RECRUITMENT AND SELECTIONConducted by HR Client ServicesPeople and Culture

Session Objective:• To gain a greater understanding of:

− the University’s Appointment Policy (including the various recruitment options available) www.flinders.edu.au/hr-files/documents/Good_Practice_Guide.pdf

− the role and responsibilities of being an Appointment Committee member

− the reporting requirements of the Appointment Committee− current process (changed 6 February 2017)

Why have Recruitment and Selection Training?• Ensure that the most suitable people are appointed to vacant positions• Ensure that appointment decisions are based on merit and are free from

discrimination or patronage• Raise awareness of the cost of selection decisions• Enable the University to demonstrate quality assurance and justify that

decisions made/process undertaken is compliant with policy and relevant industrial instruments

• Support Flinders staff to undertake this process with knowledge and confidence

• Provide links, resources and information to enable Flinders staff to “self help” and troubleshoot the recruitment procedures and policies

The Appointment Policy -Five Key Principles• Ensure an open and transparent process• Maintain a balance between open recruitment and facilitating

career development• Seek out under-represented groups in staffing profile• Ensure that staff in continuing posts have undergone a

competitive process, as required by our Appointments Policy• Ensure that actions are free from conflicts of interest

Filling a Vacant PositionType of appointment sought:• continuing• convertible (academic staff only) • fixed-term

Fixed-term appointments:− Strictly limited to circumstances noted in Schedule 9 of the prevailing

Enterprise Agreement 2014-2017− Time limits may apply to individual circumstances− Important to adhere to these circumstances, in accordance with advice

from HR Client Services

Fixed-Term Circumstances• Specific Task or Project• Research• Non-Recurrent Funding• New Area (professional staff

only)• Disestablishment of area (all

staff)• Sessional Fixed-Term• Replacement Employee

• Recent Professional Practice• Student Employment• Traineeship• Graduate Development

Program (academic staff)• Distinguished Scholar

(academic staff)• HEO10 or above

Filling a Vacant Position (cont)• Other considerations

− Equal Opportunity categories− Conversion from casual academic to Sessional fixed term− Scholarly Fellows (Convertible)

• Job fraction and job-share options• Interim arrangements e.g. casual employment, higher duties allowance

(HDA – not for academic staff). Seek advice from HR Client Services about any other options that may exist

Approvals Required• Three VC delegates, the VP (Corporate Services), the DVC

(Research) and the DVC (Students), providing scrutiny and approval for Professional positions, Balanced/Research Only Academic positions, and Teaching Specialist positions respectively.

• Grants Office (grant-funded positions)• Employment Services (People and Culture)– for all Position

Descriptions

Please note that Position Descriptions are not valid without HR Client Services signature

Develop Position DescriptionRequired for all appointments (competitive or nomination):

− Refer to templates on the web (regularly updated by HR Client Services):http://www.flinders.edu.au/hr/employment-staffing/staff-appointment-resource-kit.cfm

− Refer to the prescribed position flowchart http://www.flinders.edu.au/hr/employment-screening/prescribed-position-flowchart.cfm

− Professional staff: refer to Classification Descriptorswww.flinders.edu.au/hr-files/documents/Class_Descriptors.pdf

− Academic staff: refer to Academic Profileshttp://www.flinders.edu.au/hr-files/documents/Academic_Profiles_Levels_A_to_E.pdf

Selection Criteria• Essential/Desirable – be able to justify that what you seek is

appropriate and reasonable• Consider any possible indirect discrimination – ensure that

criteria are based solely on the inherent aspects of the role• New role descriptions capabilities based

Competitive Appointment• Applications are lodged on-line at Jobs@Flinders• External positions - the Appointment Committee members

have immediate access to applications throughout the advertising period

• Internal positions - the Appointment Committee will receive a compiled package of applicants at the closing of the job (can be sent throughout on request)

• http://www.flinders.edu.au/hr/employment-staffing/employee-information_home.cfm

Competitive Selection: Options for AdvertisingInternal Only• Advertised internally on the web

(Jobs@Flinders)• Applicants include continuing,

convertible, fixed-term and casual staff

• Persons from intra-University organisations are not eligible

Please note: casuals must have been employed at the University in the 6 months prior to the closing date and during the period the vacancy is advertised.

