Recruitment Selection and Appointment Procedure - Recruitment of fixed-term and continuing staff

Parent Policy

Recruitment, Selection and Appointment

Preamble

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.

The purpose of this procedure is to advise hiring managers and Selection Committees on the recruitment process and to promote compliance with relevant legislative frameworks.

All recruitment at the University should be undertaken via Rex, the University’s e-Recruitment system.

This procedure applies to the recruitment of all fixed-term and continuing staff to the University’s Australian campuses, excluding the recruitment of Level E professorial staff. In addition to this procedure, there are specific guidelines available for HR Business Partners, hiring managers and Selection Committee members within Rex.

Definitions

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:

• the quantum or rate of productivity,
• the opportunity to participate in certain types of activities, and
• the consistency of activities or output over the period of consideration.

Achievement relative to opportunity is a positive acknowledgement of what a person can and has achieved given the opportunities available and is not about providing “special consideration” or expecting lesser standards of performance.

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 or Divisional Director: means the dean of the faculty or director of the division (or equivalent) or his or her nominee in any case where the dean or director has formally nominated a person to act as his or her nominee for the purpose.

Faculty or Divisional Cluster: refers to a cluster of Faculties and/or administrative Divisions that is serviced by a particular HR Service Hub. The Faculty or Divisional Clusters at the University are (1) Central Portfolios & PVC Gippsland, (2) Research & Information Services, (3) Social Sciences & Creative Arts, (4) Engineering & Sciences, (5) Arts, Education & Law and (6) Biomedical Sciences.

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).

GCAP: means the Graduate Certificate of Academic Practice.

Head of unit: is ahead 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.

HR Business Partner: is a member of the Monash HR community 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.

Position description: describes the organisational location, primary objectives, key responsibilities and results areas and the key selection criteria for a 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.

Selection criteria: specify qualifications, knowledge, experience and demonstrated abilities required to perform the duties and responsibilities of the position.

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 the University's online recruitment system, which administers requests to advertise, selections and appointments and generates employment contracts.

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 will:

• ensure that the position has been established by the appropriate delegated authority in the Faculty or Division;
• ensure that funding is available;
• enter information regarding the requirements for the position into the Job Request in Rex; and
• for new or significantly altered positions, prepare position-specific information about the role to provide to the HR Business Partner for the position description.

Step 2: Monash HR completes all detailed information in Rex

The HR Business Partner will:

• confirm or draft the position description in consultation with the hiring manager;
• where required, arrange for the professional staff position to be classified in accordance with the Recruitment, Selection and Appointment Procedure - Classification for Professional Staff;
• provide advice to the hiring manager on all aspects of the proposed position, including the appropriate mode of employment, the relevant level of superannuation and whether any pre-employment checks are required for the position;
• ensure that this advice is provided in accordance with the requirements of the relevant Enterprise Agreement and University policy;
• ensure that all requirements of the position are accurately reflected in the position description and all other recruitment documentation; and
• draft advertising text for the recruitment of the position.

Once all the details have been finalised, the HR Business Partner will complete the detailed information in the Job Request and upload any required documentation, including the position description and the draft advertising text.

Step 3: The delegated authority approves the requisition

The completed Job Request will then be forwarded electronically via Rex to the relevant approvers.

Although the required approvals may vary between Faculty/Division, the following table summarises the approvals that are required.

Step 4: Monash HR coordinates advertising of the position

All new or vacant fixed-term and continuing positions must be advertised and follow the selection process below, except:

• fixed-term positions for less than 12 months;
• HEW1 and 2 professional staff appointments;
• direct appointments made in accordance with the Recruitment Selection and Appointment Procedure - Direct appointments; and
• positions where a search is being conducted by an approved recruitment agent or using a targeted search plan approved by the Executive Director, Monash HR.

The HR Business Partner will advise the hiring manager of any additional recruitment restrictions or senior managerial directives applicable to the particular recruitment activity.

