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Frequently Asked Questions
 
Recruitment
York University Temporary Agency (YUTA)
Relocation Services
Employment Equity

 

Summary of Questions - Recruitment
 
1. I am a YusApuY-2 employee and I’m interested in applying to an internal posting. Can I apply for it?
2. What does a complete application package consist of?
3. How do I apply for a position?
4. I am an internal candidate. I sent my application in two weeks ago but I have not received feedback. What should I do?
5. I can’t edit the application form on the York University website. Is there any way you can send me an application form via e-mail?
6. I am an external candidate. I sent my application in two weeks ago but I have not received feedback. What should I do?
7. I am interested in a posting that appears on your website but the ad asks for a complete application package. What does that include?
8. What does CPM mean?
9. Can I send Recruitment and Employment Equity my resume to retain on file for any future openings?
10. When are non-academic positions posted?
11. What is the difference between extended and external for job postings?
12. My posting closes on Friday. Does that mean that I will receive the resumes on Friday as well?
13. What services does Recruitment offer?
14. Who attends Orientation?
   
   
Answers - Recruitment
 
1. I am a YusApuY-2 employee and I’m interested in applying to an internal posting. Can I apply for it?
Internal postings are open to YusApuY-1 applicants only. Once the position goes extended and/or external, YusApuY-2 members are able to submit their applications for consideration.
   
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2. What does a complete application package consist of?
Your application package should consist of the official application form, a current resume, and a covering letter. Your resume should clearly reflect how you meet the posted qualifications. A separate application package is required for each position you apply for. All applications must be received by the posted deadline date, noted on each individual posting. Application forms can be found on our website at www.yorku.ca/jobs.
   
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3. How do I apply for a position?
To apply, please ensure that:
  1. You have submitted a complete application package (application form*, resume and covering letter) before the posted deadline date.
  2. A complete application package has been submitted for each job posting you are applying for.
  3. You have quoted the appropriate posting number on your application form and in the subject line of your email. Please keep the posting number for future reference or inquiries.
   
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4. I am an internal candidate. I sent my application in two weeks ago but I have not received feedback. What should I do?
Recruitment Services can check with the Hiring Manager to follow up on the status of the position.
   
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5. I can’t edit the application form on the York University website. Is there any way you can send me an application form via e-mail?
In order to edit our application form, you must first save it as a Word document. You may then edit it and attach it to an e-mail message as you would with any other documents.
   
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6. I am an external candidate. I sent my application in two weeks ago but I have not received feedback. What should I do?
Recruitment Services can check with the Hiring Manager to determine if the position has already been filled.  Typically, feedback is not provided to external applicants.  With the extremely high volume of external applicants (thousands at a time), we are unable to get back to each applicant.  The ‘bounce back message’ you receive (if you’ve submitted your application package electronically) will acknowledge and thank you for your application package, and will explain that only finalists will be contacted.  We sincerely appreciate your interest in a career with York University.
   
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7. I am interested in a posting that appears on your website but the ad asks for a complete application package. What does that include?
A complete application package includes the following pieces:  cover letter, application form and resume.  Application forms can be found on our website at  www.yorku.ca/jobs.
   
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8. What does CPM mean?
CPM is an employee association at York, and it stands for Confidential, Professional and Managerial. The employees in this category are either from the management group or they are individuals who come in contact with highly confidential information.
   
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9. Can I send Recruitment and Employment Equity my resume to retain on file for any future openings?
If you are interested in employment with York University, please follow our recruitment process.  We encourage you to visit our website at www.yorku.ca/jobs  to view all our available positions. If you are interested in any of the positions posted, you may apply by submitting your resume, cover letter and our application form to jobs@yorku.ca, or by fax at 416-736-5566. Please remember to quote the posting number and the title of the job you are applying for. We advise you to keep the posting number for future inquiries.
   
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10. When are non-academic positions posted?
Non-academic positions are posted every Monday, Wednesday and Friday.  To view postings please visit www.yorku.ca/jobs.

Thank you for your interest in a career with York University.
   
