Understanding the Selection Process

If you have found an opportunity at the Canadian Institutes of Health Research (CIHR) that you are interested in, perhaps on the Careers page, or through a search on the Public Service Commission's website, please see below for some important information.

This page is designed to help you understand how the selection process works at the CIHR, especially if you are not familiar with government selection processes and the Government of Canada jobs website.

Interpreting the Lingo

Some of the terminology used on job posters is technical and can be unfamiliar and confusing. To assist you, below you will find important definitions and descriptions to help you understand the job poster and the staffing process.

Employment Tenure

An indeterminate appointment is an appointment to a permanent position. A term appointment is employment for a specified period of time with a defined end date.

Official Languages Proficiency & Assessment

For every job available, the official language proficiency needed to perform the duties will be identified on the job poster. There are four categories possible:

• English essential – you must be proficient in English to perform the duties of the job;
• French essential – you must be proficient in French to perform the duties of the job;
• English or French essential – you can perform the duties of the job in either English or French, so you must be proficient in one of these languages;
• Bilingual – you must be proficient in both English and French to perform the duties of the job. The required level of proficiency can vary depending on the job requirements.

If more than one job is being staffed through the selection process and these jobs do not have the same official language proficiency requirements, more than one of these categories may be listed, or the official language proficiency may be described as "various."

• Unilingual Positions

  For unilingual positions, (i.e., English Essential, French Essential), you must be assessed to determine if you are sufficiently proficient in the official language required for the position. Similarly, for positions that are English or French Essential, you must be assessed to determine if you are sufficiently proficient in the official language you have identified as your working language. The hiring manager is responsible for ensuring this assessment is completed.

  The assessment of language proficiency may be conducted by means of assessment tools also used to assess other qualifications (e.g., written and oral communication). Alternatively, the manager may conduct a separate assessment for the sole purpose of determining your official language proficiency.

• Bilingual Positions

  For bilingual positions, the level of language proficiency required will be listed on the job poster. A proficiency level is indicated for each of three areas of languages used – reading, writing and oral interaction (listening and speaking). The levels you attain on the Second Language Evaluation (SLE) tests become your language profile (e.g., BBB or CBC). You will find a 6-character code on the job poster, representing the second official language proficiency requirements of a bilingual position, for example:

  Language	Reading	Writing	Oral
  English	C	B	C
  French	C	B	C

  Please note: Regardless of the language profile of the position, you have the right to choose if you want your assessment conducted in English, French or both.

  Imperative

  Bilingual positions are normally staffed on an imperative basis. An individual being considered for appointment must have valid language test results or be tested for language proficiency in reading, writing, and oral interaction in his or her second official language. In order to be appointed to a bilingual imperative position your language test results must meet or exceed the official language proficiency levels established for the position.

  Non-imperative

  In exceptional circumstances, a bilingual position may also be staffed on a non-imperative basis. This means that, as long as you meet the language proficiency requirements in your first official language, you can be offered the job, as language training will be provided in your second official language. If you accept the job on this basis, you will commit to achieving the required level of language proficiency within 2 years of appointment to a bilingual non-imperative position.

  * Your proficiency in your second official language will normally be assessed through a formal SLE test. Applicants that have valid SLE results that meet the requirements of the position may choose to use those results or they may take another SLE test. The most recent test results will apply. Hiring managers are also able to request that the applicant be assessed to validate second language proficiency.

  Tips:

  • First official language: The official language (English or French) with which an employee has a primary personal identification (that is, the official language in which a person is generally more proficient).
  • I am proficient in both official languages. In what language should I be tested? You should first determine whether English or French is your first official language. If English is your first official language, you should be tested in French (and vice-versa). Your first official language should be the language in which you feel you are most proficient or most comfortable.
  • Before your test, be sure to practice using your second official language skills at work and in daily tasks whenever possible.
  • Listen to the radio, read the newspaper, watch television or talk to friends and colleagues in your second official language.
  • Read the tips and sample questions on the Public Service Commission's website.
  • Take practice tests

Staffing Pools

A CIHR job poster will usually indicate whether the staffing process will be used to establish a staffing pool.

A staffing pool is an unranked group of applicants who meet the qualifications advertised on the job poster. The most appropriate individual in the pool is identified for a job offer, based on one or more of the following criteria:

• further assessment of additional qualifications required for that position, if necessary; and/or
• criteria that do not include further assessment of qualifications, for example, but not limited to:
  • Your willingness to meet the conditions of employment (e.g., shift work, travel, overtime);
  • Your experience or qualifications in relation to the strengths and weaknesses of the work team;
  • Your experience or qualifications in relation to the degree of relevance to the specific position being staffed; and
  • Your employment equity (EE) group membership status in cases of appointment to positions where EE groups are under-represented.