The recruitment advertising team from Recruitment, Design and Delivery in Monash HR will administer the process for advertising the position. This includes:

• identifying any suitable indigenous candidates in consultation with the Advancing Indigenous Employment Coordinator;
• liaising with the University’s Placement Coordinator to identify any suitable redeployees (in accordance with the Leaving Monash Procedure - Redundancy and redeployment);
• advising the HR Business Partners on any current advertising restrictions or other relevant operational practices;
• providing advice on the appropriate sourcing of candidates;
• liaising with the relevant HR Business Partner on any particular advertising requirements for the position; and
• administering the placement of the advertisement/ s.

The standard advertising period is two weeks. Positions should be advertised for a minimum of five working days. There is no maximum period.

There will be no cost to the Faculty or Division for any advertising on the University’s internal job board and various external online 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 or Divisional Director and subsidised by the Faculty/Division.

Step 5: The Selection Committee is convened

The selection process for all positions within the scope of this procedure will be coordinated by the relevant HR Business Partner.

The hiring manager should advise the HR Business Partner of the Selection Committee membership at the time of requisition.

The HR Business Partner will:

• ensure that the proposed Selection Committee membership meets the requirements of this procedure;
• record the Selection Committee members in Rex so that they are able to view the applications in Rex; and
• provide procedural advice and support to the chair throughout the selection process.

Typically, the HR Business Partner will not be a member of the Selection Committee, unless the position is a HR-related role or the HR Business Partner is attending as an observer to provide procedural advice. In the case of Level D academic appointments, the HR Business Partner will attend the Selection Committee to provide procedural support.

The Selection Committee must be chaired by someone with the delegated authority to select the successful candidate. Where the person with that delegation is unable to chair the selection committee, s/he must nominate someone to act as chair and to make the decision on his/her behalf.

The chair is required to:

• be trained in staff selection or equivalent (list of trained selectors, staff selection training);
• ensure that the selection process is conducted in accordance with the requirements of this procedure; and
• ensure that all materials and records regarding the selection process are kept confidential and returned to the HR Business Partner at the end of the selection process.

Selection Committees must:

• include at least three people (where there are five or more on a Selection Committee, at least two must be trained in staff selection or equivalent, including the chair);
• have as close to equal representation of both sexes as practicable with a minimum of one-third each;
• have sufficient knowledge, experience and understanding of the vacant position and the skills required to perform the role;
• include the supervisor of the position where possible; and
• bring objectivity to the decision making process.

All members of a Selection Committee for an academic position must be academics, except where there is a reasonable expectation that a professional staff member may add value to the selection decision. The additional Selection Committee requirements for academic staff recruitment are summarised in the following table.

For Level D academic positions, the HR Business Partner must liaise with Senior Academic Appointments in Monash HR so that Senior Academic Appointments can:

• arrange the attendance of the Deputy Vice-Chancellor (Education) or an approved nominee at the Selection Committee; and
• where the Deputy Vice-Chancellor (Education) is not on the Selection Committee, ensure that the Deputy Vice Chancellor (Education) has approved the selection decision.

At all stages of the selection process, the Selection Committee is expected to ensure that:

• the selection process is given a high priority in order to effect a timely resolution;
• the selection process is based on merit and consistent with the University’s equal opportunity and ethics principles;
• the achievements of all candidates are assessed relative to opportunity (for further information on “achievement relative to opportunity” see the Guidelines for Decision Makers on Assessing Achievement Relative to Opportunity);
• all personal information is protected and only used for the primary purpose of assessing the suitability of the candidate for the position (for more information on privacy see the Conduct and Compliance Procedure - Privacy);
• all selection materials are returned to the chair of the Selection Committee at the end of the selection process; and
• any potential conflict of interest is declared (for example, if any of the applicants is a relative or close friend - see the Conduct and Compliance Procedure - Conflict of Interest).

Step 6: The Selection Committee shortlists applicants for interview

The Selection Committee will be able to view all applications in Rex and shortlist the appropriate candidates for interview.

