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Recruitment, Selection and Appointment Procedure - Recruitment to an Advertised Position of Professor (level E)
Professors at the University provide academic leadership in a number of ways including research and scholarship, teaching, leadership and management, and professional and community service. Teaching, learning, research and scholarship are the cornerstones of professorial achievement.
The professorial recruitment procedure outlines the process required to be undertaken to appoint a person to an advertised position of professor at the University. Appointments must be made on the basis of merit, applying the principle of achievement relative to opportunity and adhering to the principles of equity and equal opportunity employment.
This procedure applies to the recruitment of all professorial fixed-term and continuing academic staff to the University's Australian campuses with the exception of:
All advertised recruitment activities should be undertaken via Rex, the University's e-Recruitment system (excluding recruitment of eminent professorial appointments).
Achievement relative to opportunity: is an evaluative framework in which the overall quality and impact of achievements is given more weight than the quantity, rate or breadth of particular achievements. Assessing achievements relative to opportunity involves giving consideration to circumstances, arrangements, career histories and overall time available to the staff member. This in turn allows appropriate evaluation of achievements in relation to:
Chair: is the chair of the selection committee and is the person with the delegated authority to select the successful candidate (or a nominee of the person with the delegated authority)
Dean : means the Dean of the Faculty or his or her nominee in any case where the Dean has formally nominated a person to act as his or her nominee for the purpose.
HR Business Partner: is a member of Monash HR who operates as a strategic partner responsible for providing a range of human resources services for an assigned Faculty or administrative Division. HR Business Partners are located within a HR Service Hub.
HR Service Hub: is the centre for human resources services and activities within a Faculty or Divisional Cluster.
Faculty or Divisional Cluster: refers to a cluster of Faculties and/or administrative Divisions that is serviced by a particular HR Service Hub.
Head of unit: head of an academic or organisational work unit, for example Head of School, Head of Department or where applicable, a person acting as his or her nominee.
Hiring manager: is the manager responsible for filling the vacancy, usually the supervisor of the position.
Job Request is the screen in Rex where all the necessary information relating to a particular position is recorded.
Lead HR Business Partner: is a member of the Monash HR management team who operates as a senior HR Business Partner responsible for the strategic and operational management of the human resources services and activities in a HR Services Hub.
Position description: is a description of the organisational context, primary objectives and key results areas and responsibilities of a position and the key criteria (qualifications, knowledge, experience and skills) required to perform effectively in the position.
President-led campus: refers to the University’s campuses which have local governance and independent budgetary control, including the Gippsland campus, Monash South Africa and the Malaysian Sunway campus
Professor: is a senior academic with an international reputation in their discipline who is engaged by the University to provide leadership, foster excellence in research, teaching and professional activities in accordance with the position classification standards for a teaching and research Level E appointment or for a research-only Level E appointment, as appropriate.
Relevant Enterprise Agreement: means the Enterprise Agreement that applies to a particular staff member. The Monash University Enterprise Agreement (Academic and Professional Staff) 2009 will apply to academic and professional staff at the University and, depending on the services provided by a trades and services staff member, the Monash University Enterprise Agreement (Trades and Services staff - Building and Metal Trades Staff staff) 2009 or the Monash University Enterprise Agreement (Trades and Services Staff - Catering and Retail, Cleaning and Caretaking, and Miscellaneous services staff) 2005 will apply.
Rex: is Recruitment Express, the University's online recruitment system, which administers requests to advertise, selections and appointments and generates employment contracts.
Selection criteria: specify qualifications, knowledge, experience and demonstrated abilities required to perform the duties and responsibilities of the position.
Recruitment to an Advertised Position of Professor (Level E)
The following is a step-by-step procedure for recruiting to an advertised professorial position.
Step 1: The hiring manager requests recruitment to a new or vacant position
Where there is a need to fill a new or vacant position, the hiring manager or nominee will:
Step 2: Monash HR completes all detailed information in Rex.
The HR Business Partner will complete and finalise the Job Request in Rex and will:
description and all other recruitment documentation;
Step 3: The delegated authority approves the requisition
Once all the details have been finalised by the HR Business Partner and approved by the Lead HR Business Partner, the completed Job Request will be sent electronically via Rex to Senior Academic Appointments. Senior Academic Appointments will conduct a quality review of the position description, advertising text and business case before sending them on to the Provost who must approve the requisition prior to the advertising process commencing. Senior Academic Appointments will approve the Job Request in Rex on the Provost's behalf once it is approved.
