Frequently Asked Questions

ADVERTISING

Question: The position being filled was not advertised. How should I complete Sections C and D of Part A concerning the advertisement of the position?
Answer: In exceptional circumstances, the Principal, Dean or Unit Head may decide not to advertise for a particular position. (Article 25.7.1). If this is the situation in your Committee, you must obtain an exemption letter from the Dean and attach it to Part A of the Equity Reporting Form.

Question: What should the Appointments Committee do if the position it is trying to fill was previously advertised and it is using a previous applicant pool?
Answer: Parts A and B of the Equity Reporting Form have been revised to capture this information. Indicate that the position was previously advertised in Part A, Section C. Specify that the Committee is evaluating a previous applicant pool by checking the appropriate box on Part B.

EQUITY REPORTING FORMS

Question: The Administrative Assistant in my department is extremely capable and is very knowledgeable of the appointment (or RPTC) process. Is it acceptable for him or her to complete the Equity Reporting Forms as long as the EE Rep reviews it for accuracy?
Answer: No. The EE Rep has the explicit responsibility for the Committee adhering to the rules and expected practices that assure equity and for data collection and reporting. (Article 24.2.2). It is imperative that the EE Rep personally complete all parts of the Equity Reporting Forms due to the confidential nature of the appointments process (such as information contained on the Self-Ids and the department’s Data Profile).

Question: When should Part A be submitted to the Equity Office?
Answer: As soon as a position is advertised and the Appointments Committee is formed, the EE Rep should complete Part A and forward it to the Equity Office together with a copy of the advertisement for the position. Please refer to the instructions page for the forms process at: http://www.queensu.ca/equity/userfiles/instructionsAtoD(2).doc

Question: When should Part B be submitted to the Equity Office?
Answer: Once the Appointments Committee has determined a short-list of candidates (but before the interviews take place), the EE Rep should complete Part B and forward it to the Equity Office. Please refer to the instructions page for the forms process at: http://www.queensu.ca/equity/userfiles/instructionsAtoD(2).doc

Question: When should Part C be submitted to the Equity Office?
Answer: After the Appointments Committee has interviewed the short-listed candidates, but before an offer is extended to any candidate, the EE Rep should complete Part C and forward it to the Equity Office.

Question: When should Part D be submitted to the Equity Office?
Answer: Once the candidate has accepted the offer, Part D should be sent to the Equity Office together with all copies of the Self Ids. The Equity Office will destroy all of the Self Ids.

Question: The search for a CRC Chair was unsuccessful, how should I proceed with the forms process?
Answer: Please complete all sections of the Forms process. These are required for statistical purposes. Section C on Part D provides a place to state why the process collapsed.

Question: The QNS candidate was not successful. How should I proceed with the forms process?
Answer: Please complete all sections of the Forms process. These are required for statistical purposes. Section C on Part D provides a place to state why the process collapsed.

Question: After going through the hiring process we have been unable to find a qualified applicant. How should I proceed?
Answer: Please complete all sections of the Forms process. These are required for statistical purposes. Section C on Part D provides a place to state why the process collapsed.

Question: Our funding has been withdrawn, how should I proceed?
Answer: Please complete all sections of the Forms process. These are required for statistical purposes. Section C on Part D provides a place to state why the process collapsed.

Question: We just found out after completing Part A that the position will not be filled. Do we need to submit a Part B, C and D?
Answer: No, just part D.

Question: Part C asks whether or not the appointment addresses the department’s goals. A women was appointed in the department. Does this qualify as addressing the department’s goals?
Answer: Not necessarily. If women are not under-represented in the department, then it would not qualify as addressing the department’s goals.

SELF IDENTIFICATION QUESTIONNAIRES

Question: Where do the applicants return the Self-Identification Questionnaires?
Answer: Applicants return the Self-Identification Questionnaires directly to the Office of the Equity Office. The Equity Office sends the original Self-Ids to the EE Rep on the Appointments Committee.

Question: An applicant has not completed a Self-Identification Questionnaire; however, it is apparent from other information in the file that the applicant is a woman. May I indicate that the applicant is a woman on Part B of the Equity Reporting Forms?
Answer: No. Information regarding any applicant’s membership in a designated group may only be included if that individual has submitted a Self-Identification Questionnaire and has indicated that s/he wants the information to be used in the Appointments Process. The EE Rep and the Committee may not otherwise make any assumptions regarding the applicants.

Question: I am not the Employment Equity Representative but I would like to request the number of applicants who have self identified. Can you provide me with this information?
Answer: Yes, but only the number of applicants who self identified. We cannot provide you with any specific information about the applicants self identification information.

Question: I am the EE Rep on the Appointments Committee and I have yet to receive any self identification questionnaires.
Answer: You will not receive Self Ids if a Part A has not been sent to the Equity Office. Part A lets the Equity Office know the process has started and also lists who the EE Rep is for the hiring Committee.

Question: What should the EE Rep do with the original Self-Ids at the end of the Appointments Process?
Answer: All originals and any copies of the Self-Ids should be returned to the Equity Office for destruction after the completion of the Appointments Process.