Purpose
This policy outlines inclusive hiring practices to help organizations build diverse, equitable, and representative teams. It is designed to operationalize values of justice, equity, diversity, and inclusion (JEDI) in all phases of recruitment, assessment, selection, and onboarding.
Organizational Commitment to Inclusive Hiring
We are committed to fair, accessible, and inclusive hiring practices. Our aim is to reduce barriers and support equitable participation for individuals from communities historically and structurally marginalized based on (but not limited to) race, ethnicity, religion, nationality, gender identity, sexual orientation, age, disability, or socioeconomic background.
To reflect this commitment, we prioritize qualified candidates from underrepresented communities and take proactive steps to foster inclusion across the recruitment process.
Key Practices for Equitable Hiring
Job Posting & Outreach
- Review all job postings for inclusive language and remove gender-coded words.
- Ensure readability and accessibility in posting formats.
- Post opportunities to both mainstream and equity-focused job boards (such as bipocsearch.com, indigenouscareers.org, nationtalk.ca, abilities.ca, ccdi.ca, etc.)
- Encourage staff to share opportunities within their own diverse networks.
Accessibility & Communication
- Offer accessibility accommodations at every stage of the process.
- Share interview questions in advance where appropriate (especially when not assessing communication skills).
- Offer to provide questions in writing during virtual interviews, depending on candidate preference.
Bias Mitigation Tools
- Use blind resume screening where appropriate to reduce unconscious bias.
- Brief all interview panelists on common hiring biases (e.g., affinity bias, confirmation bias).
- Use structured evaluation rubrics during all interviews and screenings.
Interview Panel Composition
- Assemble panels with diverse identities and experiences whenever possible.
- Ensure all panelists are trained in equitable interviewing and assessment techniques.
- Facilitate structured debriefs with junior panelists speaking first.
Recruitment & Selection Workflow
1. Role Definition & Approval
- Hiring managers work with HR or People & Culture to scope the role and required competencies.
- Review and update job descriptions to ensure inclusive language and equitable role framing.
- Secure necessary approvals to initiate recruitment.
2. Job Development & Posting
- Finalize job descriptions and postings with equity in mind.
- Draft phone screen and interview guides aligned to job competencies.
- Consider anonymizing resumes up to a defined stage in the process.
3. Resume Screening
- Resumes are reviewed by multiple team members using consistent criteria.
- Candidates are grouped by qualifications (e.g., exceeds, meets, or does not meet).
- Notify unqualified candidates early with respectful, clear communication.
4. Phone Screening
- Send accessible invitations, including accommodation options.
- Use standardized phone screen templates and evaluation rubrics.
- Share shortlist with hiring manager for interview scheduling.
5. Interview Panels
- Conduct Panel 1 with questions aligned to competencies.
- Use consistent rubrics and gather notes from all panelists.
- Host debrief sessions to assess and determine next steps.
- If required, proceed to a second panel with targeted follow-up questions.
6. Finalist Conversations
- If needed, arrange additional meetings with team members or stakeholders.
- Gather final feedback to inform the selection decision.
Offer, References & Onboarding
Offer Process
- Draft and send offer letter (unsigned) to the finalist while references are completed.
- Confirm internal salary alignment to ensure equity before finalizing.
Reference Checks
- Only required for roles at the people manager level or above.
- Check two to three references including previous manager, peer, or direct report.
Background Checks
- Conducted only for roles requiring a high degree of trust, such as executive leadership.
Onboarding
- Once the offer is accepted, begin onboarding with intentionality and support.
- HR/Recruiter and hiring manager meet to customize a welcoming, inclusive onboarding experience.
Special Considerations
Internal Candidates
- All internal applicants are offered a phone screen and an opportunity to practice interview skills.
- Internal candidates advance to panel interviews automatically.
- Those with less than 6 months of tenure may consult with HR to develop a growth plan before applying.
Referral Candidates
- Qualified referrals automatically receive a phone screen.
- Unqualified referrals receive personalized communication explaining why they are not moving forward.
Inclusive hiring is not a one-time effort—it’s a continuous practice grounded in intentionality, reflection, and accountability. By following this sample policy, organizations can take tangible steps to ensure equitable access, reduce bias, and build a more inclusive workplace for all.
This sample policy was developed by the Vancouver Foundation.
