Beginning the Process


A. Anticipating a Vacancy

The recruitment process begins by anticipating when and where vacancies will arise within the unit, assessing the appointment needs of the unit, and determining whether to seek permission to fill the vacancy. The requirements and criteria for a position should result from an examination of the current strengths and future needs of the teaching, research, and other programs of the unit. Recruiting a new academic staff member should not simply be a case of replacing the individual who has resigned or retired with a 'clone' of the incumbent.

B. Defining the Position

The position should be defined in relation to the academic requirements of the unit as described in the unit's academic plans; a plan which identifies the areas/sub-disciplines to be maintained, strengthened, or developed and gives due consideration to:

  • the undergraduate and graduate programs which are the responsibility of the unit;
  • the teaching commitments for students in programs and inter-disciplinary programs shared with other units;
  • the research programs;
  • service and extension commitments of the unit; and
  • the diversity within the current faculty and student complement and the need to remedy the under-representation of the designated equity groups.

The Department initiates a recruitment process by starting a posting on PeopleAdmin, outlining how the appointment will fit into the academic plans of the unit. Review the instructions on how to use the PeopleAdmin Recruitment system [myDal login required] and identify the instructions that apply to your position. Hiring Initiators (usually the Department Administrator) or Search Committee Chairs generally start a posting, although HR Partners (Faculty Administrators) are also able to.

Important Note - Record Keeping:

It is important to keep accurate and detailed records of the entire selection process, including copies of job descriptions and advertisements. The written record will not only assist in evaluating the candidates but will serve as procedural documentation which will clarify and ease the work of future committees. It will also offer the department protection against charges of unfair hiring practices.

Recruitment records should be kept for the following time periods:

  • If the successful candidate is a Canadian citizen or permanent resident – 2 years;
  • If the successful candidate is a foreign academic – 6 years.

Questions about implications or applicability of the Freedom of Information and Protection of Privacy Act and Regulations should be directed to the university's Legal Counsel Office.

Helpful hint: One posting in PeopleAdmin may be used to hire multiple candidates, as long as the position and requirements are the same.​