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Recruitment Selection and Appointment Procedure - Recruitment of casual and sessional staff
The University aims to recruit the brightest and best staff for each and every role. 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 casual or sessional staff to the University’s Australian campuses.
Access HR: is the transaction processing unit in Monash HR. A team within Access HR manages the end-to-end appointment process for casual and sessional staff.
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:
Business User: is the hiring manager, supervisor or administrator who is responsible for filling a casual or sessional vacancy and has access to create a casual/sessional Job Request in Rex. For sessional appointments, the business user may be the administrator/s within the faculty who is/are responsible for coordinating the sessional activities within the particular area.
Casual staff: are non-academic or professional staff who are engaged by and paid by the hour where the nature of the work is ad hoc or short term in nature and where flexibility to vary hours or modify employment is required (for example to cover leave absences or provide assistance for additional, seasonal or special project type work).
Faculty or Divisional Cluster: refers to a cluster of faculties and/or administrative divisions that is serviced by a particular HR Service Hub.
Functional Head: is usually the divisional director of a particular administrative function who has the responsibility for approving professional staff positions where the primary professional function of the role falls within their administrative portfolio (eg. the Executive Director, Monash HR is the Functional Head for all HR activities at the University and approves all professional staff roles that primarily perform an HR-related role).
Head of unit: is a 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.
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.
Job Request: is the screen in Rex where all 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.
Rex: is Recruitment Express, the University's online recruitment system, which administers requests to advertise, selections and appointments and generates employment contracts.
Sessional staff: are academic teaching associates who are appointed to undertake a single or specific number of sessions related to demonstrating, tutoring, lecturing, marking, supervision, academic research assistance, music accompanying with special educational service, undergraduate clinical nurse education or other required academic activity.
Restrictions on offering casual or sessional employment
There are restrictions on offering casual or sessional employment at the University as follows.
Step 1: The business user requests recruitment to a new or vacant position/s
Where there is a need to fill a new or vacant casual or sessional position/s, the business user will:
Step 2: The business user selects an appropriate candidate
Where the business user has not already identified a suitable appointee for the position, a selection process may be required. The business user should liaise with his/her HR Service Hub for advice and support regarding an appropriate selection process for the position, depending on the circumstances.
Step 3: Access HR completes all outstanding information in Rex
Access HR will:
Step 4: Access HR administers the appointment process
Once a suitable candidate has been identified and offered a casual or sessional position, Access HR will need to determine whether the candidate already has a profile in Rex. If the candidate does not already have a profile in Rex, the candidate will need to be invited to apply for the position and complete an online Registration Form.
Step 5: The delegated authority approves the appointment
The completed information about the offer will then be forwarded electronically via Rex to the relevant approvers. Although the required approvals may vary between faculty/division, the head of unit is required to approve all casual/sessional appointments. In addition to this, the functional head is required to approval all casual appointments relevant to his or her professional function.
The following table summarises the approvals that are required:
Step 6: Access HR administers the appointment process
Once approvals are complete, Access HR will forward the letter of offer to the candidate via Rex.
Maintaining recruitment records
For positions that have been filled through an advertised recruitment process, the business user and all others involved in the recruitment and selection process must ensure that all hard-copy materials, including applications, interview forms, notes and referee reports are provided to the HR Business Partner.
The Business User is responsible for:
Head of unit
The head of unit is responsible for:
Access HR is responsible for:
HR Service Hub
The HR Service Hub is responsible for:
Lead HR Business Partner
The Lead HR Business Partner is responsible for:
Director, Workplace Relations
The Director, Workplace Relations is responsible for approving:
Manager, Remuneration & Senior Professional Appointments
Recruitment, Design & Delivery (Monash HR)
The Recruitment, Design and Delivery team in Monash HR is responsible for: