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Recruitment Selection and Appointment Procedure - Recruitment of fixed-term and continuing 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.
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.
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:
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.
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 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 HRBP: 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: 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) 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:
Step 2: Monash HR completes all detailed information in Rex
The HR Business Partner will:
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.
* In certain circumstances, the approval of the dean assigned to a professional function for the purposes of Strengthening Professional Services will also be required to approve Job Requests for operationally-funded HEW 1 to 9 professional staff roles. For details, refer to the webpage - Filling vacancies through Mobility@Monash.
Step 4: Monash HR coordinates advertising of the position
Where possible, all operationally-funded HEW 1 to 9 professional staff roles must be filled through Mobility@Monash. Only roles that cannot be filled through this process will proceed to internal/external advertising, subject to the requisite approvals outlined on the webpage - Filling vacancies through Mobility@Monash.
New or vacant fixed-term and continuing positions must be advertised and follow the selection process below, except:
Specific rules regarding advertising apply to operationally-funded HEW1 to 9 professional staff roles. For further information please refer to the webpage - Filling vacancies though Mobility@Monash. 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:
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.
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:
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.
The Selection Committee must be chaired by someone with the delegated authority to select the successful candidate as outlined in the table below. 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:
Selection Committees must:
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. In addition to the Selection Committee Chair, as outlined in the table above, the Selection Committee requirements for academic staff recruitment are summarised in the following table.
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 be able to view all applications in Rex and shortlist the appropriate candidates for interview.
In short-listing, the Selection Committee must:
The HR Business Partner will:
Step 7: The Selection Committee interviews candidates
The HR Business Partner will:
The Selection Committee will:
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 the preferred candidate is an existing staff member, the HR Business Partner will refer to the Workforce Management Procedure – Secondments and Transfers, to determine if the process should be managed as a secondment or transfer.
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:
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:
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, where required.
Step 11: Monash HR issues the formal offer of employment
Monash HR will then:
The Lead HR Business Partner has delegated authority to issue standard contracts of employment for academic staff levels A to D, and for professional staff – HEW Levels 1-9 and, for appointments within faculties only, HEW Levels 10A to D. In most circumstances, the Lead HR Business Partner will nominate a HR Business Partner to exercise this delegation on his/her behalf.
Standard contracts of employment for HEW Levels 10A to 10D within the central administration portfolios and any non-standard contracts at this level will be issued by the Manager, Remuneration and Senior Professional Appointments.
The following positions have delegated authority to vary the standard terms of appointment for all academic and professional staff:
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:
The HR Business Partner will maintain a recruitment file for each recruitment activity and will ensure that:
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.
On advice from the Chief Operating Officer and Senior Vice-President, the Vice-Chancellor is responsible for approving the establishment of professional staff positions above HEW 10.
Cheif Operating Officer and Senior Vice-President
The Chief Operating Officer and Senior Vice-President is responsible for:
The Dean is responsible for:
The hiring manager is responsible for:
Chair of the Selection Committee
The chair is ultimately responsible for selecting the successful candidate.
The Selection Committee is responsible for:
Executive Director, Monash HR
The Executive Director, Monash HR is responsible for approving requests to advertise, or waiving the advertising requirements for professional staff positions – HEW Level 10A to D.
Director, Workplace Relations
The Director, Workplace Relations is responsible for approving minor variations to the standard terms of appointment that are not related to remuneration or entitlements.
Lead HR Business Partner
The Lead HR Business Partner is responsible for issuing standard contracts of employment for academic staff levels A to C and professional staff – HEW Levels 1 to 9 and, for appointments within the faculties only, HEW Levels 10A to D.
HR Business Partner
The HR Business Partner is responsible for:
Manager, Senior Academic Appointments
The Manager, Senior Academic Appointments is responsible for providing expert advice to the HR Service Hubs on the proper execution of the Level D academic appointment process.
Manager, Remuneration and Senior Professional Appointments
The Manager, Remuneration and Senior Professional Appointments is responsible for:
Recruitment, Design and Delivery (Monash HR)
The Recruitment, Design and Delivery team in Monash HR is responsible for: