Recruitment and Appointment

Recruitment and Appointment Policy

Policy code: HR964
Policy owner: Director, People and Culture
Approval authority: Vice-Chancellor
Approval date: 24 October 2001
Next review date: 26 October 2026

Purpose

The Recruitment and Appointment Policy (the Policy) outlines the University’s commitment to the recruitment and appointment of staff using fair, transparent, and equitable practices that support the University’s strategic direction.

Our recruitment and appointment decisions are aligned to the strategic goals and priorities of the University. They will support our values of inclusion, innovation, excellence, empowerment and collaboration as outlined in Federation’s Living Values Charter. As Australia’s leading regional University, we will recruit and appoint talented people who will continue to transform lives and enhance communities; ensuring a strong and sustainable university for all.

Our Recruitment and Appointment Procedures also incorporate the principles of equal opportunity, wherein individuals are appointed based on their achievements relative to opportunity.

We encourage reporting of concerns about non-compliance of this policy or procedures and manage compliance in accordance with the applicable enterprise agreement or contract terms.

Scope

Appointment of all staff at our campuses, sites, and centres of Federation University Australia.

Definitions

For further definitions, refer to the University’s Recruitment and Appointment Procedures, Federation University Australia Union Enterprise Agreement 2019–2021, and Federation University Australia TAFE Teaching Staff Agreement 2019.

Term Definition
Aboriginal and/or Torres Strait Islander trainee An Aboriginal and/or Torres Strait Islander person currently undertaking a traineeship with the University.
Achievement relative to opportunity

The University is committed to ensuring that the principles of equal opportunity are applied in relation to recruitment and appointment through providing the opportunity for evaluation of an applicant's achievement/s relative to the opportunities available. The consideration of achievement relative to opportunity ensures that merit standards are maintained, and positively acknowledges what has been achieved given the actual opportunities available. Relevant personal circumstances or arrangements that might have resulted in limitations to opportunity can include:

•     ill-health and/or disability, whether temporary or permanent;

•     carer responsibilities;

•     part-time or flexible work arrangements, planned or unplanned, including absence on parental leave; and

•     other relevant circumstances.

Applicant A person who applies for a position at the University.
Appointment A decision made to appoint, considering an applicant's merit (abilities, aptitude, skills, knowledge, qualifications, experience, and achievements), and free from bias and unlawful discrimination.
Appointee The recommended person for a position by the Selection Committee.
Behavioural-based interviews/ questions A interview technique, where the applicant is asked to describe past behaviour in order to determine whether they are suitable for a position.
Certified copies

The University’s preferred method of accepting qualifications, certificates, work rights and other pre-employment documentation is certified copies/statutory declaration (another method may be “signed as sighted”).

A document must be certified (statutory declaration) under the Statutory Declarations Act 1959.

Child Safe Code of Conduct A document outlining the expectations on all members of the University’s community, regarding supporting the safety, participation, well-being, and empowerment of children.
Child Safe Recruitment Practices Measures implemented throughout the recruitment process to ensure the safety and well-being of all children.
Child Safe Standards Compulsory minimum standards enacted pursuant to the Working with Children Act 2005 (Vic), Worker Screening Act 2020 (Vic) and Working with Children (Risk Management and Screening) Act 2000 (QLD).
Conflict of interest Where a person’s personal interest could improperly influence, or may appear to improperly influence them when making a work-related decision/s as outlined in the University’s Conflict of Interest Policyand Conflict of Interest Procedure.
Continuing appointment/employment Employment with no fixed end date and may be on either a full-time or fractional part-time basis.
Delegated Officer A staff member of the University who is responsible for approving actions at stages of the Recruitment and Appointment process. The person delegated will depend upon the type of position being filled. (Refer to Delegations - Contract, Financial, Staffing and Tender Policyas Authorised by the University’s Council).
Determining the Right to Work Prior to any Employment Offer The process of ensuring all staff employed by the University has the right to work in Australia, aligned to the conditions of the employment as defined by the position.
Disallowed person (TAFE) A defined category of people or organisations with whom the University cannot engage, employ, contract or otherwise deal with.
Disallowed person check A check for TAFE staff that must be conducted prior to issuing an employment contract.
Employment contract An instrument of appointment which stipulates the type of employment and informs the employee of the terms of engagement at the time of the appointment.
External applicant Any person who applies for a University position who is not defined as an internal applicant.
Fit and Proper Person Requirement A pre-employment form and/or declaration required by ASQA, TEQSA and/or VRQA for High Managerial Agents within the University.
Fixed-term appointment

Employment for a specified term or ascertainable period, where the employment contract will

•     specify a period of employment (or circumstances in lieu of a finishing date); and

•     reason/s for the appointment being fixed-term as identified in the relevant enterprise agreement.

