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Job postings and active search procedures

The language used in job postings should be designed to welcome all qualified applicants and encourage members of Indigenous and equity-seeking groups to apply. The means chosen to advertise positions should be designed to better reach Indigenous people and members of equity-seeking groups who may have less access to informal professional networks, and may be less likely to employ typically used channels. Many academic staff associations have negotiated advertising requirements intended to ensure that postings attract a diverse applicant pool. Such articles typically address the content of advertisements and the places where they must be published. For example, BUFA’s agreement notes:

19.10 Faculty: Appointment Procedures

e. All vacant positions shall be advertised (except as specified in Articles 19.11 (b)) indicating the nature of the positions and terminal dates for applications. The advertisement must be approved by the appropriate Dean in consultation with the Chair/Director before the position can be posted. Each advertisement shall:

i. include the following statement: “Brock University is actively committed to diversity and the principles of employment equity and invites applications from all qualified candidates. Women, Aboriginal peoples, members of visible minorities, people with disabilities, and lesbian, gay, bisexual, transgender, and queer (LGBTQ) persons are encouraged to apply and to voluntarily self-identify as a member of a designated group as part of their application. Candidates who wish to be considered as a member of one or more designated groups should fill out the Self-Identification Form and include the completed form with their application;”

ii. inform candidates where to find the Self-Identification Form referred to above; and

iii. be posted at an early stage in appropriate publications, relevant professional journals, or other appropriate avenues, including any that may be especially directed to designated group members of the relevant discipline.28

The Queen’s University Faculty Association (QUFA) agreement requires specific measures in cases where proactive recruitment is required:

24.3.1 For the term of this Agreement the University agrees to utilize search procedures in Units that require an active search for qualified members of equity-seeking groups, including the following:

a. Advertisements and postings shall include the following statement: “The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal peoples, persons with disabilities, and LGBTQ persons;

b. Advertisements shall be placed on the University and Unit websites, and in appropriate professional journals, and other venues intended to reach prospective candidates from equity-seeking groups;

c. Copies of all such advertisements shall be transmitted to the Equity Office and to QUFA;

d. The appropriate Dean and/or Unit Head or Director, University Librarian or University Archivist, as applicable, shall communicate to his/her counterparts in other Canadian universities inviting all qualified individuals, including women, visible minorities, Aboriginal peoples, persons with disabilities, and persons of any sexual orientation or gender identity to apply for advertised positions;

e. Other measures as authorized by the Dean, University Librarian or University Archivist, in consultation with the Unit Head or Director or equivalent representative of Members of the Department or Unit, and/or the Equity Office; and

f. Other measures as recommended by either Party or by the Equity Office, and agreed to by the Parties.

The Parties further agree that with regard to any grievance arising from an alleged failure to meet Article 24.3.1(c), the overturning of an appointment process cannot be a remedy to the grievance.29

The Faculty Association of the University of St. Thomas (FAUST) has negotiated that the joint committee can recommend specific publications for job advertisements, and that an employment equity representative is involved in drafting and placing advertisements:

6.05.2 Advertisements shall be made in appropriate Canadian academic and professional journals and websites. Such advertisements shall be prepared by the appropriate Dean, in consultation with the Chair of the hiring committee and the employment equity representative on the hiring committee, and placed by the Office of Human Resources. Copies of advertisements shall be sent by the appropriate Dean to the Union as soon as the advertisements have been approved. Where appropriate, additional advertisements shall be placed in specialized publications identified by the representative of the Employment Equity Committee. Every advertisement shall state "St. Thomas University is committed to employment equity for women, aboriginal persons, members of visible minority groups and persons with disabilities."30

28 Collective Agreement between Brock University and the Brock University Faculty Association (July 1, 2016 – June 30, 2020).
29 Collective Agreement between the Queen’s University Faculty Association (QUFA) and Queen’s University at Kingston (May 1, 2019 – April 30, 2022).
30 Collective Agreement between St. Thomas University and the Faculty Association of the University of St. Thomas Full-Time Bargaining Unit (July 1, 2016 – June 30, 2019).