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11. What is the difference between extended and external for job postings?
Extended
- If there are no qualified applicants from the internal search, the search will be extended to other employees of York who are not members of the same bargaining unit as the position posted.
External - Any applicant who is not in a York University affiliated employee group will be considered in an external search.
   
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12. My posting closes on Friday. Does that mean that I will receive the resumes on Friday as well?
If the posting closes on Friday, it means that applicants have until midnight on that date to apply for the position. Hiring managers will receive applications two days after the posting closes.
   
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13. What services does Recruitment offer?
Recruitment’s services include: providing a resume screening service/short-listing of candidates, assisting with interview structure/questions, participating on interview panels, keeping candidates updated during the recruitment process, and providing expert advice and guidance throughout the recruitment life cycle.
   
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14. Who attends Orientation?
An orientation session is provided to all new YusApuY and CPM employees. This information includes an overview of the University’s history, program and services.

At this session, employees are provided with a more detailed explanation of benefits coverage, and procedures to sign-up for benefits and payroll.

Human Resources conducts orientation sessions on Wednesdays at 9:00 am. Recruitment schedules the new hire’s orientation and notifies the Hiring Manager of the orientation date. Attendees must bring the following information:
  1. Social Insurance Number
  2. Proof of date of birth (e. g.: passport, birth or baptismal certificate, citizenship card)
  3. Names and birth dates of beneficiaries and dependants
  4. Banking information (e.g. void cheque, bank branch address)

Orientation sessions are held in the Department of Human Resources, Suite A, East Office Building

   
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Summary of Questions - York University Temporary Agency
 
1. How and when will I be paid?
2. How do I get a full-time job?
3. How do I get another assignment?
4. Do I qualify for benefits and sick time?
5. My manager is away and I cannot get my timesheet signed, what do I do?
6. How long does it take to find a suitable casual for an assignment?
7. What types of computer assignments are used to test a casual employee’s candidacy?
8. Once a casual is in place, how will I be billed and what are the costs associated with the hire of the casual?
9. Will the casual employee have an email account? Who is responsible for the setting up of the account?
10. Will YUTA be able to provide a summary report of casuals currently on assignment upon request?
11. What type of positions does YUTA staff?
12. Where can I see your postings of available positions?
13. How long are temporary assignments?
14. Are positions part-time and if so, how many hours per week can I work? What are the working hours?
15. Do you staff outside of campus?
   
   
Answers - York University Temporary Agency
 
1. How and when will I be paid?
YUTA employees are paid bi-weekly by direct deposit on Thursdays. Please see the following link for exact dates on our payroll schedule (link to existing schedule).
   
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2. How do I get a full-time job?
Any YUTA employee interested in full-time employment must apply for a position directly through full-time recruitment. Please see our full-time job postings at (link to be added).
   
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3. How do I get another assignment?
YUTA employees will automatically be considered for upcoming roles. Please contact the YUTA office to confirm your availability for future assignments towards the end of your current assignment. YUTA will communicate the end date of the assignment as soon as it is confirmed.
   
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4. Do I qualify for benefits and sick time?
Benefits and sick time are not available for temporary and part-time employees.
   
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5. My manager is away and I cannot get my timesheet signed, what do I do?
To avoid delay in payment, please fax in an unsigned sheet by the deadline and contact the YUTA office to advise as to when a signed copy will be sent. Please call extension 55050.
   
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6. How long does it take to find a suitable casual for an assignment?
YUTA does not have a standard fill time as it will depend on the nature of the role, the job criteria, as well as the YUTA pool of candidates available and their suitability for the position.
   
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7. What types of computer assignments are used to test a casual employee’s candidacy?
YUTA tests candidates on the following software and knowledge areas: MS Word, MS Excel, typing, grammar, math and reasoning
   
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8. Once a casual is in place, how will I be billed and what are the costs associated with the hire of the casual?
Following a payroll period, a journal upload is processed and the applicable cost centre will be charged directly. In addition, an invoice will be sent to the client contact outlining the costs including the salary with vacation, benefits, and YUTA fee.
   
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9. Will the casual employee have an email account? Who is responsible for the setting up of the account?
Typically the casual will not have an email account set-up and the department will have to work with Computing and Network Services (CNS) to set up an email account. YUTA will provide the employee ID as soon as possible to facilitate the request.
   
