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1665 - Staffing, Recruitment & Competitions

Last updated on April 22, 2024

Records relating to the staffing of positions, including recruitment of employees and competitions for vacant positions.

Record types include correspondence, forms, reports, and other types of records as indicated under relevant secondaries.

NOTE:  This primary is designed for ministries and agencies served by the BC Public Service Agency (BCPSA).  Agencies with their own internal human resources services should use the Human Resource ARCS Supplement (HRAS), the Emergency Health Services ARCS Supplement, or the Liquor Distribution ARCS Supplement.  Agencies must be registered to use HRAS. For guidance, please contact your Government Information Management Specialist (GIMS) or Ministry Records Officer.

For branch employee files, see secondary 1385-20.
For direct recruitment, including appointments, see secondary 1385-20.
For executive leadership development and advancement, see secondary 1705-02.
For job descriptions, see secondary 1360-20.

non-OPR NOTE: Offices will retain non-OPR copies of records for: SO nil DE 

Primary-Secondary Records Series OPR  
  A SA FD  
1665-00 Policy and procedures SO nil DE  
1665-01 General CY+1y nil DE  
1665-03 Model interview questions SO nil DE  
1665-04 Criminal record check consent forms (not hired)
6y = The six-year retention period satisfies the five-year retention period required by Royal Canadian Mounted Police (RCMP) Canadian Police Information Centre (CPIC) auditors for the retention of Criminal Records Review Act (RSBC 1996, c. 86) consent forms.
NOTE: This secondary covers unsuccessful applicants' consent forms and for records checks under the Criminal Records Review Act and Public Service Act Directive 3.6 Police Records Checks 
NOTE: Consent forms of successful job applicants are sent to BCPSA for filing on the relevant employee personnel file.
NOTE: As required by part D of Public Service Act Directive 3.6 Police Record Checks, ministries are required to destroy or return all police documentation to job applicants, including the results of police record checks, and eliminate all references that identify applicants with criminal records. Therefore, police record check consent forms should only indicate that a check has been undertaken.		 CY 5y DE  
1665-05 Selection standards reference material
NOTE: This secondary covers a reference collection of standard qualifications for public service positions, which are developed by BCPSA.		 SO nil DE  
1665-06 Student recruitment/selection information
NOTE: This secondary includes co-op, articling, intern, and summer student recruitment information. When students are hired, their employment records are sent to BCPSA for filing on their employee personnel files. Copies may be maintained by their supervisors on the branch employee file under secondary 1385-20.		 SO nil DE  
1665-07 Unsolicited offers of service - not considered
(includes résumés)
NOTE: This secondary covers unsolicited résumés and similar personal offers of service that were not considered.  Applications and résumés of applicants under consideration are classified under secondary -20.		 SO nil DE PIB
1665-20 Staffing competition files
(includes correspondence, applications, résumés, job descriptions, posting request forms, job postings, eligibility lists, and tests)
(arrange by competition)
SO = upon the date the successful applicant is placed into new position (i.e., the effective date of the appointment), and if an eligibility list or inventory has been established, when the list has been exhausted or the term of the list has expired, whichever is earlier
2y = The two-year retention period satisfies the audit requirements of the Office of the Merit Commissioner.
NOTE: These files include candidates’ qualifications, scores, and test results, competition assessment tools including criteria and rating methodology, copies of approvals or waivers for special considerations or restrictions, reference check procedures and ranking guides, decisions, copies of offer letters, and letters of regret and feedback to unsuccessful candidates.		 SO+2y nil DE  

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OPR – office of primary responsibility

A – active
SA – semi-active
FD – final disposition

CY – calendar year
nil – no retention period
SO – superseded or obsolete
y – year
DE – destruction
PIB – personal information bank

Resources

Learn how government records are managed:

Contact information

For general inquires, contact the Government Information Management (GIM) Update at:

Office
250 387-3387
Email
GRS@gov.bc.ca