In short-listing, the Selection Committee must:

• objectively and impartially assess each applicant against the selection criteria;
• assess the achievements of the candidates relative to opportunity (for further information on “achievement relative to opportunity” see the Guidelines for Decision Makers on Assessing Achievement Relative to Opportunity);
• decide which applicants will be interviewed (usually by consensus but by majority vote where there is disagreement and with the ultimate decision resting with the chair);
• confirm that all candidates selected for interview meet the eligibility criteria; and
• notify the relevant HR Business Partner of the candidates that will be interviewed and those that have been eliminated from consideration.

The HR Business Partner will:

• notify the candidates who have not been selected for interview by email; and
• set up interviews with the candidates who have been selected for interview.

Step 7: The Selection Committee interviews candidates

The HR Business Partner will:

• coordinate the interviews for the Selection Committee;
• develop an initial set of behavioural interview questions that assess the key selection criteria; and
• provide advice to the Selection Committee on behavioural interview techniques and interview best practice.

The Selection Committee will:

• finalise the interview questions based on the draft provided by the HR Business Partner;
• ask each candidate the same core set of questions to provide a consistent basis for comparison;
• assess the achievements of the candidates relative to opportunity (for further information on “achievement relative to opportunity” see the Guidelines for Decision Makers on Assessing Achievement Relative to Opportunity);
• verify the authenticity of any required qualifications and/or work rights;
• for academic candidates, assess the candidate’s qualifications or experience to determine whether the candidate may be eligible for exemption from completing the GCAP as a condition of probation;
• treat candidates in an equal and uniform manner consistent with equal opportunity principles;
• discuss the benefits of working for the University;
• discuss the remuneration package, including the base salary being offered; and
• at the end of the interview process, evaluate the candidates and rank them applying consistent criteria.

The decision of the Selection Committee should ideally be unanimous. Where there is disagreement, the decision will be made by majority vote. However, the ultimate decision will rest with the chair as the person with the delegated authority to select the successful candidate.

Where there is no appointable candidate identified through the selection process, the chair will liaise with the HR Business Partner to determine the best way to proceed.

Step 8: The Selection Committee conducts reference checks

Reference checks are an integral part of the selection process and must be conducted for any preferred candidates. Reference checks can be conducted at any time during the recruitment process and can be written or verbal.

The member nominated to complete reference checks will then:

• contact the nominated referees;
• ask each referee the same core set of questions to provide a consistent basis for comparison;
• ask questions that align with the key selection criteria;
• ensure all questions are in line with equal opportunity principles;
• communicate the results to the other members of the Selection Committee; and
• ensure that all documentation is provided to the HR Business Partner at the completion of the checks.

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 that person/s is contacted.

Step 9: The Selection Committee chair advises all candidates of the outcome of the interview

The chair of the Selection Committee should contact all candidates who were interviewed by telephone to advise them of the outcome of the interview and to provide feedback to the candidates. Where necessary, the chair may seek advice from the HR Business Partner on how to provide feedback.

If the preferred candidate accepts the verbal offer, the chair should discuss the next steps in the recruitment process and should confirm:

• the anticipated start date for the incumbent;
• the remuneration package, including the base salary being offered;
• probation requirements for the role (including, for academic staff, the completion of the GCAP or exemption from this requirement); and
• work rights and/or any associated visa requirements.

Step 10: The Selection Committee chair notifies Monash HR of the successful candidate

The chair must then notify the HR Business Partner of the successful candidate by email, providing as much detail about the appointment as possible. For academic staff, the Notification of GCAP Requirement form [Word] [PDF] must be attached to that email.

Step 11: Monash HR issues the formal offer of employment

The HR Business Partner (or for Level D academic positions, the Manager, Senior Academic Appointments) will then:

• complete the appointment information in Rex to generate the letter of offer;
• forward the letter of offer and associated documentation to the incumbent through Rex; and
• manage the appointment process through to induction and on-boarding.

In all cases, the HR Business Partner will manage the appointment process through to induction and on-boarding.

