Recruiting & Onboarding

This page has information and FAQ for managers and supervisors related to recruitment and onboarding during this time.

HR Memos

  • April 3: The university is adjusting its recruitment processes as part of our COVID-19 response. Read more.

Onboarding in a virtual environment

Although onboarding can vary across portfolios and departments/units, we have compiled a package of information for managers or supervisors who are onboarding new hires in a remote work environment. We encourage managers to share the corresponding checklist-style resource for their new hire.

FAQ

The specific circumstances that may arise in your unit or department are contextual and may not be captured within these FAQs. Please contact your HR Advisor or Faculty Relations Senior Manager with further questions. Last updated April 23, 2020.

Can I continue with my job postings or existing recruitment processes?

Where an offer has not been made, a hiring manager/department should carefully consider whether to post new positions or continue with recruitment processes that are currently underway.  Some factors to consider include the following:

  • Is this work performed considered a ‘crucial service’?
  • Is this role still currently required? And if so, can this role be performed virtually?
  • If the COVID-19 situation continues, how will the role be impacted?
  • Can the posting be delayed? What are the consequences of delaying the posting?
  • Are there new immigration/work permit concerns to consider?
  • Can this work be done by our current complement of employees, even if it is on a temporary basis?

In some cases, cancelling a job posting or recruitment process may be the most appropriate response.

In situations where recruiting is underway and there is uncertainty about the impact of the current situation on the position, you may decide to delay or temporarily suspend recruitment processes. When communicating with applicants, we recommend being clear about the status of the process.

In some cases, continuing with a posting or recruitment process is necessary. Before making an offer, please contact your HR Manager/Advisor or Faculty Relations Senior Manager.

Can I make new offers of employment?

New offers of employment should only be considered in very limited situations to avoid the possibility that those employment contracts will need to be terminated, revoked, or temporarily suspended due to the current impacts of COVID-19.

However, if you are considering making an offer and you can ensure that the position would likely not be impacted by the current situation, making a conditional offer of employment is strongly recommended.

Please contact HR Manager/Advisor or Faculty Relations Senior Manager to assist with appropriate language for conditional offers of employment.

I made an offer of employment but they haven’t yet accepted.  Can I cancel the offer?

In some cases, an offer of employment has been made but it hasn’t been accepted by the prospective employee.

Depending on the communications between the department and prospective employee, you may consider revoking an offer of employment if the underlying programs or services are suspended or cancelled due to the current impacts of COVID-19.

If you are revoking an offer of employment that has not yet been accepted, explain to the prospective employee that the University is no longer able to offer them the position and provide the reasons (e.g., the program is being temporarily suspended due to the public health crisis and given the necessary and restrictive measure imposed by the public health officials, etc.)

In some limited cases, you may wish to revoke an offer of employment and re-issue a conditional offer of employment. In this case, please contact HR Manager/Advisor or Faculty Relations Senior Manager to assist with appropriate language for the conditional offer of employment.

We recently made an offer of employment but the employee hasn’t started.  Can we cancel that offer?

Even when an employee has not started work, if an offer of employment has been made and accepted, there must be careful consideration of appropriate next steps.

Although there will be differences in approach depending on the facts of the situation and the relevant employee group, the following factors should be considered:

  • Is this role still required?
  • Can the work be performed virtually?
  • What is the specific reason that we no longer need this role?
  • Has the University made a definitive decision to cancel/suspend/curtail a program or service related to this role? Or are we anticipating that work will be reduced as the situation continues?
  • When is the effective date of work?
  • Can we delay the start date? What are the consequences of delaying the start date?
  • Are there new immigration/work permit concerns to consider?
  • What employee group is this position?
  • What has been communicated to the individual (e.g., offer letter, other communications etc.)?

Please contact your HR Advisor/Manager or Faculty Relations Senior Manager if you are considering revoking or delaying an existing offer of employment that has been accepted.

Where an offer of employment has been made and accepted but the start day is many months away, you may not be in a position to make a decision about that position at this point.  In those cases, it is advisable to notify these individuals that their future employment may be impacted by COVID-related issues.

Further Information

Learn about leading and managing employees as well as travel and immigration during this time.

See https://covid19.ubc.ca/ for university wide updates.