Part D

D3. Recruitment and Selection

D3.1 Introduction
D3.2 Policy statement
D3.3 Procedures
   D3.3.1 Confidentiality
   D3.3.2 Documentation
   D3.3.3 Recruitment and selection expenses
   D3.3.4 Approval to recruit
   D3.3.5 Position descriptions
   D3.3.6 Advertising
   D3.3.7 Recruitment and selection panels
   D3.3.8 Shortlisting
   D3.3.9 Interviews
   D3.3.10 Oral reference reports
   D3.3.11 Appointment
   D3.3.12 Unsuccessful applicants

D3.1 Introduction

Policy reference number	D3 Recruitment and Selection
Scope and application	Applicable to all general staff positions up to and including USQ Level 10, and academic positions up to and including Academic Level E, where the positions are continuing or fixed-term exceeding six months
HR contacts	HR Client Services Team
Policy type/category	Management
Associated USQ policies	Section C2: Anti-Discrimination and Freedom from Harassment Section D1: Position Establishment Section D2: Position Descriptions and Position Classification Standards Section D8: Job Evaluation (Classification and Reclassification) Section D11: Chair Appointments
Delegations authority Note: In cases where a manager forms part of the recruitment and selection process and holds the delegated authority to approve the appointment, the recommendation must be approved by a higher level delegated authority	Delegate	Authority
	Council	Approve recruitment action for, and appointment to the positions of Vice-Chancellor, Deputy Vice-Chancellors and General Manager
	Vice-Chancellor	Approve recruitment action for, and appointment to all positions at Academic Level E (Professor) and Academic Level D (Associate Professor), and for all positions at Senior Management Levels 1, 2, 3 and 4 (excluding VC, DVC's and General Manager)
	Category 2 Delegate or above	Approve recruitment action for, and appointments to all positions at Academic Level C (Senior Lecturer) and below
	Category 3 Delegate or above	Approve recruitment action for, and appointments to all positions at general employee Levels 1 to 10
	Executive Director, Human Resources	All administrative arrangements
Approval authority	Council for policy statements Vice-Chancellor or General Manager for procedures
Review date/s	Written June 1998 Revised August 2000 Amended Section D3.4.4 'Selection Panel', September 2000 Amended Section D3.4.3 ‘Advertising', July 2001 Amended Section D3.5 'Delegations', March 2005 Revised June 2005

D3.2 Policy statement

The University's objective is to recruit, select and appoint the best people available for positions. This will be done within approved establishment and budget limits. Selection will be on the basis of merit and the principles of equal opportunity will apply.

(Approved by Council June 1998)

D3.3 Procedures

Employees are encouraged to contact Human Resources to obtain professional advice on all aspects of recruitment and selection, training and employment.

D3.3.1 Confidentiality

D3.3.1(a) All information relating to recruitment, selection and appointment of employees will remain confidential to those involved in the formal process.

D3.3.2 Documentation

D3.3.2(a) All recruitment and selection documentation must be returned to Human Resources for record keeping. Each panel member's recruitment and selection documentation will remain on the vacancy file.

D3.3.3 Recruitment and selection expenses

D3.3.3(a) All advertising, interview, travel, employment agency, relocation and associated expenses are met by the recruiting cost centre.

D3.3.4 Approval to recruit

D3.3.4(a) The Request to Advertise form (incorporating a Business Case to Recruit a Position) is used to initiate recruitment and selection. The form should be completed and forwarded to the relevant delegate for approval (refer Section D3.5) with a draft position description and advertisement attached. The approved Request to Advertise form is then forwarded to Human Resources.

D3.3.4(b) The recruitment and selection process cannot commence until Human Resources receives the approved Request to Advertise form with attachments, and an electronically forwarded copy of the draft position description and advertisement.

D3.3.5 Position descriptions

D3.3.5(a) The position description is developed by the recruiting faculty or section and forwarded to Human Resources along with the draft advertisement for review and finalisation.

D3.3.5(b) Human Resources will evaluate all general employee positions prior to recruitment action.

D3.3.5(c) Approval of all position documentation will be obtained from the Selection Panel before advertising. It is the Panel Coordinator's responsibility to coordinate the review of the documentation and provide evidence of this approval including the reviewed Position Description by email to Human Resources.

D3.3.5(d) Variations to the selection criteria contained within the position description cannot be made after the position has been advertised.

D3.3.6 Advertising

D3.3.6(a) All recruitment advertising must be arranged by Human Resources.

D3.3.6(b) Recruitment to continuing and fixed-term positions exceeding six months will be through advertisement, unless recommended otherwise by the relevant delegate and approved by the Executive Director, Human Resources.

