Work sample assignment brief template

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1. Purpose & Scope

1.1 Purpose

This document provides standard instructions, fillable templates, and scoring rubrics for creating and administering work sample assignments during the recruitment process. Work sample assignments evaluate a candidate's actual job capabilities against bona fide occupational requirements using standardized, realistic simulations of job duties.

1.2 Scope

This operational procedure applies to all recruitment competitions conducted by [ORGANIZATION_NAME] for full-time, part-time, and casual positions across all operational units.

1.3 Legal and Non-Exploitation Standards

1. Accommodation: [ORGANIZATION_NAME] must provide reasonable assessment accommodations up to the point of undue hardship upon request by any candidate with a disability or protected characteristic under applicable human rights legislation.
2. Non-Exploitative Design: Work sample assignments must use simulated, historical, or fictional data. Assignments must never require candidates to produce productive work or solve live business problems that [ORGANIZATION_NAME] uses for operational or commercial benefit without compensation.
3. Time Constraints: Unpaid take-home assignments must not exceed a total candidate effort of 2 to 3 hours. Onsite or live practical tests must not exceed 60 minutes.

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2. Required Information

Table 1: Required Inputs for Assignment Creation

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3. Responsibilities

Table 2: Assignment Administration Responsibilities

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4. Work Sample Assignment Toolkit

4.1 Work Sample Brief Template (Candidate-Facing)

The hiring manager must use the following standard format when issuing an assignment to a candidate.

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CANDIDATE WORK SAMPLE ASSIGNMENT BRIEF
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Position: [JOB_TITLE]
Company: [ORGANIZATION_NAME]
Issue Date: [DD-MMM-YYYY]
Submission Deadline: [DD-MMM-YYYY] at [TIME]
Estimated Completion Time: [N_HOURS] (Recommended: Maximum 2-3 hours)
Submission Method: Submit via email to [SUBMISSION_EMAIL] in [FILE_FORMAT] format.

1. ROLE CONTEXT & OBJECTIVE
[Insert 2-3 sentences explaining the business context and what core job skill this 
exercise evaluates, referencing the core duties of NOC [NOC_CODE].]

2. SCENARIO / PRACTICAL CASE
[Insert a fictionalized operational scenario. Provide necessary background details, 
constraints, and raw data. Do NOT use live proprietary business problems.]

3. CANDIDATE DELIVERABLES
You are asked to produce the following output(s):

- Deliverable 1: [Specific item, e.g., 1-page memo, formatted spreadsheet, technical brief]
- Deliverable 2: [Specific item, e.g., brief summary of assumptions]

4. GUIDELINES & CONSTRAINTS
- Tools permitted: [List allowed software/tools, e.g., Standard spreadsheet, word processor]
- Length limit: [E.g., Maximum 500 words or 2 spreadsheet tabs]
- Focus: We evaluate structure, clarity, accuracy, and prioritization over decorative formatting.

5. EVALUATION CRITERIA
Your submission will be evaluated against standardized scoring criteria:

- Technical Accuracy & Problem Solving (Weight: [PERCENT]%)
- Clarity of Communication & Structure (Weight: [PERCENT]%)
- Practical Feasibility & Prioritization (Weight: [PERCENT]%)

6. ACCESSIBILITY & ACCOMMODATION
[ORGANIZATION_NAME] is committed to fair and accessible assessment processes. 
If you require an accommodation (such as alternative formats, extended time, or 
assistive technology support) under human rights legislation, please notify 
[ACCOMMODATION_CONTACT] as soon as possible. Accommodation requests are confidential 
and do not affect assessment scoring.

7. INTELLECTUAL PROPERTY NOTICE
This exercise uses fictional data for recruitment assessment purposes only. 
[ORGANIZATION_NAME] does not use candidate work sample submissions for operational 
or commercial purposes.
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4.2 Standard Evaluator Scoring Rubric

Evaluators must score candidate deliverables independently against this 4-level scale.

Table 3: Standard Scoring Rubric

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5. Process & Controls

5.1 Step-by-Step Administration Workflow

1. Design and Validation: The hiring manager drafts the brief and scoring rubric. The [OWNER_OR_MANAGER] reviews the brief to confirm it tests bona fide occupational requirements and does not exploit free labour.
2. Candidate Notification: The evaluator issues the brief simultaneously to all candidates at the designated recruitment stage, including the clear deadline, time estimate, and accommodation statement.
3. Accommodation Processing: If a candidate requests an accommodation, the [OWNER_OR_MANAGER] reviews the request immediately, determines the appropriate adjustment (e.g., additional time, alternative format), and confirms the modification in writing within [N_BUSINESS_DAYS].
4. Anonymization (Where Feasible): Candidate identifying information (name, address) is redacted from the deliverable before evaluation to prevent unconscious bias.
5. Independent Scoring: Each evaluator reviews the deliverable and completes an individual scoring rubric with objective evidence notes.
6. Consensus Meeting: Evaluators meet to review scores. If evaluator scores diverge by more than 1 full rating level on any criterion, evaluators must review evidence notes and align on a final consensus score.
7. Record Archiving: The completed briefs, candidate submissions, and evaluator scoring sheets are uploaded to [FILE_LOCATION] in [HRIS_NAME].

5.2 Quality and Compliance Controls

Table 4: Quality and Compliance Controls

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6. Approval & Records

6.1 Records Retention

Table 5: Records Retention Schedule

6.2 Governance

This operational template is governed by [ORGANIZATION_NAME] recruitment policies and is subject to review every [REVIEW_CYCLE].

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7. Worked Example: Operations Coordinator Work Sample Brief

The following section is a populated operational example for the role of Operations Coordinator.

7.1 Candidate Brief

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CANDIDATE WORK SAMPLE ASSIGNMENT BRIEF (EXAMPLE)
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Position: Operations Coordinator
Company: Acme Logistics Canada
Issue Date: [DD-MMM-YYYY]
Submission Deadline: [DD-MMM-YYYY] at 17:00 [TIMEZONE]
Estimated Time Commitment: 90 to 120 minutes
Submission Method: Email in PDF format to [SUBMISSION_EMAIL]

1. ROLE CONTEXT & OBJECTIVE
As an Operations Coordinator (NOC 13201), you will coordinate client delivery 
schedules, manage vendor discrepancies, and resolve daily logistical bottlenecks. 
This exercise measures your ability to prioritize conflicting tasks, correct data 
errors, and draft professional client communications.

2. SCENARIO
It is Tuesday morning at 09:00. You have received the following three urgent items:

- Item A: A shipment of 40 heating units for Client 'Northwest Build' is delayed 
  by 48 hours due to a transport carrier breakdown. Delivery was promised for Wednesday.

- Item B: A monthly supplier invoice shows an overcharge of [CAD_AMOUNT] on fuel 
  surcharges compared to the contracted vendor rate.

- Item C: The warehouse lead reports that two temporary staff did not report for 
  their morning shift, creating a packing delay for 15 pending regional orders.

3. CANDIDATE DELIVERABLES
Please submit a single document containing:

1. Priority Order & Action Plan (Max 250 words): Rank Items A, B, and C in order 
   of handling and state the immediate next step for each.

2. Client Communication (Max 200 words): Draft an email to the Project Manager at 
   'Northwest Build' explaining the delay on Item A, the revised timeline, and the 
   remedial action taken.

3. Vendor Discrepancy Note (Max 100 words): Draft a brief internal note to the 
   Accounts Payable clerk explaining the calculation error on Item B.

4. CONSTRAINTS
- Maximum word count: 550 words total.
- Format: Single PDF document.

5. EVALUATION CRITERIA
- Operational Prioritization (35%): Logical ranking based on business risk and customer impact.
- Written Communication (35%): Professional tone, direct language, and clarity.
- Attention to Detail (30%): Accuracy regarding invoice discrepancy and schedule facts.

6. ACCESSIBILITY & ACCOMMODATION
If you require an accommodation under human rights legislation to complete this 
exercise, please contact [ACCOMMODATION_CONTACT] immediately. We will arrange 
suitable adjustments.

7. INTELLECTUAL PROPERTY
This assignment uses simulated data. Acme Logistics Canada will not use your 
submission for any commercial purpose.
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7.2 Completed Evaluation Rubric (Example)

Table 6: Evaluator Scoring Sheet — Operations Coordinator Example

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What to fill in

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