Open• Advertised externally on the

web (Jobs@Flinders) and UniJobs

• May be targeted to specific external groups

• Anyone can apply• Option to advertise in the press

media, with other organisations, via internet or on notice boards etc

Advertising Decision: Internal versus OpenInternal Only• Appropriate pool of internal

candidates• Career development

opportunity for existing staff• University experience

considered essential• Mitigate the effects of

restructuring

Open• Insufficient (or unknown) pool

of suitable internal candidates• Difficulty attracting internal

staff to the position• Wish to bring in external

ideas or experience to the area

• Wish to attract students

Membership:Appointment CommitteeProfessional Staff• Position's direct supervisor• Person with expertise in the

area• Person outside of the area

Academic Staff• Dean of School (or delegate)• Head of discipline area (if

different to the above)• Academic with expertise in the

area• Person outside the work area• Student in Faculty• Executive Dean at her/his

discretion

Please note gender representation and training requirements

Role of the Chairperson• Participation in recruitment and selection workshop• Convene Appointment Committee• Ensure confidentiality and compliance with University policies

and procedures• Determine potential conflicts of interest• Ensure participation of all committee members• Respond to applicant enquiries• Coordinate interview arrangements and any other selection

requirements

Role of the Chairperson (continued)

• Seek referee reports• Liaise with Senior HR Adviser• Ensure discrimination-free selection process• Ensure no advocacy (+/-) by committee members• Take responsibility for all documentation including completing

the Recommendation to Appoint form• Provide verbal feedback to applicants, particularly to

unsuccessful candidates who have been interviewed

Short-Listing• Timelines to be observed• All committee members to be involved• Candidates must meet essential criteria• Candidates should be ranked if all meet essential criteria• What if the candidate is over qualified?• Suggest a short-list and reserve list• Advise recruitment@flinders.edu.au of unsuccessful candidates

as soon as possible

Referee Reports• Minimum of one is required (2 preferred)• Confidential to the committee• Can be obtained before or after interview• Can be written or verbal (see guidelines – best practice to use University templates

available on the People and Culture website)• Issues for consideration:

− When a committee member is also a referee− Calling for additional referee reports− Has current supervisor been nominated as referee?− Freedom of Information− When you receive an adverse report

Prior Knowledge and Hearsay• Discuss in private with Chairperson• Consult with College Business Partner if necessary• Issues for consideration:

− Is there a link with any of the requirements in the Position Description?− Can it be tested?− Is the report based on direct observations by a committee member?− What are the time factors involved?− Chairperson/committee will need to determine how much weight the comment should

be given• End: Committee makes a judgement on the case

Planning the Interview• Format of interviews: e.g. 1 or in 2 parts• Form an interview plan - same questions to each candidate,

addressing requirements of the Position Description • Location of interview room: ensure appropriate access for all• Ensure no interruptions• Determine the length of interviews – be realistic and fair• Professional staff: skills testing• Academic staff: public seminars• Advise applicants of interview arrangements

Conduct of Interview• Give a brief overview of the position and area including any

employment screening requirements• Same questions to all candidates• Follow-up questions may be warranted• Body language considerations, e.g. maintain eye contact• Invite candidate to ask questions and add anything further• Inform candidate when a decision is likely• Make no commitments or assurances regarding a possible

offer, or terms or conditions

Assessment of Candidates• Against the requirements of the total Position Description• Must involve all committee members• Good practice for chairperson to give opinion last• Final assessment based on written application, interview, skills

tests/seminar and referee reports

Final Decision• Based on the majority view, including Chairperson• If there is strong disagreement, summarise concerns in report• Seek advice from People and Culture Business Partner if

applicable• Review any relevant factors that may impact on

employment/employment timelines i.e. visa issues• Agree on feedback to unsuccessful interviewed candidates• Informal and formal notification• No commitments to be given to preferred candidate

Options when there are no Appointable Candidates• Look at reserve list• Is it appropriate at that point to re-advertise, shortlist or

interview • Did we get it right? Consider timing, PD, location of advert,

agency etc• Consider alternatives before deciding• If seeking to re-advertise, you may wish to obtain advice from

People and Culture

Recommendation to Appoint• Complete the Recommendation to Appoint form at

http://www.flinders.edu.au/hr/employment-staffing/staff-appointment-resource-kit.cfm for external or sent to you via email for Internal

• Specify whether candidates are considered appointable or not – indicate how met/did not meet selection criteria

• Need to rank appointable candidates− Candidates should only be deemed appointable where capable of undertaking role and being

offered appointment in the event that first-ranked candidate declines offer

• Specify why recommended candidate ranked the highest against the Position Description

Appointment by Nomination:What is it?• Occurs when the normal recruitment techniques (i.e.

competitive selection / advertisement) are waived and a candidate is invited to fill the position

• Nominations can only be used in specified circumstances• In all cases, fixed-term employment must be in accordance with

fixed-term criteria in the prevailing Enterprise Agreement (Schedule 9)

Circumstances for Appointment by Nomination• Immediate or unexpected need (maximum appointment of 12 months)• Position requires specialised skills/knowledge and there is limited pool of

applicants (maximum appointment up to 3 years)• Enrolled student is appointed to a grant funded research position - 12 months or

less• Research-only position - person has been named in the grant - nomination can

be for term of grant• Need to mitigate the effects of restructuring• To facilitate a staff member’s redeployment, consistent with University Policy• When a candidate declines an appointment or resigns within six months of

appointment, the next ranked candidate can be nominated. Seek advice from People and Culture if this may be applicable

Process for Nominations• Complete Request to Fill a Vacancy form (the same as competitive)

http://www.flinders.edu.au/hr/employment-staffing/staff-appointment-resource-kit.cfm• Obtain approvals as per the RVM Procedure and send to Employment Services

(employment@flinders.edu.au) • HRCS will assess PD and send back PD and a Position Number so you can complete the

Recommendation to Appoint• Assess candidates against the selection criteria and other requirements of the Position Description

(using CV/Resume and/or interview)• Obtain referee report/s• Complete Recommendation to Appoint http://www.flinders.edu.au/hr/employment-staffing/staff-

appointment-resource-kit.cfm• Forward to employment@flinders.edu.au for action• No assurances to be given to candidate and work cannot commence until HR has approved

paperwork and offer is accepted

Points to note with Nominations• For nominations under circumstances 1, 2 and 3

(i.e. immediate need; specialised area; and enrolled student in a research area):

−two-person decision-making process normally required

−No real or perceived conflict of interest in identification/selection of candidate

−Selection should be on merit, not on basis of patronage

Lateral Transfer• Transfer to another position with same classification• May apply to continuing or fixed-term positions• Dealt with on a case-by-case basis• Reasons for using lateral transfer include:

− career development opportunity for staff;− immediate or unexpected need due to illness or other form of

absence/leave;− structural efficiencies/cost savings;

• Refer to Guidelines in Good Practice Guide at: www.flinders.edu.au/hr/employment-staffing/staff-appointment-resource-kit.cfm

Role of People and Culture• Provide advice on policy and procedures with respect to

recruitment and selection options• Ensure appointments are made in accordance with the policy

principles• Check and approve the classification of vacant posts• Manage the advertising process• Make the formal offer of employment

Summary of issues covered• The University’s Appointment Policy:

− 5 Key Principles: Underpin all decisions with respect to the recruitment, selection and appointment process.

− 3 Recruitment Options: Competitive, Nomination and Lateral Transfer.

• The role and responsibilities of being an Appointment Committee member• The reporting requirements of the Appointment Committee

Key Contacts in People and CulturePeople and Culture Business Partners and Coordinators are allocated to CollegesEmployment Services Team • All recruitment and selection activity (up to the point of an offer being sent) including the assessment/classification of

PDs• The Recruitment and Vacancy Management Process • Casual Engagement • Child Related Employment Screening • Academic Promotions • Issuing of letters of offer (and any associated relocation/visa matters)• Employment variations • Employment extensions • Employment cessations • Routine queries on the Enterprise Agreement and associated Employment policies (excluding recruitment)employment@flinders.edu.auhttp://www.flinders.edu.au/hr/employment-staffing/hr-client-services-contacts.cfm

Thank you

Any questions?