Policy:

  1. The Galiano Club is committed to an objective, consistent and comprehensive recruitment and selection process that ensures fair competition and selection of the best qualified candidate and takes into consideration whether the individual is a member of a vulnerable group.
  2. The Galiano Club is an equal opportunity employer, adheres to BC Human Rights code and complies with all relevant legislation, and standards.
  3. The Galiano Club is committed to fostering a culture of inclusion for its workforce; part of this commitment is ensuring fair and equitable treatment for all employees.

Procedures:

Vacancies

  1. The Executive Director is responsible for identifying recruitment needs, including relevant qualifications, abilities, and experience required, initiating recruitment and acting as the main point of contact during the recruitment process.
  2. The Executive Director is the lead on the recruitment process and will ensure:
  • The position is posted.
  • The selection criteria and interview questions are consistent with the job description.
  • A selection committee is established, including at least one Board member and the members are informed of the selection criteria.

Job Postings

  1. Job postings will state the nature of the position, experience required, any relevant qualifications, hours, hourly rate or salary, and closing date. Special requirements that are necessary for the position, such as a driver’s license, access to a personal vehicle, criminal record check or first aid certificates will also be included.

Selection

  1. The Executive Director will screen and shortlist candidates and schedule interviews. Candidates must meet the minimum qualifications of the job to be shortlisted for an interview.
  2. Members of the Selection Committee will:
  • Assess the merits of each candidate against the selection criteria;
  • Assess candidates impartially and objectively;
  • Attend the interviews of all interviewees;
  • Recommend candidates for selection; and
  • Maintain confidentiality throughout the selection process.
  1. The Selection Committee will develop interview questions based on the knowledge, skills and abilities (KSA’s) necessary to be successful in the position. Assessment may also include written exercises or simulations.
  2. Interviews will be conducted by the Selection Committee using these questions in a structured process.

Background Checks

  1. Prior to any offer of employment, background checks of references, driving records or verification reports will occur for the selected candidate for the position.
  2. Depending on the position, background checks may include:
  • Reference checks
  • Criminal Record checks
  • Immunizations
  • Driving records
  • Credential confirmation, verified with primary sources, including licensure, certification, registration and education.
  1. A criminal record does not automatically disqualify candidates from the hiring process. Criminal records will be assessed by the Selection Committee and/or the Board, considering:
  • Nature of the offence relative to the position for which the individual is applying
  • Number of offences of the same nature
  • The dates of the offences
  • The best interests of the Society
  1. The Executive Director will inform the candidate if there is an issue with the results of their background checks, and if any further action is required.

Offer of Employment

  1. Successful candidates will receive a formal Offer of Employment in writing, signed by the Executive Director, together with a copy of the Job Description for the position. The offer letter will outline:
  • Position Title
  • Status (full-time, part-time, casual, contact, temporary)
  • Hire date
  • Salary
  • Probation Period
  • Benefits Package, if applicable
  • Any other particulars related to the specific position.
  1. The successful candidate will confirm their acceptance of the offer of employment by returning a signed copy of the offer letter by the date requested.
  1. A member of the Selection Committee will notify the shortlisted candidates not selected for the position that they were unsuccessful in the competition once the offer has been accepted.

Probation Period

  1. All new employees are subject to a six (6) month probation period, during which time, the employee’s performance will be evaluated on an ongoing basis by the Executive Director. The employee will receive an evaluation after three (3) months and again at six (6) months.
  2. If an employee does not successfully complete probation they will be terminated without notice, subject to any requirements under the Employment Standards Act.
  3. At the Executive Director’s discretion, in consultation with the Board, the probation period may be extended for a further period of time. The employee will be provided with a letter detailing the extension period and the performance expectations during the extension.

Contract Employees

  1. All conditions of employment for Contact employees, including salary and hours of work and benefits, if any, are negotiated and outlined in a written agreement signed by both parties.

Notification to Board of Directors

  1. The Board of Directors will be notified of any new employees hired, at the Board meeting immediately following the date of hire.

Executive Director Vacancy

  1. In the event of an Executive Director vacancy a Board Member will be appointed to lead the recruitment process and will follow the same process.

Documentation, Records Retention and Destruction

  1. The Executive Director will retain documentation on the recruitment and selection process.
  2. Recruitment records, with the exception of the successful candidate’s interview notes, are retained for two years and are then destroyed (Personal Information and Protection Act, Section 35(1)). Interview notes for the successful candidate are saved in the employee’s personnel file.

Approved: March 25, 2026