D3.3.6(c) All general staff positions classified at USQ Levels 1 to 5 will normally be advertised internally in the first instance. However, where the recruiting faculty or section indicates they do not expect to attract suitable applicants from the internal pool, an appropriate external advertisement placement may be made. The applicant pool for internal advertisements is restricted to employees of the University including casuals and employment agency staff employed at USQ on the placement date of the advertisement.

D3.3.6(d) Newspaper advertising will normally be restricted to one placement (ie. one newspaper only) for general staff positions classified at USQ Level 5 and below, and two placements for USQ Level 6 and above and for academic positions.

D3.3.6(e) All newspaper advertising will take place every three weeks, however Human Resources may initiate additional placements as required.

D3.3.6(f) Advertising on the SEEK website and USQ website will be offered bi-weekly. Faculties and sections may also nominate selected specialist/industry and overseas websites on which to place advertisements after consideration of cost.

D3.3.6(g) Employees are encouraged to email position vacancy information to professional networks through the use of external email distribution lists, on the condition that approval for costs is gained in advance from the relevant delegate.

D3.3.6(h) A field of applicants may be supplemented by inviting applications or referrals from employment agencies or other sources after consideration of cost.

D3.3.6(i) The Executive Director, Human Resources may recommend the use of an employment agency as a means of external advertising.

D3.3.6(j) Recruitment of a fixed term employee for a period of six months or less does not require advertisement. However, faculties and sections are encouraged to contact Human Resources to arrange advertising to attract a suitable field of applicants.

D3.3.7 Recruitment and selection panels

D3.3.7(a) A selection panel will seek to be objective and maintain equity and confidentiality of the recruitment and selection process at all times.

D3.3.7(b) A selection panel will be approved by the relevant delegate prior to advertising. Changes to the selection panel also require the approval of the relevant delegate.

D3.3.7(c) A selection panel requires gender representation with a minimum panel size of three. A larger panel may be used to overcome potential judgement bias.

D3.3.7(d) A selection panel must include a minimum of:

one member from the recruiting faculty or section who is the Panel Coordinator;
one member from another faculty or section; and
one additional panel member (either internal or external to USQ).

Other panel members may be included as appropriate. Note that the Vice-Chancellor (or nominee) will chair all Level E professorial panels and senior appointments made under sections D12.3.2 and D12.3.3 in HR Policy D12 'Appointment and Reappointment to Senior Positions'.

D3.3.7(e) Unless approved otherwise by the Executive Director, Human Resources, a panel member from a specialist functional area of the University (eg Finance, ICT, Student Administration etc) is required on the selection panel for positions where responsibilities either involve reporting to, or require skills which are best assessed by, these specialist functional areas of the University.

D3.3.7(f) A panel member external to USQ with appropriate specialist knowledge relevant to the vacant position may be invited to participate on a USQ selection panel. The Panel Coordinator is responsible for ensuring that an external panel member understands and complies with USQ policy and procedures.

D3.3.7(g) To be eligible to participate on a selection panel, USQ employees must have attended formal ‘USQ Recruitment and Selection Skills' training. However, in exceptional circumstances (eg. where a new employee is the direct supervisor of a vacant position being recruited and is required to participate on a selection panel before the next scheduled date for ‘USQ Recruitment and Selection Skills' training), Human Resources will provide one-on-one training. In these cases, the employee will then be required to attend the next scheduled formal ‘USQ Recruitment and Selection Skills' training before participating on any further selection panels.

D3.3.7(h) Panel members should attend ‘Refresher' training in USQ Recruitment and Selection Skills at least once every two years.

D3.3.7(i) The Panel Coordinator is responsible for ensuring that:

the selection panel consists of trained panel members;
every panel member (including external panel members) complies with all relevant USQ policies and procedures; and
all recruitment and selection documentation is complete and accurate.

D3.3.7(j) The Executive Director, Human Resources may recommend panel members as deemed appropriate. The Staff Equity Officer may also request the Executive Director, Human Resources to consider nominating additional panel members.

D3.3.7(k) A selection panel will decide upon the appropriate selection methods to be used, normally behavioural interviews supplemented by two oral reference checks for the recommended applicant. Selection methods must be relevant to the selection criteria and may also include presentations, work samples, and performance tests.

D3.3.7(l) As part of its preparation, the panel will clarify the meaning of the selection criteria contained within the position description to ensure a consistent understanding among all panel members.

D3.3.8 Shortlisting

D3.3.8(a) Shortlisting must occur as soon as possible after the date on which applications close. It is preferable however, that shortlisting does not occur any earlier than three working days after the date on which applications close, to allow for adequate time for receipt and processing of applications.

