Subject: Authorization of Non-Academic Appointments
Group: Institutional
Approved by: The President
Approval date: January 5, 2005
Effective date: January 5, 2005    
Administered by: Director of Human Resources

1 — SCOPE

This procedure establishes the authorization process for the appointment of administrative, clerical, secretarial, technical, hourly and grant employees. It does not apply to the appointment of student employees, faculty or librarians.

2 — OBTAINING AUTHORIZATION FOR A POSITION 

The department manager or grant holder initiates the process using the Recruitment Authorization Form (available at http://www.mta.ca/hr/forms/) by completing all parts of the top section (Position Authorization) and forwarding the form, along with a position description, to the Budget Manager.

The Budget Manager will obtain the signatures of the Dean, if necessary, the appropriate Vice-President, and the Controller and the President if necessary, and will forward the form to Human Resources.

Where a salary or pay grade is subject to confirmation by a job evaluation process, Human Resources will obtain the re-approval of the Budget Manager and Vice-President if the confirmed salary or pay grade is greater than that originally estimated and approved.

3 — ADVERTISING

Human Resources will review internal posting requirements and external advertising options with the department manager or grant holder and will normally arrange for those postings and advertisements.

4 — OBTAINING AUTHORIZATION FOR AN APPOINTMENT 

The department manager or grant holder completes the Appointment Authorization section of the original Recruitment Authorization form and forwards it to Human Resources. If the salary recommendation exceeds the originally approved pay grade or if there are other terms of employment that involve the commitment of funds not originally approved, Human Resources will obtain the written approval of the Budget Manager or Controller, the Vice-President and, if necessary, the President. Otherwise, Human Resources will authorize the appointment.

5 — OFFERS OF EMPLOYMENT

All offers of employment will be made by Human Resources. An oral offer of employment may be made by the department manager or grant holder if authorization to proceed with an oral offer has been specifically granted by Human Resources in writing.