Skip to main content
Ontario Tech acknowledges the lands and people of the Mississaugas of Scugog Island First Nation.

We are thankful to be welcome on these lands in friendship. The lands we are situated on are covered by the Williams Treaties and are the traditional territory of the Mississaugas, a branch of the greater Anishinaabeg Nation, including Algonquin, Ojibway, Odawa and Pottawatomi. These lands remain home to many Indigenous nations and peoples.

We acknowledge this land out of respect for the Indigenous nations who have cared for Turtle Island, also called North America, from before the arrival of settler peoples until this day. Most importantly, we acknowledge that the history of these lands has been tainted by poor treatment and a lack of friendship with the First Nations who call them home.

This history is something we are all affected by because we are all treaty people in Canada. We all have a shared history to reflect on, and each of us is affected by this history in different ways. Our past defines our present, but if we move forward as friends and allies, then it does not have to define our future.

Learn more about Indigenous Education and Cultural Services

HUM-0200 Recruitment: Competition Case Files

Description

Records of competitions for hiring, from the initial request for hiring to the onboarding of a successful candidate or withdrawal of the competition. Includes: Hiring request, job postings, screening criteria and tools, pre-interview screening questions and responses, resumes, interview notes, shortlist, reference checks, copy of offer letter, education verification/back check report. 

Hiring units must retain a copy of all competition materials not submitted to HR. 

Retention Trigger

 Hiring decision made

Retention

 Trigger + 2 years

Responsible Unit(s)

Human Resources

Originating Units (if materials not collected by HR)

Source

 Human Resources, Units, 3rd party submissions, Backcheck Sterling

Records System

 Electronic, ATS, email (resume, reference letter submissions)

Citations

 Freedom of Information and Protection of Privacy Act, RSO 1990, c F.31 s.40
Disposal of Personal Information, RRO 1990, Reg 459
Human Rights Code, R.S.O. 1990, c. H.19 s.34

Record Authority

 VP Human Resources and Services

Disposition

Secure deletion

Records of successful candidate: transfer to HUM-0110 Personnel File

Records Arising from Activity
  • Job postings
  • Screening Criteria and tools
  • Pre-interview screening questions and responses
  • Interview notes
  • Shortlist
  • Reference checks
  • Copy of offer letter.
  • Candidate pool (resumes and profiles)
  • Education Verification/Backcheck

Retention Rationale

 Risk of challenge to interview process, either grievance, human rights code or civil law.

Personal Information

 Yes

Vital Record

 No

Protection

 High