Maintaining recruitment records

At the end of the recruitment process, the Selection Committee members must ensure that:

• all hard-copy interview forms, notes and referee reports are provided to the HR Business Partner; and
• copies of applications are either returned to the HR Business Partner (or for Level D appointments, the Manager, Senior Academic Appointments) or securely destroyed.

The HR Business Partner (or for Level D appointments, the Manager, Senior Academic Appointments) will maintain a recruitment file for each recruitment activity and will ensure that:

• all records relating to the successful candidate are retained for two years; and
• all records relating to the unsuccessful candidates are securely destroyed after six months.

All documentation, including written notes can be subject to a Freedom of Information application.

Information relating to the recruitment activity should not be included on the incumbent’s personnel file.

Responsibilities

Hiring Manager

The hiring manager is responsible for:

• ensuring that the position is established by the relevant delegated authority in the Faculty or Division and that funding is available;
• providing position-specific information via Rex and to the HR Business Partner; and
• as supervisor of the position, being a member of the Selection Committee.

Chair of the Selection Committee

The chair is ultimately responsible for selecting the successful candidate.

Selection Committee

The Selection Committee is responsible for:

• reviewing all applications and short-listing candidates for interview;
• interviewing short-listed candidates in accordance with the requirements of this procedure;
• conducting referee checks for the preferred candidates;
• notifying all interviewed candidates of the outcome of the interview (preferably the chair);
• providing feedback to all interviewed candidates; and
• representing the University appropriately to all candidates.

HR Business Partner

The HR Business Partner is responsible for:

• developing the new position description, in consultation with the hiring manager;
• completing all relevant requisition information in the Job Request, attaching the position description and draft advertising text;
• ensuring the requisition of the position has been approved by all the relevant approvers in the Faculty/Division;
• scheduling interviews and providing procedural support to the Selection Committee;
• developing an initial draft of interview questions and reference check questions;
• on notification of the successful candidate from the chair of the Selection Committee, administering the appointment process;
• providing advice to the hiring manager and the Selection Committee throughout the recruitment process;
• maintaining recruitment files in accordance with the requirements of this procedure and destroying documentation within the designated timelines; and
• ensuring the proper execution of this procedure for all recruitment activities.

Manager, Senior Academic Appointments

The Manager, Senior Academic Appointments is responsible for sending the membership for the Level D Selection Committee to the Deputy Vice-Chancellor (Education) for approval and preparing the letter of offer.

Manager, Remuneration and Senior Professional Appointments

The Manager, Remuneration and Senior Professional Appointments is responsible for determining the appropriate remuneration and terms and conditions of appointment for HEW Level 10 positions and above.

Recruitment, Design and Delivery (Monash HR)

The Recruitment, Design and Delivery team in Monash HR is responsible for:

• maintaining this procedure and all related recruitment procedures and guidelines;
• providing expert advice and support to the HR Business Partners on best practice recruitment techniques and practices;
• administering and maintaining the Rex e-Recruitment system; and
• providing reports and data from Rex, on request.

Related procedures

• Recruitment Selection and Appointment Procedure - Recruitment of casual and sessional staff
• Recruitment Selection and Appointment Procedure - Direct appointments
• Recruitment Selection and Appointment Procedure - Recruitment of Level E professorial staff
• Recruitment Selection and Appointment Procedure - Pre-employment Checks
• Recruitment Selection and Appointment Procedure - Adjunct Appointments (academic staff) (currently under review)
• Recruitment Selection and Appointment Procedure - Honorary Appointments (professional staff) (currently under review)
• Recruitment Selection and Appointment Procedure - Probation and confirmation of academic appointment
• Recruitment Selection and Appointment Procedure - Professional Staff probation (currently under review)

Related documents

• Recruitment Guidelines
• Guidelines for Decision Makers on Assessing Achievement Relative to Opportunity
• Position description (PD) template [Word] [PDF]
• Position Description Assistant Lecturer (Education-focused) [word]
• Position Description Lecturer (Education-focused) [word]
• Position Description Senior Lecturer (Education-focused) [word]
• Position Description Associate Professor (Education-focused) [word]
• Position Description Professor (Education-focused) [word]