention requirements.

Be sure to maintain and respect the confidentiality of all applicants throughout the recruitment process.

Positions NOT posted on the Career Portal

In cases where a posting is not required and/or the Shared Services Talent Acquisition Immigration and Records team is not involved in recruitment, faculties, units and departments should continue to store and maintain recruitment records as outlined in the  and follow the steps below.

Historical Recruitment Folders (Positions posted on the old Career Portal before October 6, 2025)

For all the competitions posted in the previous  Career Portal, Shared Services Talent Acquisition, Immigration, and Records (TAIR) created a shared Google Drive recruitment folder to store all documentation gathered throughout the recruitment process. These folders remain accessible for review. TAIR manages the lifecycle of the requisition and deletes/archives files according to the .

To support a fair and consistent screening process, consider working with TAIR to apply a standardized rating scale to objectively assess candidate qualifications. The ranking process must be initiated at the time of creating the job requisition in the Career Portal. It cannot be applied later in the process. 

An example of a rating scale:

• Rank 1: Applicants meet all qualifications.
• Rank 2: Applicants meet some qualifications; potential for consideration depending on the number of Rank 1 applicants.
• Rank 3: Unqualified applicants who do not meet the criteria of the role.

Applicants who are identified as Rank 1 will be progressed to the hiring manager for review. Hiring Managers may wish to review Rank 2 applicants, particularly internal candidates, but are not obligated to do so if there is a strong pool of Rank 1 applicants. Candidates in Rank 3 will be disqualified and do not need to be reviewed by the hiring manager as they do not meet qualification criteria of the role.

After the competition deadline or, in the case of an ongoing posting, when sufficient resumes are received, begin your review by logging into the . For assistance on how to use the Career Portal, refer to the .

Considerations when reviewing resumes:

• Internal applicants will be considered before external candidates based ranking prioritization aligned with competition requirements. 
• Opportunities to include a diverse candidate pool as part of the screening process in line with the university’s commitment to Access, Community and Belonging.
• Leverage sorting and filtering features in the Career Portal applicant list based on established screening criteria. Compare each applicant’s resume and submitted documents to the qualifications outlined in the posting and move shortlisted candidates to the next stage within the system.
  • Look for work experience, education and relevant achievements.
  • Candidates should not be disqualified for not including a cover letter, base decisions on their resume and profile qualifications. 
  • The Career Portal will allow candidates to maintain an up-to-date profile so they will not need to customize a cover letter for every position. This will promote an improved candidate experience and ease of application.
  • Open the candidate profile to review additional information that may not be located on the resume directly.
• Consider values alignment.
  • Although this is typically assessed in the interview, look for insights into the candidate’s motivations and unique qualifications.
• Check for consistency.
  • A consistent and organized format throughout the resume (e.g. accuracy, grammar, spelling, punctuality, spacing).
  • Look for unexplained employment gaps, frequent job changes, inconsistencies in work history or qualifications.
    • Not automatically a disqualifier, but important points to note and inquire about in the interview.

Relocation and travel assistance may be available for the successful candidate. To ensure you have a budget before selecting a candidate who may need it, please familiarize yourself with:

• Moving and Relocation Support
• Removal Grants

Be ready to advise candidates during the interview process on our policies and the support potentially available to them. The Shared Services Talent Acquisition, Immigration and Records team is also available for consultation. 

Seek input on candidates from your hiring panel/selection committee to determine who to interview. Review the Interviews section for information on how to determine your hiring panel/selection committee.