CAN-ASC-1.1 Standard on employment: Public Review Draft – 7. Recruitment, hiring and onboarding
Table of contents for section 7
7.1 Overview
This clause focuses on the first phase of the employment life cycle. As such it emphasizes the recruitment, hiring, and onboarding of workers, or prospective workers, with disabilities. When the recruitment process is fully accessible, it enables organizations to diversify the workplace, reach qualified applicants, and reduces the likelihood of discrimination. The principle of non-discrimination is to be respected throughout the recruitment and hiring process, to ensure maximal benefit to the organization and equitable opportunities for workers with and without disabilities.
7.2 Recruitment
7.2.1 Commitment statement
The organization shall:
- develop a statement of commitment to accessibility, equity, and inclusion in recruitment procedures and in job advertisements;
- post its statement of commitment publicly and make it accessible to all applicants;
- invite applications from underrepresented groups, including persons with disabilities; and
- ensure that accommodations will be provided throughout the recruitment, selection or assessment process, or recruitment, selection, and assessment process at no cost to an applicant to ensure full and equal participation.
7.2.2 Candidate recruitment process
The organization shall:
- develop recruitment processes and advertising practices to attract applications from as many qualified people as possible;
- publicize job vacancies in formats accessible to people with disabilities, as well as consult with employment services for disabled persons, or other relevant agencies;
- encourage candidates to identify any accommodations required throughout the recruitment process;
- provide or arrange for suitable accommodation considering the candidate’s accessibility needs;
- maintain privacy with respect to disclosure and the reason for it when a candidate self-identifies;
- inform workers and the public of the accommodations available to candidates in its recruitment processes; and
- provide all recruitment materials in an accessible format.
Note: As technology is updated from time to time, accessibility present in earlier versions may be lost in later versions. Materials would need to be periodically reviewed and updated as technology advances.
7.2.3 Job postings
The organization shall develop job postings that:
- are inclusive and do not exclude persons with disabilities;
- list the job requirements for the position that have been reviewed and confirmed to be accurate by the human resources department and the hiring manager;
- identify relevant alternative expertise or experience that fulfils qualifications and job requirements in order to encourage applications from candidates with different abilities who can perform the essential and critical job functions, with or without support(s);
- indicate the option, where appropriate, to provide a portfolio or work samples as an alternative to written descriptions of skills and experiences;
- where bona fide occupational requirements exist for a position, identify only those that form part of the selection criteria;
- make available to applicants the organization's accommodation policies; and
- identify a contact person who is aware of the organization’s commitment statement and who will answer questions about the essential job requirements.
7.2.4 Job application process
The organization shall:
- provide fully accessible job application processes;
- use plain language for questions and to identify job requirements;
- clearly identify fields where responses are mandatory and those that are optional;
- identify fields by which candidates can provide additional related information;
- consider the use of pre-screening questions giving candidates more time to process and respond to questions, or as an alternative, schedule a time with candidates in advance;
- inform candidates if they will be tested to demonstrate their ability to perform actual or simulated tasks, and provide a description of the test format in advance, along with a notice that accommodations are available upon request;
- focus pre-employment tests and selection criteria on the specific skills, knowledge, and abilities that are essential to the position so that they do not inadvertently exclude persons with disabilities; and
- ensure that a competency test is not the only factor when determining a candidate’s ability to do the job with required supports - considering the required soft skills and attitude as well.
7.3 Interviews and assessment process
The organization shall:
- provide those who interact with job candidates with disability awareness coaching and training, inclusive of how to relate appropriately with persons with disabilities in a disability-confident manner;
- provide information on getting to the interview location, the building’s accessibility features including accessible parking options, and the receptivity to service animals;
- provide estimate of interview duration and expected end time to assist with facilitating transportation arrangements;
- enable candidates to participate and perform in interviews and assessment processes on an equitable and inclusive basis; and
- encourage candidates to self-identify any help or supports needed during the interview/selection process without asking about the exact nature of their disability.
Note: For example, by permitting a sign language interpreter, an advocate, or a support person to be present at an interview.
7.3.1 Interview panels
The organization shall:
- establish an interview panel of members with required training in diversity, equity, and inclusion;
- include at least two (2) interviewers, one from the requesting department, familiar with the role, and a human resources representative familiar with diversity, equity, and inclusion practices; and
- provide interview panel members with guidance on how to make the interview and selection process fully accessible for all applicants.
7.3.2 Interview questions
The organization shall:
- develop an interview question scoring grid so that the same job-related questions are asked, and the responses are scored consistently;
- focus the development of the interview questions on determining how a candidate will:
- apply their skills to perform job tasks and core competencies, and
- apply their ability to perform specific job functions;
- avoid questions that would require a candidate to disclose a disability directly or indirectly unless the question is related to a bone fide occupational requirement;
- use assessments and other various tools to determine culture fit, teamwork, and problem solving as appropriate; and
- prevent disqualification of candidates because they are unable to perform non-essential job functions.
7.4 Hiring
The organization shall:
- notify the successful applicant of its policies for accommodating workers when making offers of employment;
- provide updated information on changes to policies for job accommodations if they are made and impact on a worker’s accessibility needs;
- inform the worker of proposed disability-related accommodations and consult them with respect to the requirement for further accommodation before any action is taken; and
- pay all workers a legal wage and ensure compensation equity among all workers, including workers with disabilities.
7.5 Onboarding
For each new worker the organization shall:
- arrange for orientation to the organization, the work environment, and the job;
- provide policies related to accommodations at the orientation or prior to the first day of work;
- identify the need for a support person, mentor, or “go-to” person to assist in the onboarding process;
- establish that the typical probationary period begins only when appropriate accommodations have been made;
- ensure that information essential to the job and workplace is communicated in accessible format(s) to ensure that all workers are fully informed. Such information includes but is not limited to:
- job instructions,
- work manuals,
- information on staff rules,
- grievance procedures, and
- health and safety procedures; and
- the format(s) must meet the needs of the worker(s) (Refer to Clause 5.6).
7.6 Ongoing employment support
The organization shall:
- provide follow-up services to promptly identify and resolve problems for the benefit of the organization and the new worker;
- review and update accommodations if required following completion of orientation and onboarding;
- provide all workers with training on disability awareness and inclusive communication; and
- identify a service provider, after obtaining the preferences of the worker, for services required by the worker which cannot be provided by the employer.