If your research involves hiring members of a research team | Research

Hiring, training, and employment for indefinite terms, definite term, and casual help and foreign workers

Mandatory/key compliance obligations	Follow the hiring process (indefinite term)
Waterloo policy, procedure or guideline	Policy 18, Policy 54, Mission Critical, Hiring Managers Guide, Position Request, Payroll Forms
External policy/requirements	Employment Standards Act, Human Rights, Employment Equity
Who can help?	Talent Acquisition Team/HR Advisors/Human Resources
Mandatory/key compliance obligations	Follow the hiring process (secondment or definite term). For graduate students and post-doctoral researchers, you should consult the Graduate Studies Office.
Waterloo policy, procedure or guideline	Policy 18, Policy 54, Payroll Forms
External policy/requirements	Employment Standards Act, Human Rights, Employment Equity
Who can help?	HR Advisors/Human Resources
Mandatory/key compliance obligations	Follow the hiring process (casual help)
Waterloo policy, procedure or guideline	Policy 54, Paying Casual Employees, Payroll Forms
External policy/requirements	Employment Standards Act, Human Rights, Employment Equity
Who can help?	HR Administration/Payroll, Human Resources
Mandatory/key compliance obligations	Follow the hiring process (foreign workers)
Waterloo policy, procedure or guideline	Immigation Process, SIN Application Form
External policy/requirements	Citizenship and Immigration Canada
Who can help?	Manager, Immigration and Visa Support Services, Secretariat
Mandatory/key compliance obligations	Ensure you pay overtime after 44 hours in a week
Waterloo policy, procedure or guideline	Policy 16 for full and part-time staff https://uwaterloo.ca/human-resources/support-managers/development
External policy/requirements	Employment Standards Act
Who can help?	Human Resources Advisor, Human Resources
Mandatory/key compliance obligations	Ensure you pay vacation pay
Waterloo policy, procedure or guideline	Policy 6
External policy/requirements	Employment Standards Act
Who can help?	Payroll, Human Resources
Mandatory/key compliance obligations	Ensure you pay holiday pay
Waterloo policy, procedure or guideline	Policy 38
External policy/requirements	Employment Standards Act
Who can help?	Payroll, Human Resources
Mandatory/key compliance obligations	Ensure (by documentation) that all team members have completed mandatory Training including Employee Safety Orientation, Workplace Violence Awareness, and Supervisor Safety Awareness
Waterloo policy, procedure or guideline	Policy 34 – Health, Safety and Environment
External policy/requirements	Ontario Ministry of Labour
Who can help?	Safety Office/Website
Mandatory/key compliance obligations	Follow the process for termination of Employment
Waterloo policy, procedure or guideline	Policy 18, Notice of Termination
External policy/requirements	Notice of Termination and Severance Obligations (Employment Standards Act)
Who can help?	Human Resources Advisors/Payroll
Mandatory/key compliance obligations	Ensure you fulfil all management responsibilities for your research staff and comply with requirements for establishing compensation levels, conducting an annual performance review, setting annual objectives, staff development for all members of the research team, including yourself
Waterloo policy, procedure or guideline	Compensation, Recruitment, Performance Management and Objective Setting Staff Development
Who can help?	Human Resources Advisors/Payroll
Best practices	Prepare a formal offer letter with start and end dates
Waterloo policy, procedure or guideline	Payroll Forms

Independent Contractors

Mandatory/key compliance obligations	Determine if the person is considered an employee or independent contractor
Waterloo policy, procedure or guideline	Guide to the Determination of Employee/Contractor Status Employee vs. Independent Contractor Procedure
External Policy/Requirement	Canada Revenue Agency
Who can help?	icon@uwaterloo.ca
Best practices	Avoid entering into relationships with private corporations which are adverse to the University’s interests
Waterloo policy, procedure or guideline	Policy 52 - Private Corporations [FS]
Who can help?	Secretariat’s Office
Best practices	Avoid Conflicts of Interest
Waterloo policy, procedure or guideline	Policy 69 - Conflict of Interest [FS]
Who can help?	Secretariat’s Office

Creating a safe and welcoming workplace (Equity Office)

Mandatory/key compliance obligations	Ensure equality in employment and duty to accommodate
Waterloo policy, procedure or guideline	Ethical Behaviour Policy 33
External Policy/Requirement	Ontario Human Rights Code
Who can help?	Equity Office
Mandatory/key compliance obligations	Ensure equitable recruitment and selection
Waterloo policy, procedure or guideline	Ethical Behaviour Policy 33, Equality in Employment Policy 65, Faculty Appointments Policy 76, Strategic Plan 2013, HeForShe goal
External Policy/Requirement	Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, Federal Contractors Program
Who can help?	Equity Office
Mandatory/key compliance obligations	Ensure you have completed any required supervisory training including health and safety training
Best practices	Create an equitable workplace. Clarify rights and responsibilities. Discuss strategies to be proactive in establishing a climate conducive for equity/equality.
Waterloo policy, procedure or guideline	UW Strat Plan
Who can help?	Equity Office
Best practices	Complete equitable recruitment and selection training prior at the beginning of the hiring process
Waterloo policy, procedure or guideline	UW Strat Plan
External Policy/Requirement	Canada Research Chair Hiring Guidelines
Who can help?	Equity Office