B/4.2 Duty statements and selection criteria

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4.2.1 Principles
4.2.2 Duty statement
4.2.3 Selection criteria
4.2.4 Selection criteria for professional staff
4.2.5 Selection criteria for academic staff
4.2.6 Selection criteria for senior staff
Related Documents
Modification History

This section describes QUT's approach to the development of duty statements and selection criteria to attract quality applicants and to ensure appointment of the most appropriate staff. The policy applies to the selection of senior (SSG1 to SSG 6), academic and professional staff.

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4.2.1 Principles

(a) A duty statement and selection criteria shall be developed for all positions including fixed-term positions and positions filled through appointment by invitation.

(b) The duty statement and selection criteria shall reflect the needs of the organisational area consistent with the area's workforce plan.

(c) The duty statement and selection criteria shall appropriately reflect the classification of the position as assessed by Human Resources.

(d) Selection to a position shall be based on merit as assessed against the position's selection criteria and shall be consistent with equal employment opportunity principles. Selection on the basis of merit means that the grounds for decisions on the selection and appointment of staff must directly relate to the relationship between the inherent requirements of the position and the person's skills, knowledge, qualifications and experience.

Selection on the basis of merit prevents decisions being made on discriminatory grounds such as age, gender, race or nationality, marital status, sexual preference, religious or political beliefs or activities, trade union activity, disability, pregnancy or status as a parent or carer.

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4.2.2 Duty statement

Once a decision is made to fill a position, selection documentation must be developed including a duty statement. The duty statement is normally developed by the supervisor of the position in consultation with appropriate staff and members of the selection panel.

In developing a duty statement for a vacant position a review of the current position description will ensure that changes in position requirements are identified and clearly incorporated into the new duty statement.

The duty statement describes the job and assists applicants in preparing their application. It is a clear and realistic description of the primary duties, functions, responsibilities, interactions and experience required of a position. The duty statement should describe:

• the position, not the person in it
• organisational relationships
• what the position holder will do listing separately each major task of the position
• the direction, supervision and interaction required by the functions of the position
• the work environment.

In developing duty statements for academic and professional staff the duties and level of responsibility specified should be consistent with the position classification standards for the level of position. These are available as follows:

• for academic staff ;
• for professional staff ;
• for research only academic staff ;
• for research only professional staff

As well as being an essential element of the recruitment and selection process, the duty statement performs an important function in the employment relationship. It assists in orienting new staff, in prioritising work objectives, in guiding classification evaluations and in informing discussions on performance planning and review and workload allocation.

Further guidance is available from the relevant Human Resources Advisor .

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4.2.3 Selection criteria

Once the duties of a position have been identified and the duty statement written it is necessary to determine the knowledge, skills, experience and education or training required of the person being sought for the position. These are the selection criteria for the position and are the standards against which applicants will be assessed.

Selection criteria are normally developed by the supervisor of the position. Selection criteria must be developed directly in relation to the duty statement for a position and must be clearly documented.

The chair of the selection panel determines whether applicants are required to address the selection criteria in applications for a position. For trade and base technical positions, selection documentation should state that there is no need to address the selection criteria and that a resume is sufficient.

Selection criteria assist the recruitment and selection process by:

• assisting in attracting suitable applicants
• providing the standards against which all applications can be assessed
• providing the means against which applicants can be meritoriously distinguished; and
• providing the basis for interview questions.

The more accurate the selection criteria the more likely the best applicant will be selected for the position. Selection criteria should:

• be written in simple and clear language
• be specific and not overlap
• be based on the real requirements of the position
• not be excessive in number
• not discriminate unlawfully either directly or indirectly against applicants
• not favour either internal or external applicants; and
• be consistent with the classification standards of the position.
• include any health and safety responsibilities of the position.

Selection criteria must be defined as either essential or desirable. Essential criteria are those that the candidate must have to satisfactorily perform the duties of the position. Desirable criteria are those which enhance a candidate's capacity to perform the position but are not critical to a candidate obtaining the position. It is not necessary to provide desirable criteria where the essential criteria are seen as sufficient in defining the requirements of the position.

Weightings

A selection panel may weight the selection criteria for a position to reflect each criterion's level of importance to the satisfactory performance of the position. Where a panel weights the criteria, the nominated weightings must be provided to potential applicants for the position. A selection panel's recommendation for appointment is determined on the essential criteria for the position as specified in the position description. Where it is necessary to further differentiate between applicants, reference is made to both essential and desirable criteria where such criteria are provided. Whilst applicants may not be required to address the selection criteria, the selection panel must assess all applicants against the criteria.

Selection criteria must relate directly to the tasks and functions required of the position and must not be tailored to fit a particular applicant. As well as relating to the tasks of the position, selection criteria both essential and desirable should include those behavioural requirements or personal attributes required to successfully perform the position. These may include attributes such as ability to work independently, to operate effectively as a team member, communication and interpersonal skills, and negotiation skills.

Equal employment opportunity

Various State and Commonwealth Equal Employment Opportunity Acts impose obligations on all employers to ensure employees enjoy working conditions free of unlawful discrimination. Demonstrated knowledge of equal opportunity should be included as an essential selection criterion for all supervisory positions.

Health and safety responsibilities

The Workplace Health and Safety Act 1995 (Qld) imposes a statutory obligation on all employers to ensure the health and safety of employees and others at the workplace. Managers have a responsibility to discharge this obligation within the limits of their authority.

