Interim Guide on Alternative Recruitment Platforms
This evergreen guide is for federal public service hiring managers and human resources (HR) specialists. It may be updated as the Public Service Commission of Canada (PSC) continues to work with departments and agencies on the use of alternative recruitment platforms, including data collection and integration.
Table of contents
Introduction
Over the past few years, the PSC has observed an increase in the use of alternative recruitment platforms. These platforms have a variety of features, including applicant tracking, skill testing, scheduling, written exams, interviews and automated reference checks.
If you use an alternative recruitment platform for advertised appointment processes, you’ll need to ensure key requirements are met, and to keep in mind important considerations.
Key appointment framework requirements
Job advertisement
According to the PSC’s Appointment Policy, all advertisements must:
- be posted on the Government of Canada public service resourcing website
- be accessible to persons in the area of selection for a minimum of one complete business day (at least 24 hours)
- provide the following information:
- the established merit criteria
- a point of contact for accommodation requests
Official languages
In keeping with the PSC’s Appointment Policy, deputy heads must respect official languages obligations throughout the appointment process. For this reason, alternative recruitment platforms must:
- be available, and provide equal quality of information, in both official languages
- allow candidates to communicate and participate in the appointment process in their official language of choice
Visit the Policy on Official Languages and the Directive on Official Languages for Communication and Services for more information.
Employment equity
When the Public Service Resourcing System is used, candidates have the option to self-declare as belonging to one or more of the employment equity groups, for appointment and/or statistical purposes.
When using alternative recruitment platforms, departments and agencies must account for self-declaration data to maintain effective data collection. For advertisements where the Public Service Resourcing System is not used, be sure to provide candidates with the option to self-declare. Provide clear information on the purpose and intended use of self-declaration, while also ensuring data confidentiality.
Collecting employment equity data is critical for employment systems reviews, including reviewing appointment-related policies and practices, which is a requirement for deputy heads in accordance with the Appointment Delegation and Accountability Instrument.
Departments and agencies using alternative recruitment platforms must be prepared to provide employment equity data to the PSC.
Visit Self-Declaration Information and Employment Systems Review - A Guide For The Federal Public Service for more information.
Priority entitlements and preference
Since a candidate’s priority or preference entitlements may change during an appointment process, the hiring team must ensure that the most up‑to‑date candidate information is used at strategic points in the appointment process (for example: pre-screening on area of selection, assessment, selection, appointment).
Priority and preference entitlements must be respected at the time of each appointment. Time of appointment refers to when the letter of offer is signed by both the sub-delegated manager and the person proposed for appointment, regardless of the effective date of the appointment.
For more information on preference, refer to the Spotlight on Preference for Appointment and Staffing: Hiring Veterans.
For more information on priority entitlements, refer to the Guide on Priority Entitlements.
Candidate assessment
Regardless of the alternative recruitment platform or assessment method being used, an evaluation must be conducted before its use (as per subsection 36(2) of the Public Service Employment Act). This evaluation must identify whether the assessment method, and the manner in which it will be applied, includes or creates biases or barriers that disadvantage persons belonging to any equity-seeking group. If any biases or barriers are identified, reasonable efforts must be made to remove them or mitigate their impact on those persons.
Refer to the Guide to Mitigating Biases and Barriers in Assessment for more information.
Notifications
The PSC has outlined in its Appointment Policy that notifications must be communicated in writing to those entitled to be notified. The most common method for communicating these notifications is through the built-in Public Service Resourcing System functionality.
If you aren’t using the Public Service Resourcing System, you can provide written notifications by email, regular mail, on posters, or through online platforms such as a website or a common portal, as long as they are accessible to those entitled to be notified. Be sure to let them know what method you will be using for notifications.
Information requirements
Regardless of the platform used, information requirements of Annex B of the Appointment Policy must be respected. Information about the process must be accessible for a period of five years after the last administrative action for each appointment.
As well, information must be available for PSC oversight activities such as audits and investigations mandated by the Public Service Employment Act.
Data collection and integration
The PSC has a legislative responsibility to report to Parliament on the health and integrity of the staffing system. The PSC analyzes application data to ensure that staffing activities are non-partisan, representative and merit-based.
When the Public Service Resourcing System is used to collect job applications, the PSC has full access to all application data. However, when an alternative recruitment platform is used, the PSC will have no access to this data. This creates gaps in the PSC’s ability to monitor and report on staffing outcomes, including time-to-staff, advertised and non-advertised appointments, veterans hiring and other key metrics.
To close these gaps and maintain effective oversight, departments and agencies must be prepared to provide application data to the PSC on a monthly basis, as requested.
Before using an alternative recruitment platform, you are strongly encouraged to consult with the PSC (email: cfp.sid-dsi.psc@cfp-psc.gc.ca) and other relevant HR system owners. Early consultation will help you:
- understand PSC data-sharing and reporting requirements
- determine what application data must be provided
- explore options for data extraction and transfer
Automated data export and transfer methods, such as application programming interfaces and custom templates that provide application-level detail, are strongly recommended to ensure timely and accurate data sharing. If an alternative recruitment platform offers these capabilities, consider making them a requirement during procurement and contracting. This approach reduces the manual extraction burden on your department and helps minimize data errors.
The PSC will be engaging departments and agencies on the future use of alternative recruitment platforms.
Considerations
User experience
Alternative recruitment platforms should offer a user-friendly interface for candidates. They should facilitate easy navigation, application submission and communication between parties. Ensure that the alternative recruitment platform provides support and training for users in both official languages. A positive candidate experience is good for the Government of Canada’s brand as an employer and can also increase your department or agency’s ability to attract new talent.
Candidate assessment
Many alternative recruitment platforms now incorporate artificial intelligence (AI) capabilities. While integrating AI into the hiring process can open up many possibilities for both hiring managers and candidates, it also introduces some important requirements and considerations, as highlighted in the PSC’s guide on artificial intelligence in the hiring process.
Accessibility
When using an alternative recruitment platform, consider that candidates may not be able to submit their application through the platform, and plan for an alternative application format for accessibility purposes. Be ready to provide accommodation support to candidates who don’t have access to the technology.
The following resources provide relevant information: Directive on the Duty to Accommodate and Duty to Accommodate: A General Process For Managers.
Privacy and security
To safeguard personal data, any personal information collected by an alternative recruitment platform must be done in accordance with the requirements of the Privacy Act; related Treasury Board of Canada Secretariat policies and data protection laws, including the Personal Information Protection and Electronic Documents Act. The alternative recruitment platform must have robust security measures to protect sensitive candidate information.
It is up to each department and agency to determine if a privacy impact assessment is required or warranted. Consult your department’s Access to Information and Privacy unit for further support.
Additional resources
- Flexibility in assessment
- Video recruitment toolkit
- Public Service Commission approval of psychological tests
Hiring managers can contact their staffing/HR advisor to discuss the use of alternative recruitment platforms within their department/agency.
The PSC provides support through staffing support advisors for each department and agency.