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10. Will YUTA be able to provide a summary report of casuals currently on assignment upon request?
Yes, YUTA is able create custom reports based on the information required with regards to YUTA employees and their assignments.
   
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11. What type of positions does YUTA staff?
The York University Temporary Agency is continually accepting applications for administrative, secretarial, reception, clerical and customer service positions. 
   
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12. Where can I see your postings of available positions?
As our positions change quickly and are requested on short notice we are unable to post positions.
   
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13. How long are temporary assignments?
All positions are short-term and casual in nature. Assignments may be for 1 day to a maximum of 3 months in length.
   
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14. Are positions part-time and if so, how many hours per week can I work?  What are the working hours?
Candidates must be available to work 35 hours per week, Monday through Friday during regular business hours.
   
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15. Do you staff outside of campus?
All positions are within York University and may be located on the Keele Campus, Glendon College or downtown at Osgoode Hall Law School’s Professional Development Centre and the Schulich School of Business Nadal Management Centre.
   
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Summary of Questions - Relocation Services
 
1. What is the role of the Relocation Coordinator?
2. What assistance is available?
3. What needs to be done in order to access Relocation Services?
4. At what stage can I contact you?
5. Where can I find information on the University’s Relocation Allowance policy?
6. If I have any questions about my relocation allowance or need to hire a moving company, who do I contact?
7. If I have need for more basic assistance, does the University have immigration lawyers I can use?
8. I do not know my employee ID number. Where can I obtain it?
9. I am considering buying a residential home. Does the University offer any assistance?
10. I need help finding moving companies. Can York University offer any assistance?
11. What is a Labour Market Opinion (LMO)?
   
   
Answers - Relocation Services
 
1. What is the role of the Relocation Coordinator
To provide assistance to prospective and recently appointed faculty (including Visiting Professors, Guest Lecturers and Post Doctoral Fellows), senior managerial staff*, professional librarians, and their families, with many aspects of relocating to York University and the Toronto area. Consultations are free and confidential.

*Senior managerial staff members are classified by title and include President, senior direct reports of the President, Vice-Presidents, Associate Vice-Presidents, and Deans.
   
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2. What assistance is available?
The Relocation Coordinator assists employee/family orientation to the city by discussing the unique and diverse qualities of Toronto neighbourhoods and surrounding areas. She answers questions on immigration, accommodation (renting/buying), partner/spousal employment assistance, health care, banking, moving, child care, schooling, drivers’ licenses, and more. From the prospective stage of relocation, to pre-move, arrival and settlement, the Relocation Coordinator guides referred employees through the process.

The Relocation Coordinator does not handle any budget related matters such as the booking (hiring) and payment of moving companies, and does not provide details of individual relocation allowances that may be negotiated at hire. Such matters are managed by your hiring department/faculty.
   
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3. What needs to be done in order to access Relocation Services?
The Dean, Principal, University Librarian, Executive Officer or their designate, as appropriate, completes the referral form and forwards it to the Relocation Coordinator by internal mail, fax or email. Referrals are accepted at the final short-listing stage, when prospective employees are considering a career at York University, at the job offer stage, and in the early months at York University. The Referral Form is available on the Relocation Services web site.
   
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4. At what stage can I contact you?
If you have recently been offered a position at York University, have signed and submitted your offer letter, or have just relocated, please ask your hiring department if it is appropriate to refer you to Relocation Services.
   
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5. Where can I find information on the University’s Relocation Allowance policy?
This policy is located on the York University Faculty Association web site at http://www.yufa.org/contract/appt.html.
   
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6. If I have questions about my relocation allowance or need to hire a moving company, who do I contact?
Please contact your hiring department. Contact names and details can be located in your offer letter and employment package.
   
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7. If I have need for more than basic assistance, does the University have immigration lawyers I can use?
York University has a list of lawyers we can provide. Please contact the Relocation Coordinator for details.
   
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8. I do not know my employee ID number. Where can I obtain it?
Please speak with your Supervisor or contact Records, in the Department of Human Resources, by phoning (416)-736-2100 ext. 55005.
   
