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B/4.4 Selection and appointment processes |
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4.4.1 Shortlisting of applicants It is important in selecting applicants for appointment that due process is followed. This section describes the procedures which must be adhered to in undertaking selection and appointment processes. 4.4.1 Shortlisting of applicantsShortlisting will be determined by the chair of the selection panel in consultation with the panel as appropriate. Candidates selected for shortlisting should be appointable against the essential selection criteria. The shortlist is determined by assessment of applications against essential criteria for the position. Where it is necessary to further reduce the shortlist, assessment will also occur against desirable criteria where included. Panel members may be requested by the chair of the panel to provide comments in writing regarding shortlisting to the chair of the selection panel or through involvement in a shortlisting meeting. 4.4.2 Advice to shortlisted candidatesAll shortlisted applicants must be advised by the organisational area organising the interviews or by the Human Resources Department for senior staff positions, of the availability of selection documentation, of University policy and procedures on recruitment and selection, and of parking restrictions at QUT. Shortlisted candidates should be asked if they have any special requirements regarding access. Shortlisted applicants required to present must be informed of University guidelines on the conduct of the pre-interview presentation (see B/4.4.3 and B/4.4.4 ). Shortlisted applicants required to undertake a work test or other selection method must be informed of this prior to interview. 4.4.3 Selection methodsAt least three forms of University approved selection methods must be used as part of the selection process. These are the application, the interview, and one other method. Application Applications are assessed as part of the shortlisting process. Interview All formal interview schedules include times for selection panel organisation and decision making, prior to and subsequent to interviews. Within any one selection process, all interviews have a similar structure, and each applicant is given reasonable and equitable opportunity to respond to similar areas of questioning, and to establish their claims against the selection criteria. Questions about personal circumstances are not asked unless they are directly relevant to the job requirements and their relevance is explained at the outset. Such questions normally are asked of all applicants. Selection panel members should not make decisions on any unusual matter involving conditions of employment until cleared with the Human Resources Director or nominee. Other selection methods Selection decisions should be based on multiple sources of data. Therefore the use of selection methods in addition to the application and interview is encouraged. Selection methods may include, for example, referee reports, psycho-metric tests, in-basket tests (that is, problem solving/prioritising), presentations, pre-interview presentations or folios. The administration of any selection tests must be approved by the Human Resources Department in advance. Referee reports may be verbal or written and may be received before or after the interview. Referees are to be provided with the selection criteria for the position, but it is for the referee to determine in what form they wish to respond. Where verbal reports are given, the member of the selection panel obtaining the report (usually the Chair) should make an appropriate record of the conversation with the referee. For senior management positions (other than Vice-Chancellor and Deputy Vice-Chancellors) the Vice-Chancellor / Deputy Vice-Chancellor (Academic) meets with the panel Chair, executive dean and/or representative from Human Resources Department before the position is advertised to decide on the recruitment and selection process. 4.4.4 Pre-interview presentationA pre-interview presentation may be used as a formal component of the selection process. The selection panel, on the advice of the executive dean of faculty/head of division, may either set topics for all applicants' presentation or may allow all candidates to determine their own topic. The executive dean of faculty / head of division determines which organisational areas are to be invited to attend the presentation. Members of the selection panel are invited to attend all presentations. The executive dean of faculty / head of division appoints a Chair for the presentation. Report on pre-interview presentation
A written report to the selection panel must be in writing by the presentation Chair or staff representative
on the selection panel, and include comments on the presentation and its reception by attendees. The
report on the presentation is considered by the selection panel as part of the documentation relating
to the applicant.
Presentations are not opportunities to assess candidates' teaching abilities. The report to the selection panel should not comment on this factor. 4.4.5 Recommendation for appointmentThe recommendation for appointment is determined on the essential criteria for the position. Where it is necessary to further differentiate applicants, reference is made to both the essential and desirable criteria where included. Selection panels must provide clear documentation of all stages of the standard selection process, including the following aspects:
This information is summarised on a form available from the Human Resources Department . 4.4.6 Approval of appointmentAppointments are approved in accordance with the Schedule of Authorities and Delegations (MOPP Appendix 3 ) Before approval of appointment, the officer delegated to approve the appointment (the authorising officer) must be satisfied that the selection panel's report contains the information necessary to support the panel's recommendation on the appointment, and that University policy has been complied with. The authorising officer receives advice and assistance from the Human Resources Department. If not satisfied, the authorising officer must enquire further on aspects of the process. The authorising officer may also direct the selection panel to make further enquiries. Where an authorising officer does not approve the panel's recommendation, the officer will document the reasons for so doing to the Chair of the panel. Selection panel recommendations must be forwarded from the authorising officer to the Human Resources Director together with the complete job file. 4.4.7 Post-appointment processFollowing approval by the relevant authorising officer, the Human Resources Department produces a letter of appointment, a copy of which is forwarded to the head of organisational unit. The Human Resources Department is responsible for checking and certifying that classification and salary scales are appropriate to the position, for ensuring that original educational qualifications are sighted, and for checking and certifying that University selection policy and procedures have been followed. On receipt of acceptance of appointment, the relevant head of organisational unit is advised. See B/12.2 for information on orientation and induction programs for new staff. 4.4.8 Notification and feedbackNo commitment of employment may be made formally or informally by a member of a selection panel to any applicant, nor any discussion entered into on selection panel deliberations and decisions with applicants, prior to approval of appointment by the authorising officer. All unsuccessful shortlisted applicants are notified in writing by the Human Resources Department. To promote the University as an employer of choice, unsuccessful shortlisted applicants may obtain from Human Resources Department the selection panel's rating of their application. Chairs of selection panels (or nominees) are required to contact all unsuccessful shortlisted candidates and advise them verbally of the outcome of the selection exercise, offer to provide verbal feedback on their application and interview performance, and acknowledge their participation in the selection process.4.4.9 Selection recordsHuman Resources Department keeps records of individual selections, including selection documentation and selectors' notes for one year. The application and documentation such as referee reports of the successful candidate will be placed on their personnel file, once their appointment is finalised. 4.4.10 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 4.4.11 Monitoring of selection processThe Human Resources Director and the Equity Coordinator, or their nominees, may attend any University selection process meeting to receive and review all relevant documentation and to observe and advise the Chair on University selection procedures. Any such attendance is recorded in the selection panel's record of proceedings. The Human Resources Director or nominee provides an annual review of selection statistics to the Vice-Chancellor's Advisory Committee. This review includes a summary presentation and analysis of:
The review may include recommendations for change to recruitment and selection policy and procedures as deemed appropriate. Related Documents
MOPP B/4.3 Selection panels
Modification History
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