D3.3.8(b) Each panel member will conduct shortlisting with documentation provided by Human Resources. The documentation must not be taken outside the Human Resources department.

D3.3.8(c) All panel members are required to reach a documented consensus, and each panel member should shortlist individually against each of the essential and desirable selection criteria stated in the position description. (Refer to the forms: Recruitment Shortlisting Summary, Recruitment Shortlisting Summary – Panel Coordinator, and Shortlist Consensus Summary).

D3.3.8(d) A selection panel may accept late applications with valid reasons, up to the date of shortlisting. Applications received after shortlisting will not be accepted.

D3.3.8(e) Applicants not shortlisted will be notified by Human Resources as soon as possible unless the selection panel requests otherwise.

D3.3.9 Interviews

D3.3.9(a) Interviews must be structured to establish a candidate's merit against each of the essential and desirable selection criteria. Each candidate must be asked the same general question for each selection criteria to provide the same opportunity to respond. One copy of the general interview questions asked must be submitted to Human Resources with the recruitment and selection documentation at the end of the interview for record keeping.

D3.3.9(b) All panel members are required to reach a documented consensus, and each panel member should record interview ratings individually against each of the essential and desirable selection criteria stated in the position description. (Refer to the forms: Interview Summary and Interview Consensus Report.)

D3.3.9(c) The candidate recommended for appointment must have received the highest panel consensus ratings against the essential selection criteria. In cases where candidates have received identical consensus ratings for the essential criteria, desirable criteria ratings will then be considered.

D3.3.10 Oral reference reports

D3.3.10(a) Oral reference checks must remain confidential and be recorded on the Oral Reference Report form.

D3.3.10(b) A minimum of two oral reference reports must be obtained by the selection panel to confirm the preferred candidate's merits against the selection criteria, before the final selection decision is made. Wherever possible, a minimum of one of the oral reference reports should be obtained from the current or immediately previous supervisor of the preferred candidate.

D3.3.10(c) Reference information can only be obtained from referees nominated by the candidate. If additional information is required, the candidate must be asked to nominate additional and referee/s.

D3.3.11 Appointment

D3.3.11(a) The selection panel will recommend the preferred candidate on the Recommendation to Appoint Staff form. The approving delegate may:

(i) approve the recommendation and forward it to the Executive Director, Human Resources, or
(ii) not support the recommendation and provide the higher level delegate with the reasons why the decision was not supported. The selection panel will be notified of this recommendation by the approving delegate.

D3.3.11(b) On approval from the relevant delegate, Human Resources will make an offer of appointment to the preferred candidate. The Executive Director, Human Resources is the only delegate authorised to make offers of appointment. No other employee at USQ is authorised to make or vary any offer of appointment orally or in writing.

D3.3.11(c) The preferred candidate will be required to provide an acceptance in writing within the period specified in the letter of offer. Candidates will normally be required to respond within the following periods, otherwise the offer lapses:

candidates employed by USQ – five working days
candidates residing within Australia – ten working days
candidates residing outside Australia - 10 to 15 working days (dependent upon location and ease of communication)

D3.3.11(d) Where the preferred candidate declines the offer, an offer of appointment can be made without readvertisement to the candidate who received the second highest ratings against the selection criteria as indicated in the selection documentation.

D3.3.11(e) Where the appointee ceases employment at USQ within three months of the closing date of the original vacancy advertisement, an offer may be made without readvertisement to the candidate who received the second highest ratings against the selection criteria as indicated in the selection documentation. This can occur only where the position description has not changed.

D3.3.11(f) Where an identical position to that advertised becomes vacant within three months of the closing date of the original vacancy advertisement, an offer may be made without readvertisement to the candidate who received the second highest ratings against the selection criteria as indicated in the selection documentation.

D3.3.12 Unsuccessful applicants

D3.3.12(a) Unsuccessful applicants should be dealt with courteously and sensitively.

D3.3.12(b) Unsuccessful applicants will receive written notification from Human Resources. After written advice has been provided, the selection panel may contact unsuccessful applicants by telephone to provide further information.

D3.3.12(c) Unsuccessful applicants can seek feedback on their application from the Panel Coordinator or nominee, on behalf of the selection panel, by contacting Human Resources. The Panel Coordinator or nominee will provide feedback within five days of receipt of the request from Human Resources.

D3.3.13(d) Human Resources will refer any applicant concerns regarding the recruitment and selection process in the first instance to the Panel Coordinator. If the Panel Coordinator is not able to resolve the issue, or requires advice or assistance, the matter is referred to the Senior HR Officer. Alternatively, written concerns may be forwarded to the Executive Director, Human Resources.