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9. I am considering buying a residential home. Does the University offer any assistance?
York University has a Guaranteed Housing Loan plan to assist full-time continuing (permanent) employees with the purchase, re-financing or renovation of a principal residence. The University will guarantee the loan given by one of the banks or credit unions designated by the University and chosen by the employee. Please note that you must first meet the financial institution's normal lending criteria to obtain a loan. Various conditions must be met; for example, the borrower must have personal equity of at least 10 per cent of the total value of the house upon closing. For more information on the guarantee, please contact the University Treasurer, Laurie Lawson, at laurie.lawson@yorku.ca, or call (416) 736-5539.
   
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10. I need help finding moving companies. Can York University offer any assistance?
Yes. The University has negotiated contracts with several major moving companies for domestic, cross-border and international moves. These preferred moving companies (CAUBO* members) provide competitive rates. Their details can be found at www.caubo.ca/pr/agreements_moving_e.cfm.
Please consult either the Budget Officer or the Finance Officer of your hiring Faculty/department for more details.

* CAUBO: The Canadian Association of University Business Officers.
   
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11. What is a Labour Market Opinion (LMO)?
In order for our offer to a non-Canadian to become bona fide, Service Canada (HRSDC) must 'validate' or confirm the job offer. This is issued in the form of a 'Labour Market Opinion.’ The Relocation Coordinator forwards HRSDC a file containing the details of the search, the advertisement, the number of domestic applicants, and the reasons why the top three Canadian applicants were deemed unqualified. Once this has been completed and the LMO has been issued, the Relocation Coordinator receives the notification, which is passed on to the new employee. This confirmation contains a System File Number which allows the immigration authorities to access the LMO, and authorizes them to issue the employee a temporary work permit. The temporary work permit is required to enter the country, to begin the position and to achieve Permanent Residence status. Permanent Residence status is needed to keep a permanent/continuous position. 

For more information on the forms required for an LMO application, please visit:

http://www.hrsdc.gc.ca/en/epb/lmd/fw/emp5239e.pdf
(for the Foreign Worker Application for a Labour Market Opinion)

http://www.hrsdc.gc.ca/en/epb/lmd/fw/emp5251e.pdf
(for the Foreign Academic Recruitment Summary), and

http://www.hrsdc.gc.ca/en/epb/lmd/fw/emp5354e.pdf
(for the Application to Extend a Labour Market Opinion.)
   
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Summary of Questions - Employment Equity
 
1. What is Employment Equity?
2. Does employment equity lead to hiring unqualified people?
3. Why do we conduct a university-wide Self-Id employment equity survey?
4. Why should I complete the Self-Identification Survey?
5. What happens to the information I provide in my survey?
6. Will my information be kept confidential? Who will see the raw data?
7. If my response to the survey is confidential, why do you need my employee number?
8. If I have completed the employment equity census in the past. Is it necessary for me to fill out a new survey?
9. I have completed the York Self-Identification survey online. Do I have to complete the paper survey?
10. What happens if I do not complete the Self-Identification Survey?
11. Will I be able to change my responses to the survey in the future?
12. If I self-identify as a person with a disability and I am a member of a visible minority group, can I answer yes to more than one question?
13. Can anyone complete the questionnaire on my behalf?
14. I'm not a member of any of the four "designated groups". Should I complete the survey?
15. I am not sure if I have a disability. What are some examples of disabilities?
16. I have been accommodated in the workplace. Should I still identify as person with a disability?
17. Why does this survey focus on only women, visible minorities, persons with disabilities and Aboriginal peoples? There are many other diverse groups at York University?
18. How is Section E (which asks respondents if they may be contacted to participate in focus group sessions) related to Employment Equity?
19. Are employees who are on short term disability (STD) and long term disability (LTD) leaves of absence required to complete the Self-Identification Survey?
20. I am a work study student. Should I complete the Self-Identification Survey?
21. What if I have an employment equity complaint or concern?
   
   
Answers - Employment Equity Self-Identification Survey
 
1. What is Employment Equity?

Employment Equity is an ongoing planning process used by employers to identify and eliminate barriers in employment procedures and policies, to ensure that the effects of systemic barriers are eliminated and to ensure there is appropriate representation of the four designated groups - women, Aboriginal peoples, visible minorities and persons with disabilities.

