Recruitment Portal

Refer to this step-by-step guide with screenshots. 

1. Log-in to the recruitment portal using your TMU ID and password. 
2. Select “Faculty Hiring” on the left hand side of the screen. 
3. Under “Faculty Hiring”, select “View All”.
4. Select the relevant search from the list under “Competitions”.  
5. Before completing the hiring recommendation, you will first need to identify which of your applicants were longlisted (if applicable) and shortlisted, following these steps: 
   1. On the main page, select “Manage Applicants”. 
   2. 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. 
   3. 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.). Note: “preferred candidates list” is the same as “shortlist”. 
   4. Complete the same steps for each applicant who was longlisted and shortlisted. 
   5. Return to the main page. 
6. 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, “Hiring Recommendation Form”.  On this page, three options will appear as follows: “Section 1-4: Competition”, “Section 5: Candidates” and “Section 6: Approvals”. 
   1. Complete sections 1-4 on the page.  
   2. 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. 
   3. 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: 

• Work is underway to implement an autosave function in the portal. Until such time, saving your work in the portal will be vital. As a precautionary measure, your committee may wish to prepare/collaborate on the responses to the questions in the form in a separate Google Doc and transfer the responses to the form in the portal using the copy and paste function. 
• All hiring/appointments 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 hiring/appointments 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 a few 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 hiring/appointments committee will be required to log into the portal and submit their signature before the hiring recommendation can move forward to the next level for approval. 
• 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 hiring/appointments committee members have carefully reviewed the form before it is submitted. If after submitting the hiring recommendation, your hiring/appointments 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.

Refer to this  (PDF file) step-by-step guide with screenshots.

1. Log-in to the recruitment portal using your TMU ID and password. 
2. Select “Faculty Hiring” on the left hand side of the screen. 
3. Under “Faculty Hiring”, select “View All”.
4. On the “Faculty and Academic Hiring” page, towards the top, select the “Hiring Forms” tab. Note: do not select the relevant search from the list provided under “Competitions” as accessing the hiring recommendation form through that route, will only provide sections 1-6, completed by the hiring/appointments committee, whereas the former route will also provide section 7 that is to be completed by the Office of the Dean (for faculty positions) or the Office of the Chief Librarians (for librarian positions) or the Office of the Vice-Provost, Students (for counsellor positions). 
5. Select the relevant search from the list. 
6. Review sections 1-6 completed by the hiring/appointments committee. 
   
7. Review the options in section 7 as follows:
   1. “Save as draft”: please note that the autosave function is being worked on and will eventually be launched. For the time being, it is critical that you save your work as a prolonged absence from your computer will result in the system automatically logging you off. As a precautionary measure, you are advised to prepare your written recommendation in a separate Google Doc or a Word document and copy and paste it into the portal. 
   2. “Save and send hiring form to VPFA”: select this option once your recommendation is complete and you wish to advance it to the OVPFA for review and approval. Once this option is selected, an automatic email notification will be sent from the portal to the OVPFA. You may also wish to flag it for the OVPFA, particularly, if it is a time-sensitive recommendation. Any information regarding the vacancy and the applicant material that is already in the portal does not need to be submitted; it will automatically appear in the hiring recommendation. 
   3. “Push back to hiring committee”: select this option if you wish to have the hiring/appointments committee provide more information/clarification in the form. 
8. Upon receipt of the hiring recommendation, the OVPFA will review sections 1-6 completed by the hiring/appointments committee and section 7, completed by your office. 
9. The OVPFA will complete section 8 outlining the details of the approval. Please note that if additional information is required, the OVPFA may also choose to “push back” the hiring recommendation either to your office or directly to the hiring/appointments committee. You will receive an email notification in this regard. 
10. Upon receipt of the details from the OVPFA in section 8, your office may proceed with the offer to the candidate. 
11. Upon the offer being accepted (or rejected), your office will need to complete section 9 with this information. 

Please contact us at vpfa@torontomu.ca with any questions.