Selection

Short-listing candidates

To establish the shortlist of applicants, each selection committee member should be given access to the following:

all applications (confidential)
written references for those candidates where they have been sought prior to the interview (confidential) (Please note, obtaining written references prior to the interview is optional)
the position description
the selection criteria
the advertisement
these Recruitment and Appointment guidelines
the University's Guidelines for Ensuring Equal Opportunity in Selection of Staff
the strategic/business plan of the relevant unit

The selection committee should:

rate the applications against the essential selection criteria; and
rate the applications against the desirable selection criteria - if these have been specified.

Selection committees may also seek references in developing the initial short list. Also refer to Selection, Step 6: Contacting referees.

There should be consensus amongst the committee members on the composition of the short-list, however, the Chair of the committee has the final decision if the committee is divided in its opinion.

It should be noted that no selection, including short listing, should be finalised until after the closing date of the advertised position.

The committee may wish to advise candidates in writing that they have been short-listed (sample letter).

Privacy and Freedom of Information legislation

In accordance with Monash University's Privacy policy, personal and sensitive information that is obtained by committee members should be held in strict confidence and should not be copied or distributed beyond what is necessary for the recruitment and selection process. Selection committees should also be aware that in accordance with the Freedom of Information Act 1982 (Victoria) candidates may have a right to access any personal information that is held about them by Monash University, subject to applicable exemptions from disclosure provided for in that Act.

Selection committee members should keep this in mind when writing notes etc to assess the suitability of applicants for positions during the selection process.

Insufficient applications from suitably-skilled female candidates

Where the position advertised is a senior position (i.e. Level D and above for academics and Level 10 and above for general positions), or is in an area where women are not traditionally represented, after short-listing the applicants the selection committee should consider the proportion of women included. (If women do not comprise at least one third of the short-listed applicants, the Chair of the selection committee should instigate new or additional strategies, using a targeted search) .

If, having carried out an appropriate targeted search the selection committee fails to shortlist the minimum requisite proportion of women applicants, the Chair is required to submit with the Recommendation to Appoint form a report detailing the steps taken in attempting to meet the target and the outcome of each contact made with prospective women applicants.

No suitable applicants

If no suitable applicants have been identified for a position, the selection committee could consider a range of options, including:

re-advertising the position and/or using a targeted search;
reviewing and amending the position description and selection criteria and recommencing the recruitment process. In the case of general positions Hew Level 1-9 where a review of the position description and selection criteria results in significant changes the position may have to be reclassified in accordance with the University's classification process.
inviting applications from potential suitable candidates identified through personal, professional and/or industry networks;
considering the option of an internal transfer, or of a secondment from outside the University;
deciding not to fill the position and developing an alternate strategy for dealing with the position's workload.

Response to the Key Selection Criteria

Responses to the Key Selection Criteria are automatically requested via the advertising template. This is standard practice to encourage best practice selection.

The Key Selection Criteria are an important element of ensuring that the panel can objectively match the capabilities of the candidate and the requirements of the role. They support consistency in assessment between candidates, fairness, transparency and provide a useful framework for giving feedback to unsuccessful candidates

If a response is not provided but the candidate’s resume indicates a strong likelihood that the candidate would be well rated the candidate can be invited to provide a response to the KSC.