As a participant in the Federal Contractor Program (FCP), York is required to monitor its representation with respect to the four designated groups in these key areas: Selection, Hiring, Training, Promotion and Retention.

   
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2. Does employment equity lead to hiring unqualified people?

No, the purpose of employment equity is to hire qualified candidates and to remove employment barriers that may disadvantage members of the four designated groups. Employment equity respects the ‘merit principle’ and encourages the selection, hiring, training, promotion and retention of qualified individuals.  The purpose of employment equity is not to hire unqualified workers simply to meet numerical goals.

   
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3. Why do we conduct a university-wide Self-Id employment equity survey?

As part of York’s commitment to employment equity and the Federal Contractors Program (FCP) we conduct a university-wide Employment Equity Self-Identification Survey in order to ensure that our representation statistics are up-to-date. All employees are asked to complete a one minute Employment Equity Self-Identification Survey in which they are asked to identify whether or not they belong to one of the four designated groups - women, Aboriginal peoples, visible minorities and persons with disabilities. This information is necessary to assess the diversity of York and to assess how the university is doing in its progress towards equity. The information collected is kept confidential and used in an aggregated format for the purpose of reviewing and improving our employment practices.

   
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4. Why should I complete the Self-Identification Survey?

The FCP specifies that only those employees who identify themselves as a member of a designated group, or agree to be identified, may be counted as part of that designated group in York’s statistics. Therefore, in order for York to gain a true understanding of the composition of its workforce, all York employees should complete the Employment Equity Self-Identification Survey.

Having a thorough picture of our workforce representation will allow us to identify where under-representation exists, and to target our efforts towards removing barriers that may exist in our recruitment, hiring, training, retention and promotion practices.

We strongly encourage you to self-identify so that York can better understand if there are barriers to employment for certain designated groups that we may not be aware of. For example, York may discover that a certain group has a high representation of people with disabilities, but that there is a low representation of people with disabilities among the managers of this group. This would be a clue that there may be a barrier to employment for people with disabilities that York should investigate further. If you don’t self-identify, we won’t be able to identify and address barriers to employment for designated groups.

   
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5. What happens to the information I provide in my survey?

York’s Employment Equity Officer collects the Self-Identification Surveys of York employees. The Employment Equity Officer analyzes the aggregate results to identify whether there are any significant gaps in representation. Qualitative data will be gathered from the under-represented designated groups in an effort to ascertain what factors are linked to the under-representation In partnership with unions and management, Employment Equity Plans will be created with the aim of closing identified gaps in representation.

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6. Will my information be kept confidential? Who will see the raw data?

Yes, your information will be kept confidential. The Employment Equity Act states that self-identification data collected by an employer is confidential and can be used only for the purpose of implementing the employer's obligations under the Employment Equity Act.

Your individual raw data will be seen by the Employment Equity Officer in order to identify individual participants for further qualitative research on particular designated groups (eg. Focus groups, further surveys, etc.). The raw data will not be seen by any other employees at York, including your manager or other Human Resources employees.

   
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7. If my response to the survey is confidential, why do you need my employee number?

The Employment Equity Act states that employers shall ensure that there is a means of identifying on the questionnaire the employee who returns it. This way the employer can sort the data in various ways to ascertain whether there is under-representation in particular employee populations (for example, in a particular job category, at the management level, etc.). Identifying the respondent is also critical in order to follow up with non-respondents, and to track the career progression of designated group members (such as promotions and terminations) over time.

The responses to your Self-Id Survey will be kept confidential. (see question #4)

   
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8. If I have completed the employment equity census in the past. Is it necessary for me to fill out a new survey?

Yes. We ask that you to update your employment equity information at this time. Furthermore, the current version of the survey also asks respondents if they would like to participate in qualitative analysis such as focus groups.

   
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9. I have completed the York Self-Identification survey online. Do I have to complete the paper survey?

No. As long as you complete and return one of the formats of the survey, it will be considered complete.