Understanding the Sections of a Job Poster

The type of information that you can expect to see on a CIHR job poster found on the Public Service Commission website is summarized below. As you review this section, you may want to print out a CIHR job poster and follow along.

At the top of the poster you will find the following information:

• Position Title(s)

  The official title of the position.

• Department or Agency Name(s)

  The name of the public service organization (e.g., CIHR) to which the position belongs.

• Location(s)

  The geographic location of the position (e.g., Ottawa, Calgary, Montreal)

• Classification(s)

  The level to which the position has been classified. Rates of Pay page.

• Salary

  The salary range for the position, based on the classification. This corresponds to the CIHR Rates of Pay.

• Closing Date

  The last date that applications will be accepted. Applications must be received by the date, time and at the address specified on the job poster. Applications received after the closing date will not be accepted.

• Reference Number

  This number is automatically generated by the Public Service Commission when creating a new job poster.

  Please Note: Use the Selection Process Number and not the Reference Number for any correspondence with the CIHR

• Selection Process Number

  The identification number assigned to the selection process. This number must be included in your application and will be cited in further communication to you.

  Please Note: Use the Selection Process Number for any correspondence with the CIHR

• Employment Tenure

  The duration of the appointment (i.e., indeterminate or term). Some posters will advertise multiple positions with different employment tenures.

• Vacancies

  The number of positions the manager running the selection process expects to staff.

  The poster may also indicate, in this section or elsewhere, that the selection process may be used to staff additional, similar positions. This means that other managers may also staff jobs from this selection process.

  The rest of the poster contains valuable information including:

  • requirements needed to be screened into the selection process for further consideration (e.g., education, experience);
  • the qualifications that will be assessed for those applicants who are screened in (e.g., knowledge, abilities, personal suitability); and
  • other requirements that must be met in order to be considered for the position (e.g., security or medical clearance, willingness to work overtime, travel or shift work).

  It is very important that you read the entire poster to ensure you are aware of all the requirements. The following definitions describe the remaining sections of the poster, although not all of the sections described below will be on every poster:

• Who can Apply

  Requirements that must be met in order for your application to be eligible for consideration.

• Citizenship

  All persons residing in Canada and Canadian Citizens and Permanent resident residing abroad, may apply on an external advertised process. Among qualified candidates, preference may be given to veterans, then Canadian Citizens and permanent residents. Candidates with a work permit may only be hired on a temporary basis.

• Language Proficiency

  The job poster will specify the official languages proficiency required for the position, as explained above.

• Education

  The minimum level of education required to be screened into the selection process. You must demonstrate that you have attained this level of education on your application and you should be prepared to show proof that you meet this requirement. Applicants submitting education credentials from a non-Canadian institution are responsible for obtaining certification that these credentials are the equivalent of the Canadian education level required for the position. This certification may be obtained from a recognized Canadian educational institution or through a credential evaluation service. The Canadian Information Centre for International Credentials assists individuals who wish to obtain such a certification. Failure to submit the required certification as requested may result in the application being eliminated from further consideration.

• Occupational Certification

  Some posters may list an occupational certification requirement.

• Experience, Other Merit Criteria and Conditions of Employment, and Statement of Merit Criteria

  The additional requirements for appointment are listed under three headings: "Experience"; "Other Merit Criteria and Conditions of Employment"; and "Statement of Merit Criteria".

  The "Statement of Merit Criteria" section of the poster usually includes all appointment requirements (including the information found in "Experience" and "Other Merit Criteria and Conditions of Employment"), and may include additional requirements, so be sure to read the Statement of Merit Criteria. It is often organized into:

  • Screening Requirements – qualifications that will be assessed by a review of written applications and that must be met to proceed in the selection process. You must clearly demonstrate in your application that you meet all these requirements or your application will not be further considered. For instance, if one of the screening requirements is significant and recent experience providing advice to clients, then you should make sure that your application demonstrates when and how you have acquired this experience.
  • Assessment Qualifications – skills that will be evaluated, by written tests, interviews, etc., for applicants who meet the screening requirements. If the selection process will be used to establish an eligibility list, all assessment qualifications must be met in order to be found qualified. If the selection process will be used to establish a staffing pool, the job poster will specify what qualifications are required for entry to the pool and what qualifications may be assessed after pool entry, for individuals considered for each appointment.
    • Essential Qualifications - Essential qualifications are qualifications that are required for the person to perform the work. To be considered qualified for an appointment, a person must meet each of the essential qualifications.
    • Asset Qualifications - Asset qualifications are other criteria that may be required for the job. This does not mean that you must have all these qualifications, but they may be a deciding factor in choosing the person to be appointed.
  • Non-Evaluation Criteria – if the selection process will be used to establish a staffing pool, additional criteria that do not involve assessment of qualifications, such as an applicant’s membership in an employment equity group, may be considered in the appointment decision.
  • Conditions of Employment – conditions that must be met for an individual to be appointed to the position, such as security clearance, willingness to travel, or possession of a valid driver’s license.
• Work Environment

