Management and Professional Staff (MaPS)
Management and Professional Staff support and lead the operations of the university and are governed by the Alberta Labour Relations Code and the MaPS Employee Handbook.
Select the MaPS position category you plan to hire
Management and Professional Staff support and lead the operations of the university and are governed by the Alberta Labour Relations Code and the MaPS Employee Handbook. These roles are classified and funded in several ways, with supporting resources such as job profiles, guidelines, and policies to help leaders choose the appropriate appointment type during the hiring process.
The hiring process recognizes the following categories:
Operating Funded
Roles are paid through base operating funds and may or may not have an anticipated end date.
Full Time Equivalent (FTE) is equal to the number of hours a full-time employee works for the University of Calgary. Depending on the role, 1.0 FTE could be 35 hours, 37.5 hours, or 40 hours per week.
Research Funded
Roles are paid through research funds and will have an anticipated end date (maximum 5 year initial term).
Full Time Equivalent (FTE) is equal to the number of hours a full-time employee works for the University of Calgary. Depending on the role, 1.0 FTE could be 35 hours, 37.5 hours, or 40 hours per week.
Job Funding Rules
The following information is designed to help hiring managers understand employee job types and how the different types are funded within the UCALG and UCALT business units. Fund Codes are the first two digits of a financial chart field and denote the purpose of the fund (e.g. Fund 10 = general/base operating funds).
In general, a job that is being funded from base operating funds (Fund 10) is hired under the UCALG business unit. Jobs being paid from project funds (e.g. Fund 11, 12, 60 or 70) are hired under the UCALT business unit. However, in certain rare situations it may be appropriate for an employee to be hired under UCALG with a recovery from project accounts. For more information on whether that is the correct option for your hire, contact your Finance Partner.
Related links
- Funding Rules Matrix (PDF)
| Type of fund | Business unit | Allowable Employee Classifications |
|---|---|---|
| 10* (Operating Budget) | UCALG | - Regular *Fund 15 is an allowable fund code for jobs in Ancillary Services |
| 11, 18, 60 and 70 – Project Funds (Research) | UCALT | Fixed Term (Research Associate, Research Assistant, Research Lab Support, Research Other) |
| 12, 19 and 70** – Project Funds (Non-research) | UCALT | Limited Term (Project) **Fund 14 is an allowable fund code for jobs in Information Technologies |
Management and Professional Staff (MaPS) Hiring Process
Steps in the MaPS Hiring Process
The hiring process for MaPS roles ensures that each new or vacant role is filled consistently and in compliance with university standards. From initial planning and budgeting to final onboarding, the process guides managers through a structured sequence of approvals, candidate selection, and setup helping ensure fairness, clarity, and readiness for the new staff member.
Getting Prepared
Begin by obtaining the necessary approvals to hire, clarifying the type of role needed, and confirming budget availability. A job profile must be in place (either existing or newly drafted) to define the role properly.
Submit a Job Opening Request Form
Complete and submit the JOR to formally request the position, provide job details, and secure financial approval. Once approved and classified (with job code assigned), the job is posted, and recruitment begins.
Review Applications & Candidate
After posting, review incoming applications, shortlist, interview candidates and conduct reference checks. Final selection should be based on best-fit for the role.
Making an Offer
Once a candidate is chosen, extend a verbal pre-offer (discussing salary and terms), then generate and send an official offer letter after acceptance. This formalizes the employment agreement.
Onboard New Employee
Once the new hire is accepted and entered into the HR system, the onboarding process begins. This includes assigning their ID, setting up access (email, systems, tools), and completing administrative steps so they can start effectively.
Hiring Manager Toolkit
The Toolkit is a comprehensive resource that provides a detailed description of the recruitment and selection process, best practices, and sample documents.
Step 1: Getting Prepared
The hiring process begins by seeking approvals to hire, and understanding what kind of role you need to fill. Upfront conversations to discuss budget should be held with the budget owner, senior leaders and Finance Partner and/or Research Support. Information on the budget available and the proper accounting will be required to complete the Job Opening Request form (Step Two).
All MaPS roles require a job profile. When filling an existing vacancy a job profile should already be in place and may only require review or minor edits. When creating a new role a job profile will need to be written using the Job Profile Guidelines and Resources.
Step 2: Submit a Job Opening Request Form
The purpose of the Job Opening Request form (JOR) is to collect the information required to post the job and formally obtain the necessary financial approvals.
When submitting a request for a new or changing role you will begin the Job Opening Request by submitting the job profile for review by the Compensation Analysts. Once reviewed a classification and Job Code will be assigned to your role, and you will receive a notification to return to the Job Opening Request and enter the remaining job details.
Once approved, the job is posted by the Processes and Solutions Team and the recruitment process begins. The notification email you receive will contain instructions for completing your recruitment so be sure to retain it for future reference.
Related links
Operating Funded
Project Funded
Step 3: Review Applications and Select a Candidate
After a job has been posted, the Hiring Managers can log into the myUCalgary portal and navigate to My work > People management > Manage applicants to view and manage applicants. For step-by-step instructions, see the Managing Applicants in PeopleSoft guide.
The hiring manager(s) and/or selection team can move forward with shortlisting applicants, conducting interviews and finally conducting reference checks. Reference checks are used to confirm your decision and should only be conducted for your final candidate.
The Hiring Manager Toolkit contains more information on best practices, as well as templates for phone screens, interviews, and reference checks.
Step 4: Making an Offer
Once you have selected a candidate for the role it is time to prepare a verbal pre-offer. When deciding the salary amount ensure you are following relevant salary guidelines, and be sure to stay within approved budget limits.
With this information confirmed, present the candidate with the verbal pre-offer and discuss all terms of employment. The Verbal Pre-Offer Checklist found in the Hiring Manager Toolkit provides a detailed overview of the items to discuss.
If the candidate accepts, submit an offer letter request through the Job Opening. For step by step instructions on how to submit the request, refer to the job aid. The request is used to obtain the candidate’s information, final salary, start date, and other offer information required to produce a formal offer letter.
Anyone listed as a Hiring Manager in the Job Opening Request can submit this request; should someone else needs access to do so please email hrhire@ucalgary.ca.
Please note, the candidate being hired must be in the applicant list. If they are not please email their application to hrhire@ucalgary.ca so that it can be added to the job opening.
The offer letter is then sent to the Reports to Manager to review and forward on to the candidate. Once the candidate accepts, a copy of the offer letter signed by both the manager and the candidate must be sent to hrhire@ucalgary.ca for processing into the HR system.
Related links
Step 5: Onboard New Employee
When the person and job record are created in the Human Resources PeopleSoft system the new employee’s Reports to manager will receive a confirmation email. The email will include their Employee ID number (UCID), appointment details, and a link to the Onboarding page which includes a guide for managers on the actions required to successfully onboard a new hire.
This process is supported by the Onboarding Coordinator in your department who will have their own list of tasks to perform.
Done well, onboarding helps to ensure your new employee is set up with the access and tools they need to become a productive and successful member of your team (e.g. email account, computer access, etc.).