Demonstrated knowledge of workplace health and safety principles at an appropriate level should be included as an essential selection criterion for all supervisory positions and for positions where knowledge and application of such principles, standards, codes or practices is required.

It is also important to consider the physical aspects of duties and include information and selection criteria where appropriate. This may include: where standing for long periods is necessary, data entry or word processing for a significant portion of the day, or lifting heavy objects.

Changes to selection criteria

Positions are normally re-advertised if the selection criteria change during the recruitment process. If the criteria are changed and it is proposed that the position not be re-advertised, the head of the organisational unit must make a case to the Human Resources Director as to why the normal process should be set aside. When approval is given for change to selection criteria without re-advertisement, all applicants are advised of the change as soon as possible. In no case are selection criteria changed after the applications have been forwarded to the organisational unit for shortlisting.

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4.2.4 Selection criteria for professional staff

Professional staff positions comprise all administrative, professional and technical, non-academic research and other support staff positions.

Professional staff positions are classified within a ten level classification structure, Higher Education Worker Level 1 to 10. Selection criteria for a position must be consistent with the classification descriptors for that position as outlined in the QUT Enterprise Bargaining Agreement (Professional Staff) . Selection criteria for research only professional staff must be consistent with the Classification Descriptors for Research Only Professional Staff .

Appointees to professional staff positions must demonstrate an ability to undertake the duties prescribed for the position and must possess the necessary skills required for the position.

Further guidance is available from the relevant Human Resources Advisor .

Potential to meet selection criteria

An applicant for appointment who does not meet one or more of the selection criteria, but who is considered by the selection panel to have the potential to do so within the period of probation, or for fixed-term appointments within the term of appointment, may be appointed with the panel recommending participation in staff development during the probation period, or for fixed-term during the term of appointment. In such cases the letter of offer of appointment shall state specific matters to which the professional development is to be directed.

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4.2.5 Selection criteria for academic staff

Academic teaching and research positions are classified at the levels of professor, associate professor, senior lecturer, lecturer and associate lecturer. Research only academic staff are classified at the levels of Senior Principal Research Fellow, Principal Research Fellow, Senior Research Fellow, Research Fellow, Senior Research Officer, Research Officer, Postdoctoral Fellow, Senior Research Associate and Research Associate.

Selection criteria for a position must be consistent with the Position Classification Standard for the level of appointment as outlined in the QUT Enterprise Bargaining Agreement (Academic Staff) .

Selection criteria for research only academic staff must be consistent with the Classification Descriptors for Research Only Academic Staff .

Appointees to academic positions must demonstrate an ability to undertake the duties prescribed for the position and must possess the necessary skills required for the position.

Guidelines for Academic Selection Criteria provide academic areas with generic selection criteria for each level of appointment. These are teaching and learning, research and scholarship, and academic and professional leadership. These generic criteria provide a platform for the development of selection criteria for individual positions. In drafting selection criteria for a position, areas should build upon the generic criteria to describe the actual requirements of the position and of the discipline area in which the position is located. In adding to or tailoring the generic criteria to better describe a position's requirements, areas must ensure selection criteria remain consistent with the Position Classification Standards for academic positions.

Qualifications or equivalent accreditation or standing

Selection criteria for academic positions must include the relevant requirement in relation to qualifications or equivalent accreditation or standing for the level of appointment.

In determining equivalent accreditation or standing, regard shall be given to teaching experience, experience in research and scholarship, experience outside tertiary education, creative achievement, professional contributions and/or to technical achievement.

The requirement of an applicant for each level of appointment is outlined below.

Professor / Associate Professor / Senior Lecturer : completion of a doctoral qualification in the relevant discipline area or equivalent accreditation or standing.

Equivalent standing can be demonstrated by comparison of attainment in areas relevant to academic employment with the standard attained in a doctoral degree in the relevant discipline area.

Lecturer : completion of a doctoral or masters qualification in the relevant discipline area or equivalent accreditation or standing.

Equivalent standing can be demonstrated by comparison of attainment in areas relevant to academic employment with the standard attained in a doctoral degree or masters in the relevant discipline area.

Associate Lecturer : completion of four years tertiary study in the relevant discipline, for example an honours degree, an extended professional degree or a three year degree with an associated postgraduate diploma.

In considering the suitability of applicants the selection panel shall have regard both to the level of qualifications and/or experience relevant for the appropriate discipline area and equivalent forms of accreditation or standing.

Further guidance is available from the relevant Human Resources Advisor .

Potential to meet selection criteria

An applicant for appointment at the level of senior lecturer, lecturer or associate lecturer who does not meet one or more of the selection criteria, but who is considered by the selection panel to have the potential to do so within the period of probation, or for fixed-term appointments within the term of appointment, may be appointed with the panel recommending participation in staff development during the probation period, or for fixed-term during the term of appointment. In such cases the letter of offer of appointment shall state specific matters to which the professional development is to be directed.

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4.2.6 Selection criteria for senior staff

Senior staff positions comprise those positions appointed within the Senior Staff Group levels 1 to 6. Selection criteria for these positions are developed directly in relation to the duty statements for a position.

Appointees to senior staff positions must demonstrate an ability to undertake the duties prescribed for the position and must possess the necessary skills required for the position. Information on the broad responsibilities of some senior staff positions is outlined in A/3.3 .

Guidance in developing selection criteria for senior staff positions is available from the relevant Human Resources Advisor .

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Related Documents

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Modification History

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