  Describes the work environment of the position at the CIHR.

• Challenge

  A description of roles, responsibilities, duties and reporting relationship associated with the position(s).

• Additional Requirements / Comments

  Important information about the selection process, including whether or not assessment tests will be administered and whether the process will be used to establish an eligibility list or staffing pool is provided in this section. Also included are statements about employment equity and accommodation.

  Employment Equity: The CIHR is committed to having a skilled and diversified workforce representative of the population it serves. In an effort to improve representation to reflect Canada’s diversity, preference may be given to candidates who, at the time of application, indicate that they are belonging to one of the following Employment Equity groups (self-declaration): Indigenous peoples, Women, Visible Minorities and Persons with Disabilities.

  Accommodations: An applicant's accommodations are not used as a factor in a staffing decision but, rather, are accommodated to ensure that the individual is given adequate opportunity to demonstrate their qualifications for the position. It is the responsibility of the individual being considered in a selection process to advise the CIHR if accommodation is required. The CIHR will make reasonable efforts and take appropriate steps to accommodate any accommodations an applicant might have when participating in a selection process. If contacted in relation to a job opportunity or testing, the applicant should inform the Agency official as soon as possible of any accommodation needs before a planned interview or before any testing is required. The accommodation will vary depending on the individual’s needs.

• Information to be provided

  This section indicates what must be included in your application. Please read it carefully and ensure that your application contains all of the information requested.

• Important Messages

  The main section of the job poster will sometimes be followed by Important Messages. Applicants should review this section as it may give additional information not found elsewhere on the poster, such as how to verify the application status and/or how applicants will be notified of any results issued.

Preparing your Application

If, after reading the poster, you believe that you meet the requirements for the position and you want to apply, you should read the following information to help you prepare your application.

Your application should clearly demonstrate how you meet all of the screening requirements in order to be considered further. Read the poster carefully and double-check your application before you submit it, to ensure that you have included all the relevant information.

• Your Official Language Rights

  Applications can be submitted in either official language. In addition, when participating in a selection process, you are entitled to have any examination or interview for the purpose of assessing your qualifications, other than language, in the official language of your choice. You can also choose to communicate and receive available services and information concerning the employment opportunity in either official language.

  These rights apply to all selection processes, regardless of the location of the position or its official language proficiency requirements.

• Tips on Preparing your Résumé and Cover Letter

  • Depending on the job poster you may be asked to submit a cover letter or answer screening questions. It is not enough to indicate 'see resume' or 'yes, I meet this qualification', you must provide concrete examples how you meet the qualifications. The poster will include instructions on what is required.
  • Include special assignments and/or projects that have enabled you to develop skills relevant to the position.
  • Include involvement in outside work that show you've developed the required skills.
  • Consider including courses taken, association memberships, awards, special skills, publications, a "career goals" statement, etc. (depending on the position).
  • Don't exaggerate your skills or experiences.
  • If you are listing references on your résumé, make sure these individuals can attest to your past work experience, particularly in the areas related to the personal suitability qualifications required for the position. Unless the job poster specifically requires it, you do not need to include a list of references with your application.
  • Provide complete contact information, including mailing address, email address and telephone number(s). As email may be the only form of communication, please make sure to set your email and junk mail filters accordingly and check them regularly.
  • Keep cover letters to one or two pages and resumes from one to three pages, if possible. Be sure to highlight how you meet the screening qualifications (i.e. education and experience) and identify the point(s) in your career where you acquired the skill(s). These qualifications should also be reflected on your resume.
  • Include start and end dates when listing your past positions.
  • Use short, focused sentences with action verbs and results to explain your previous achievements and/or responsibilities.
  • Use an easy-to-read font type and size, in addition to bulleted lists.
  • Proofread for typographical, spelling and grammatical errors.