   
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10. What happens if I do not complete the Self-Identification Survey?

The Employment Equity Officer will follow up with employees who do not submit their survey and encourage them to return the survey.

We understand that not all York employees will want to self-identify in the survey. The survey will be considered complete by responding to section F: “I choose not to complete the Self-Identification Survey at this time”.

   
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11. Will I be able to change my responses to the survey in the future?

Yes. You can update your survey responses at any time to change your status. ie. disability.

   
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12. If I self-identify as a person with a disability and I am a member of a visible minority group, can I answer yes to more than one question?

Yes. If you identify with a member of more than one designated group, you should identify yourself under all of the designated groups that apply to you.

   
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13. Can anyone complete the questionnaire on my behalf?

You may authorize someone to complete your survey with your specific responses, if due to a disability, language barrier or some other personal situation you cannot complete the survey yourself.

Another individual cannot, without your explicit permission, voluntarily decide to submit a survey on your behalf.

   
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14. I'm not a member of any of the four "designated groups". Should I complete the survey?

Yes. When the survey asks if you are a member of a particular designated group, you should check off “no”.

   
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15. I am not sure if I have a disability. What are some examples of disabilities?

Disabilities can be both visible and non-visible. Either way, you can self-identify as having a disability if you feel that you are disadvantaged in employment by reason of that impairment.

The following are some examples of disabilities:

  • Addiction (e.g. alcoholism, drug etc.)
  • Anxiety disorder (e.g. obsessive compulsive disorder, phobias, panic disorders, post traumatic stress disorder, etc.)
  • Blindness or vision loss (Note: If your glasses/contact lenses correct the vision loss, do not include yourself in this category)
  • Coordination or dexterity disability (e.g. cerebral palsy, arthritis, etc.) •
  • Deaf, deafened or hard of hearing •
  • Eating disorder (e.g. anorexia nervosa, bulimia nervosa)
  • Learning disability (e.g. dyslexia, etc.)
  • Speech impediment •
  • Mobility impairment (e.g. due to spinal cord injury, amputation, etc.) •
  • Mood disorder (e.g. clinical depression, bipolar disorder, etc.)
  • Non-visible physical disability (e.g. epilepsy, diabetes, asthma, heart condition, hemophilia, etc.)
   
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16. I have been accommodated in the workplace. Should I still identify as person with a disability?

Yes. All persons with disabilities, including those who have been accommodated in the workplace, should still self-identify as a person with a disability.

   
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17. Why does this survey focus on only women, visible minorities, persons with disabilities and Aboriginal peoples? There are many other diverse groups at York University?

York University participates in the FCP under the Employment Equity Act and is required to monitor its representation with respect to four employment equity designated groups defined by the Employment Equity Act: women, visible minorities, persons with disabilities and Aboriginal peoples. Monitoring diverse groups outside of these four designated groups falls outside of the scope of the FCP and is not included in this survey.

   
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18. How is Section E (which asks respondents if they may be contacted to participate in focus group sessions) related to Employment Equity?

After the survey information is analyzed, York may discover that there is under-representation within particular designated groups within specific occupational groups. This may be a designated group that you are a member of. We will want to do more research to understand the cause of this under-representation.

If you answer yes to Section E, the Employment Equity Officer may contact you and invite you to participate in a focus group, with the aim of uncovering the barriers to employment for the under-represented designated group.

The focus group will consist of other members from the same designated group.

Please note that providing your consent does not necessarily mean that you will be contacted.

   
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19. Are employees who are on short term disability (STD) and long term disability (LTD) leaves of absence required to complete the Self-Identification Survey?

Yes. All York University employees who have an ongoing employment relationship with the University, including those on STD, LTD, maternity/parental leaves of absence, etc., are required to complete the survey.

Employees on a leave of absence will have the survey mailed to their home.

   
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20. I am a work study student. Should I complete the Self-Identification Survey?

Yes, work study students should complete the survey.

   
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21. What if I have an employment equity complaint or concern?

If you have an employment equity complaint or concern contact York’s Employment Equity Officer with your complaint. At that time, it will be determined if the complaint should be escalated to the Centre of Human Rights or the Ombudsperson.

   
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