Submitting your hiring recommendation(s)
We are pleased to announce that the hiring recommendation for faculty, librarian and counsellor positions may now be submitted directly in the recruitment portal by following a few simple steps as outlined below. Please read through the full instructions and important notes below before you begin.
- Log in to the recruitment portal using your TMU ID and password
- Select the relevant posting
- Before completing the hiring recommendation, you will first need to identify which of your applicants were longlisted and shortlisted, following these steps:
- On the main page, select “Manage Applicants”.
- From the list of applicants, click on the name of each applicant (one at a time) who was either longlisted or shortlisted. This will take you to the application page of the particular applicant you have selected.
- On the applicant’s page, you will find a section titled “Actions”. Click on the dropdown menu and select the option that best applies, e.g. Long Listed, Preferred Candidate List, etc.
- Complete the same steps for each applicant who was longlisted and shortlisted.
- Return to the main page.
- To begin your hiring recommendation, select the option titled “Hiring Form” and click on the position number that will appear. This will take you to a page titled, “DHC Hiring Recommendation Form”. On this page, three options will appear as follows: “Section 1-4: Competition”, “Section 5: Candidates” and “Section 6: Approvals”.
- Complete sections 1-4 on the page.
- In section 5, select the candidate being recommended from the dropdown menu and the questions requiring a response will appear. Provide your response to the questions.
- In section 6, select “signatures” and an email will be sent to each committee member requesting that they log into the portal and confirm their agreement with the completed hiring recommendation.
Please note the following before you begin:
- All search committee members have the option to contribute to the hiring recommendation form. However, at any given time, only one member should be working on it and saving the changes. Your search committee may consider designating one member (e.g. chair of the committee) to complete the recommendation in the portal.
- When working on the hiring recommendation form in the portal, please be sure to save the content at regular intervals and save before stepping away from it for any reason. Any inactivity for a period of more than 60 minutes will automatically log you out, resulting in the loss of any content that has not been saved.
- It is possible for you to start a hiring recommendation in the portal, save the form partially completed and return at a later time to complete the form. Just be sure to save your work regularly and before exiting!
- When you select “save,” please be sure that a message confirming that the changes have been saved appears before logging off.
- All members of the search committee will be required to log into the portal and submit their signature (by confirming their approval of the hiring recommendation that has been prepared).
- Once the hiring recommendation is submitted, your Dean’s Office (for faculty positions) or the Office of the Chief Librarian (for librarian positions) or the Office of the Vice-Provost, Students (for counsellor positions), will be notified and will proceed with next steps. Please note that no changes to the hiring recommendation can be made once it has been submitted. Therefore, please ensure that all search committee members have carefully reviewed the form before it is submitted. If after submitting the hiring recommendation, your search committee requires editing access, please contact your respective Dean’s Office (for faculty positions) or the Office of the Chief Librarian (for librarian positions) or the Office of the Vice-Provost, Students (for counsellor positions) and they will be able to reinstate editing access for your committee.
Further information is provided below. You are welcome to contact us at vpfa@torontomu.ca with any questions or for assistance.
FAQ
- Efficiency: A significant portion of the information that search committees are required to provide as part of their recommendation resides in the portal. When search committees create a hiring recommendation in the portal, some of the information will be automatically populated for them, allowing them to focus on the more substantive aspects of their recommendation such as the rationale for the candidate being recommended. Signatures are also easier to collect through the portal.
- Better record-keeping: We will be able to better comply with the university’s policies (and government requirements) on records retention with more information being available in one place. This is especially important as membership on search committees varies from year to year and the need for information from a search file can arise months and, sometimes years, after the search has been completed.
- More complete equity data: With the implementation of the Applicant Diversity Self-ID, search committees now have information regarding the diversity within their applicant pools. However, we continue to lack data on how the diverse candidates are progressing in the search processes, i.e. from longlist to preferred candidate list/shortlist, to being recommended. Having the hiring recommendation occur in the portal will allow us to capture more complete information for future analysis and priority-setting.
Yes, on the condition that all search committee members review the contents of the recommendation in the portal and provide their approval in the portal before it is submitted. Please note that portal access will need to be requested for the designated individual by emailing us at vpfa@torontomu.ca.
Once the hiring recommendation is submitted by your committee, a notification will be sent to the appropriate office, i.e. the Dean’s Office (for faculty positions) or the Office of the Chief Librarian (for librarian positions) or the Office of the Vice-Provost, Students and Vice-Provost, Faculty Affairs (for counsellor positions).
The following outlines a few common error messages and what to do in each instance:
| Error message | What to do |
| “Unable to connect to eHR, please try again later!” “Error connecting to db1! Please try again later!” |
The system is down for maintenance. Check the service outages on the CCS website or try again in a few hours. |
| “Invalid userID and or password!” | The username and password combination are incorrect. CCS may assist in re-setting your password. Note: if you previously used the “save my password” feature you will need to ensure that it is up to date. |
| “Please contact HR to receive access to this system!” | Contact us at vpfa@torontomu.ca with details of the search committee you are serving so that access can be set up for you. |
Please request access by emailing us at vpfa@torontomu.ca.
You may not edit a submitted hiring recommendation, however, you may contact your Dean’s Office (for faculty positions) or the Office of the Chief Librarian (for librarian positions) or the Office of the Vice-Provost, Students (for counsellor positions) and the respective office will be able to open up the hiring recommendation for further editing by your search committee.
Please note that all search committee members will be required to re-sign the document if changes are made to the hiring recommendation.
Search committees are encouraged to ensure that the hiring recommendation consists of robust responses to the information required so that they are not asked to return to the hiring recommendation and provide further details, which could result in unnecessary delays and complications, particularly if the recommended candidate is considering competing offers.
Yes, a separate hiring recommendation must be completed for each position.
We are here to help! Please reach out to us at vpfa@torontomu.ca.