Recruitment Guidelines

Stage 4 - Appointment

Apointment for an Advertised or Non Advertised job

• Update candidate status
  HR Business Partner
• Create appointment
  HR Business Partner
• Create letter of offer
  HR Business Partner
• Make offer to candidate
  HR Business Partner

Update candidate status

Once the application status for the candidate is updated to ‘Initiate Appointment’, the appointment details will display and the HR Business Partner can complete them before creating a letter of offer.

Some information will automatically populate into the appointment details from the job request, however it is still necessary to enter some additional information that is required in the letter of offer.

Appointment Details sections

Much of the information in the Appointment details will pull through from the applicant card in Rex or from the job request. The fields that you will need to fill in relate to information required in the letter of offer or provide information required for reporting purposes.

Refer to the Appointment Companion Guide [pdf] for details of what information is required in each field.

Variations to standard terms of appointment

Variations to the standard terms of appointment will require additional approval. The Director, Workplace Relations, has delegated authority to approve minor variations that are not related to remuneration or entitlements. For all other variations the Vice-President (Administration) must approve the variation.

Additional Information

• Employment and visiting Visas
• Probation
• Relocation and Migration

Attachments

The email received from the Selection Committee chair must be attached to the appointment details, in the offer documents section. This provides confirmation of the appointment and the Faculty/Division approval of the offer for the candidate.

GCAP Memo

For an academic appointment, the signed GCAP memo must be scanned and attached to the offer card, and the appropriate values in the “Is a GCAP required?” and “Based on the notification of the GCAP requirement memo - is the candidate:” fields must be selected. The appropriate clause must also be selected for the letter of offer.

Special Clauses

The clauses to include in the letter of offer must be selected before the letter is merged from the appointment details. These are selected according to the information contained in the Selection Committee email and the over arching recruitment policies. If there is an inconsistency between the email and policy, the HR Business Partner must contact the Selection Committee Chair to discuss and resolve. An offer may not be made until agreement is reached.

Letter of Offer

Once the appointment details are fully populated with relevant information, the letter of offer may be generated and formatted.

Once the letter of offer is re-attached to the appointment details, it can be approved. Appointments for Advertised and Non-Advertised jobs require only HR approval, as the Faculty/Division approval to appoint to the position is obtained on the Job request.

Approvals

In making an offer for an advertised or non-advertised job, it is only necessary to obtain approval from another HR Business Partner or Lead HR Business Partner. Approvals to establish the position and recruit to the job have been obtained on the job request.

Once the appointment has been approved by the required HR staff, the offer may be made to the candidate. They will review the contract received and either accept or decline the offer of employment. In either case, the HR Business Partner receives an email advising of the outcome.

If the candidate has accepted the offer, the Supervisor named in the appointment also receives a notification email.  Please note that it may be necessary for you to forward this email to the Hiring Manager or other Faculty/Division staff members.

Candidate experience

The candidate is alerted to the offer in their portal via an email to the email address they have entered into their profile. If a candidate is expecting an offer and does not receive an email, they should contact HR Enquiries. The Enquiries team will be able to view and amend the email address if necessary, allowing the candidate to access the offer. The email cannot be re-sent but the candidate can log into their portal and view the offer.

Once the candidate has viewed the offer, they are able to select to either accept or decline the offer. Once they accept the offer, an email is sent to the Recruitment Administrator (HR Business Partner) to advise the offer has been accepted. This email may be forwarded on to the Hiring manager if required to advise them that the candidate has accepted.