Processing of applications, interviewing and selection of appointees - General staff

• Processing of applications
• Procedures
• Pre-employment checks for ex Monash staff
• Example formats for communications to applicants

Processing of applications

The handling of applications is an integral part of the selection process. The management of selection procedures through a selection committee, coordinated by a convenor, is a requirement of the University, with training provided through the Staff Development Unit of Human Resources..

The selection committee is responsible for considering all applications, as soon as possible after the closing date for applications, to determine a short list of candidates. Referee reports may be taken up in the meantime.

To facilitate the operation of selection committees, applications will be directed in advertisements to a nominee of the selection committee, normally the convenor. There is no need to acknowledge applications, as candidates are to be advised either of shortlist/interview arrangements or that they are unsuccessful, as soon as the selection committee has met. The selection committee is responsible for notification to unsuccessful candidates in order that candidates get early advice. Selection committees may withhold unsuccessful advice to second choice candidates in case the preferred candidate declines an offer.

Procedures

All Relevant sections of the 'Request to Advertise Form' must be completed. If a 'Request to Advertise Form' is incomplete it will be returned to the Faculty/Division for further information.

A member of staff who has, or has had, a close personal relationship with an applicant must not take part in the selection procedure. Persons who are nominated as members of selection panels should declare to the convenor of the selection committee any close personal or professional relationship, past or present, in connection with any of the applicants for appointment.

Not all professional relationships will constitute a conflict of interest. The convenor of the selection committee will determine whether the relationship constitutes a potential conflict of interest and, if so, whether the member should withdraw from the committee, in which case the convenor will appoint another person to the committee.

Refer also to 'Personal Relationships and Concurrent Employment'.

The selection committee will comprise of a minimum of three members, including the supervisor. In order to avoid the possibility of complaints of discrimination, both sexes must be represented in the membership of staff selection committees. At least one member of the selection committee should have been trained in selection procedures through participation in University training or approved external training. Depending on the circumstances, the committee may need to be representative of more than one campus.

If an Indigenous Australian applies for a position, the selection committee may co-opt a suitably-qualified Indigenous Australian to be part of that selection committee. For positions being filled under the Indigenous Australian Recruitment and Career Development Initiative, an Indigenous Australian person must be co-opted to the selection committee.

Applications received by the nominated representative of the selection committee are to be held on behalf of the selection committee for consideration by the committee as soon as possible after the closing date for applications.

Referee reports may be requested and applications reviewed or prepared for review, prior to the closing date for applications. However, no selection, including short listing, should be finalised until after the closing date.

Obtain written or telephone referee reports and pre-employment checks before or after the selection interview as appropriate. Some applicants may be sensitive to reference checks of their current employers. It may be more appropriate to obtain references after interview of the most preferred one or two applicants. Referees' reports are often as critical to an appointment decision as the actual interview performance.

Applications from all candidates are to be made available to the selection committee on a confidential basis. All members of the committee are responsible for the short listing of candidates in accordance with the University's equal opportunity policy and selection procedures.

Following initial review of applications by the selection committee, candidates who are not deemed appointable are to be advised by the convenor of the selection committee that they are unsuccessful. Candidates who may be suitable for appointment are to be informed either of interview arrangements or that their application is subject to further consideration (refer Example formats for communications to applicantsfor form advice formats).

Applications of short listed candidates are to be considered by the selection committee in accordance with the University's equal opportunity policy and selection procedures.

Where the selection committee determines that an applicant is not suitable for appointment, unsuccessful advice should be sent from the committee, as soon as possible. Unsuccessful advice may be given by telephone to applicants who are interviewed, or if appropriate in the case of internal applicants, in person. Unsuccessful internal applicants should be given the opportunity to receive constructive feedback from the committee of its assessment of the applicant against each of the selection criteria. Particular attention should be paid to specific areas, if any, where the staff member will need to develop further. This discussion should not include any disclosure of material given to the University in confidence, including referees' reports on unsuccessful applicants or details of other candidates. The important point is that the staff member understands and accepts that if there are areas for improvement, he/she should pursue activities which can assist in further developing these areas. The selection/arrangement of development activities to improve the performance of the staff member is the responsibility of the staff member in conjunction with the Head of the Administrative Unit.

When an applicant has been selected for appointment, a 'Recommendation to Appoint form' is to be sent with the candidate's application and referee reports through the Head of the Administrative Unit to the Dean or equivalent for approval. The Dean or equivalent will forward the approved recommendation to Human Resources Unit who will send to the candidate a University letter offer of employment. When acceptance of the offer is received (Human Resources Division will notify the convenor of the selection committee when written acceptance is received), all other applicants are to be notified as unsuccessful, by the selection committee.

Applications and referee reports for unsuccessful candidates are to be held for reference within the Administrative Unit under the authority of the Head of the Administrative Unit for a period of six months after the position is filled. Where further reference may be required, the applications of short listed candidates or candidates deemed suitable for appointment should be held for a further six months.

At the end of the holding period unsuccessful applications and referee reports are to be destroyed as confidential documents.

Copies of applications and reports should be collected and destroyed when finished with by the selection committee.

Pre-employment checks for ex Monash staff

There are occasions when budgetary units seek to engage ex-Monash staff, or when ex-Monash staff apply for advertised positions or seek employment directly with a department or administrative area. In a number of cases the staff member may have left the employ of the University under an agreement which imposes re-employment restrictions.

When considering an ex-Monash staff member for possible employment, it is the responsibility of the Department/Administrative Unit to determine whether that person is eligible to be re-employed by the University or whether a legal agreement is in place precluding employment for a set period of time. Ex-Monash staff with such re-employment restrictions also have a legal obligation not to seek employment with the University during that period. It is also worth noting that there may be personal taxation implications for ex-staff members should they return to employment with Monash University on terms which may be in breach of their separation agreement.

The relevant officer within the Department or Administrative Unit must contact Human Resources Division extension 56011 to determine whether or not any re-employment restrictions apply to the ex-Monash staff member. This step must be undertaken prior to offering employment, arranging any interviews or short listing of candidates for interview.

Example formats for communications to applicants

1. Interview arrangements (normally by phone or fax)

Notify of:

• time
• date
• location
• likely duration
• status (first, second, final, etc.)
• parking/transport availability/arrangements
• person to contact on arrival
• membership of selection committee
• additional information to bring or which will be made available
• where or from whom additional information may be gathered.

2. Applicant short listed for possible interview/further consideration

3. Unsuccessful (not interviewed)

4. Unsuccessful (interviewed)

5. Unsuccessful (late application)