Step 4: Monash HR advertises the position
The HR Business Partner will advise the hiring manager of any recruitment restrictions or senior managerial directives applicable to the particular recruitment activity.
In cases where a search firm is to be used to source candidates, the HR Business Partner must contact the Manager, Senior Academic Appointments for advice.
Where the position is to be advertised, the recruitment advertising team (Recruitment, Design and Delivery, Monash HR) will administer the process for advertising the position. This includes:
Any print advertising must be arranged in consultation with the Advertising Office (Advancement). The standard advertising period is six weeks.
There will no cost to the Faculty for any advertising on the University’s internal job board and various external job boards with which the University has a standing account (eg. Seek, UniJobs). Any advertising on job boards that are not centrally-funded or in the print media must be approved by the Dean and subsidised by the Faculty.
Step 5: The Selection Committee is convened
The HR Business Partner will:
The Professorial Selection Committee is chaired by the dean who will ensure that the selection process in conducted in accordance with the requirements of this procedure.
The membership of a professorial Selection Committee is as follows:
For appointments at Gippsland and other president-led campuses, the Pro Vice-Chancellor is included as a member of the Selection Committee.
In particular circumstances, additional member(s) may be co-opted to ensure sufficient disciplinary or academic focus expertise.
In the case of an education-focused position, the membership should include the Associate Dean (Education) or a member of the faculty or campus Education Committee or an alternative representative with education expertise.
At all stages of the selection process, the Selection Committee is expected to ensure that:
Step 6: The Selection Committee shortlists applicants for interview
The Selection Committee will meet to review all the applications and shortlist applicants for interview.
For the purposes of short-listing only, the quorum for the Selection Committee is:
In short-listing, the Selection Committee must:
The HR Business Partner will attend the short-listing meeting.Following the meeting, the HR Business Partner will:
Only referees who have been nominated by the candidate may be contacted. Where the Selection Committee wishes to consult other persons, the candidate must be informed who they are and provide consent before the person is contacted.
Step 7: The Selection Committee interviews the candidate
The HR Business Partner will provide the written references to the Selection Committee and coordinate the interviews for the Selection Committee.
The Selection Committee will:
The recommendation of the Selection Committee should ideally be unanimous. Where there is disagreement, the decision will be made by majority vote. However, ultimately the recommendation will rest with the chair. Selection decisions must be endorsed by the Vice-Chancellor acting on the recommendation of the Provost before an offer is made to the candidate. The Lead HR Business Partner will help the Chair facilitate the endorsement process where required.
Where there is no preferred candidate identified, the chair will liaise with the Provost and the Lead HR Business Partner to determine the best way to proceed.
Step 8: The Selection Committee chair advises all candidates of the outcome of the interview
The chair of the Selection Committee or nominee should telephone all candidates who were interviewed to advise them of the outcome of the interview.
If the preferred candidate indicates acceptance of the verbal offer, the Chair or nominee (in consultation with the HR Business Partner) should discuss the next steps in the recruitment process, including:
Step 9: Monash HR issues the formal offer of employment
For standard Level E appointments, the HR Business Partner will then::
Non-standard offers will be referred to the Remuneration and Senior Professional Appointments team for actioning.
The HR Business Partner will co-ordinate the appointment process through to induction and onboarding.
Maintaining recruitment records
At the end of the recruitment process, the Selection Committee members must ensure that:
Monash HR will ensure that:
Information relating to the recruitment activity should not be included on the incumbent's personnel file.
The Vice-Chancellor is responsible for endorsing the selection decision.
The Provost is responsible for approving the request to advertise a professorial position and endorsing the selection decision.
The hiring manager is responsible for:
Chair of the Selection Committee
The chair is responsible for ensuring that no declared conflict of interest can influence the outcome of the application and that there can be no reasonable perception that it might have done.
The chair is ultimately responsible for recommending the successful candidate for endorsement by the Provost and Vice-Chancellor.
The Selection Committee is responsible for:
HR Business Partner
The HR Business Partner is responsible for
Manager, Senior Academic Appointments
The Manager, Senior Academic Appointments is responsible for:
Recruitment, Design and Delivery (Monash HR)
The Recruitment, Design and Delivery team in Monash HR is responsible for: