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B/4.1 Recruitment and advertising |
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4.1.1 Initiation of recruitment processes and preparation of position documentation 4.1.1 Initiation of recruitment processes and preparation of position documentationThe decision to recruit staff to an organisational area must be consistent with the approved staffing structure of the area. Prior to a decision to advertise and fill a position the organisational area should review the need for the position and its requirements. The area's workforce plan will guide this assessment. Selection panels are constituted for the filling of all vacant positions at QUT (except as indicated in B/4.1.3 and B/4.1.6), and the selection panel should be formed and involved in recruitment processes from the initial stages. Policies B/4.3 and B/4.4 describe in detail selection panel memberships and processes. Position documentation is, where practicable, canvassed with internal members of the selection panel. Position documentation should be designed to attract suitably qualified candidates and assist them in preparing their application. It should be drafted in accordance with University policy ( B/4.2 ) and guidelines, and should include the following:
Detailed explanation of the development of the duty statement and selection criteria for a position is contained in section B/4.2 . The recruitment process will include an application, an interview, and one other relevant selection method such as referee reports or selection test. The documentation should indicate whether elective selection methods, such as psycho-metric tests or presentation, will be used in combination with the application and interview (see B/4.4.3 ). The Human Resources Director or nominee approves position documentation as being in compliance with University policy and procedures before authorising the initiation of recruitment processes and advertising. 4.1.2 Diversity in recruitmentThe University uses its best efforts to ensure that all applicant pools reflect gender balance and support staff diversity at QUT. Where appropriate, action may be taken to advertise and/or publicise positions to potential applicants from equity groups which are under-represented in the staff of the University generally, or in the occupational group or organisational unit from which the positions come. This includes for example, Indigenous Australians, youth and people with disability. 4.1.3 AdvertisementPositions are advertised so that potential candidates who are eligible for appointment have a reasonable opportunity to be aware of, and apply for, the positions. Academic positions may be advertised across levels in order to enhance the applicant pool. Organisational areas must ensure that the position profile includes a vacant position at the higher classification level prior to advertising a position across levels. 'Short-term' appointments are defined as appointments of twelve months or less duration, and for research only positions 24 months or less. 'Long-term' appointments are defined as appointments of more than twelve months, and for research only positions of more than 24 months. Different advertising requirements apply depending on whether the position is defined as a short- or long-term appointment and the level of the position. All long-term appointments are advertised both internally and externally except where:
All advertisements are drafted in accordance with University guidelines and normally:
Information on advertising positions including formatting and word limit requirements is available on the Human Resources website. Recruitment pools for short-term appointments are obtained in accordance with the provisions of B/4.1.6. In the case of a long-term appointment where circumstances necessitate urgent placement, an appointment may be made without advertisement for up to twelve months only, until normal procedures for advertisement and selection can take place. Appointment is made with the approval of the Human Resources Director or nominee. 4.1.4 Advertisement for reclassified professional staff positionsIn the case of reclassification based on incremental growth of responsibility with satisfactory performance by the incumbent, or on redesign which has resulted in minor changes to a job, the incumbent is normally appointed to the new position without advertisement (see section B/3.4 for further details). In the case of reclassification based on restructuring which has resulted in major changes to a job, the job is advertised internally and externally. Such reclassification occurs where, because of organisational restructuring or new priorities, a job changes to a major degree over a very short time period. New and significant responsibilities are required of the position and a range of different or more expert skills are required by the incumbent. Because of the short time period involved, the incumbent has not undertaken or demonstrated to any extent the new duties required at the new levels of responsibility (although he or she may have handled elements of some or all of the new duties competently at a lower level). Change in classification and enhancement in salary range in these cases would be major. 4.1.5 Receipt of applicationsLate applications are not normally accepted. However, the Panel Chair may accept applications received after the closing date, on the basis that there is a good reason for the late submission and the application is of good quality. 4.1.6 Recruitment pool for short-term positionsOrganisational units who employ numbers of staff of on short-term appointments (casual or fixed-term) may develop a pool of persons interested in short-term appointment. The pool might include:
In the case of short-term academic appointments, heads of organisational units must satisfy the authorising officer that the recommended appointee has been selected from the pool on merit on the basis of the following selection criteria:
In the case of short-term professional staff appointments, heads of organisational units must satisfy the authorising officer that the recommended appointee has been selected from the pool on merit on the basis of the following selection criteria (appropriate to the classification level):
In cases where short-term appointments (either academic or professional) cannot reasonably be filled from a pool as outlined above, or where organisational units normally employ on a one-off basis only, the head must satisfy the authorising officer that:
4.1.7 Variation to PolicyIn exceptional circumstances, on the advice of a selection panel Chair and the Human Resources Director, the relevant authorising officer may approve a variation to this policy and procedures. Any such variation will be documented and held in the Human Resources Department with other information on the position. Related DocumentsMOPP B/4.2 Duty statements and selection criteria. MOPP B/4.5 Appointment by invitation Modification History
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