The Screening Process

The first part of assessment is the initial screening process. Screening is a review of the applications to determine which applicants meet all the screening requirements identified on the poster such as education and experience, the area of selection and time of application. Typically, applications received on or before the closing date are screened against these requirements. Only the applications that clearly demonstrate that the individuals meet these screening requirements will be considered further.

Further Assessment

Selected applicants who meet the screening requirements may be invited to participate in one or more assessments to evaluate the other qualifications required. Some common methods of assessment include written exams, oral interviews, situational exercises, and reference checks. Official language testing may also be required. In addition, accommodation in selection processes will be provided to those applicants who have any health or physical limitations, which may adversely affect their performance during any phase of the selection process. Depending on the number of applicants in the process, these steps may take some time.

During the assessment phase, only the qualifications required for the job and selected by the manager, as outlined on the poster, will be assessed. Any other experience, knowledge, ability, etc., that you possess and feel may be relevant to the position will not be taken into consideration. This ensures that all applicants are treated fairly, as they are all assessed only against the qualifications established by the hiring manager.

Refer to the qualifications listed on the poster to help prepare for assessment.

• Testing

  The job poster may indicate if tests will be administered and may identify what type of test(s) will be used. The CIHR uses many different tests, including:

  • those developed by the hiring manager for the specific position(s) being staffed;
  • standardized tests, often those developed by the Personnel Psychology Centre (PPC) of the Public Service Commission.

  If the poster indicates a PPC test will be used, you may find information on the test, including sample questions and some practice tests, on the PPC website.

  Tips:

  • Refer to the qualifications listed on the job poster that will be assessed through testing. Try to think of possible questions that could be included in a test. How would you answer them?
  • If knowledge qualifications will be tested, consider researching relevant information, either on the CIHR website or elsewhere.
  • Try practice tests, if they are available.

• Interviews

  During an interview, you meet with an assessment board which may be comprised of the hiring manager, and one or more board members who are familiar with the requirements for the position. You are asked a series of pre-set questions to assess your qualifications with respect to the knowledge, abilities and/or personal suitability requirements listed on the job poster. You might be asked questions on technical aspects of the work, basic knowledge essential to the job, hypothetical job situations where you describe what you would do in a given situation, examples of real situations from your past and how you handled them, scenarios, etc.

  Tips on Preparing for an Interview

  • Re-read the job poster and Statement of Merit Criteria to understand the context of the job and the qualifications required. You will be assessed on only the qualifications outlined on the Statement of Merit Criteria.
  • Consider how your knowledge and experience relates to the position and the qualifications required.
  • Anticipate questions and practice possible answers.
  • Familiarize yourself with the CIHR – its structure, mandate, services, etc. – by reviewing the Agency website.

  Tips for During the Interview

  • Avoid "yes" or "no" answers. Respond with an appropriate level of detail to each question.
  • During the interview, speak clearly and with conviction and be sincere.
  • Think before you answer. It is fine to pause before answering to organize your thoughts. If paper has been provided for you, take advantage of it and write down some key points to keep you on topic. Silence while you compose a response is acceptable.
  • If you do not understand a question, ask for clarification. If you do not know the answer, be honest and say so. It may also be possible to return to a question later in the interview to answer the question or to include additional points.

What Happens After the Selection Process?

• If You Qualify

  At the end of a selection process, an eligibility list or a staffing pool may be established by the hiring manager. However, being included on a list or in a pool does not automatically guarantee that you will be hired. Having your name on an eligibility list or a staffing pool means that you have been found qualified, not that you will be offered a job.

  If you are included in a staffing pool, further assessment may be needed for some or all of the positions to be staffed. Other non-assessment criteria may also be applied to determine who is most appropriate for each position.

• If You Are Offered an Appointment

  If you receive an offer of employment, the manager may initially discuss this with you verbally to determine your level of interest and a proposed start date. To proceed with your appointment, the manager will then send you a letter of offer. It is wise not to take irreversible actions, like giving notice to your current job, until you have received the written offer and have read, understood and agreed to the conditions outlined within it.

  A letter of offer outlines all of the details of the offer, including the occupational group and level, the salary range on appointment, the proposed effective date of your appointment, the end date (if the offer is for a term appointment or student placement), official language training requirements (if applicable), and any conditions of employment. The letter of offer will also inform you if your appointment will be subject to probation and, if so, the length of the probation period.

  The letter of offer is your employment contract, so review it carefully and follow the instructions in the letter with respect to accepting or rejecting the offer. If anything is unclear or you would like more information, the hiring manager or HR Advisor can provide you with answers.

Date modified:

2024-01-25