Fixed-term appointments may be on either a full-time or fractional part-time basis.

General staff refer to the Federation University Australia Union Enterprise Agreement 2019–2021.

TAFE teaching staff refer to the Federation University Australia TAFE Teaching Staff Agreement 2019.

Internal applicant

An internal applicant is:

•     an existing University staff member holding a continuing or fixed-term (full-time or part-time) appointment;

•     a sessional or casual staff member of the University provided they were in paid employment for the University in the fortnightly pay period when the position was advertised; or

•     a casual academic staff provided that they were in paid employment for the University in the current or previous semester.

Key responsibilities A detailed summary of what tasks, duties, and/or accountabilities the position is responsible for.
Key Selection Criteria

The skills, attributes, knowledge and qualifications that the employer has defined as being essential for performing the inherent requirements of the position and must represent the experience and capabilities required.

Reasonable adjustments are required to be made to enable individuals with disabilities to perform the essential functions.

Minority report A report prepared by any member/s of a Selection Committee who do not agree with the recommendation/s made by the majority of committee members.
Peer representative A staff member with a similar classification type (e.g. academic, TAFE Teacher or HEW), and level as the vacant position, and preferably from the same Portfolio.
Position Description

Describes the organisational location, primary objectives, key responsibilities, and the Key Selection Criteria for a position.

Positions exceeding 12 weeks in duration require a classified position description.

Positions exceeding four weeks and less than 12 weeks, a duties statement must be provided to the appointee.

Pre-employment testing Additional selection methodologies which may include presentations, case studies, pre-employment medical examinations and/or psychometric assessment.
Privacy

Recruitment and appointment must be conducted in accordance with the University's Information Privacy Policy.

The confidentiality of applicants must be maintained at all times. Disclosure of information must only be made to those directly involved in the recruitment and appointment process.

All committee members must maintain confidentiality at all times. Committee members must not disclose the outcome of an appointment process until an employment contract has been accepted by the successful candidate.

Reasonable adjustment The term used to describe actions or changes which may be required to enable staff participation on the same basis as other staff. Lack of provision of reasonable adjustment might constitute discrimination, particularly where staff have a disability or have carer responsibilities. A reasonable adjustment involves changes to the work or the work environment, e.g. ramp installation, provision of adaptive technology and flexible work arrangements.
Recruitment agency An external firm engaged by the University, specialising in recruitment and/or executive search, to recruit an approved position or conduct a specialised campaign/project. Approval from People and Culture must be sought prior to engagement of a Recruitment Agency.
Recruitment request A formal request for Delegated Officer authorisation of the position/s via the e-Recruitment system.
Relevant Person A Relevant Person in accordance with Disallowed Persons checks, means an individual who has been an Executive Officer or High Managerial Agent, or at a sufficiently high level within an organisation to have exercised a material degree of control or influence over the management or direction of the organisation in relation to training delivery.
Right to Work check A formal right to work in Australia as determined and required by the Department of Home Affairs. Proof that a person has the right to work prior to any offer of employment regardless of the type of employment being offered.
Scholarly Teaching Fellow

An academic employee appointed on a continuing or fixed-term basis.

The intention of a Scholarly Teaching Fellow is to replace existing casual staffing positions and may be a full‑time or part-time appointment (50 percent full-time equivalent or more), but may include a small proportion of work not previously performed by casuals, such as course coordination.

Selection Committee        The committee responsible for recommendation to appoint.
Selection Committee members Members of the Selection Committee assembled to determine an appointee.
Selection Committee Report Used to provide a selection summary of the preferred applicant/s and ranking (if applicable) confirming recommendation for appointment.
Signed ‘as sighted’

A form of validating qualifications, certificates and licenses that may be utilised in lieu of certified documentation.

Original qualification must be sighted, a photocopy of the original is obtained and signed ‘as sighted’ with the full name of the person who sighted the copy and the date.

Special Measures The Equal Opportunity Act 2010 (Vic) (s.12) allows for special measures designed to promote or realise substantive equality. Aligning with the University’s Equal Opportunity and Valuing Diversity Policy that commits to taking proactive, reasonable and proportionate measures to eliminate discrimination.
Supplementary selection assessment/s Additional selection methodologies which may include presentations, skill assessments, conduct of a demonstration, work samples and/or psychometric assessment.
Transparency The process and basis for all appointment decisions must be clear and transparent with all decisions clearly documented and filed centrally.
Unlawful Discrimination

In the context of merit selection, unlawful discrimination occurs when a person is treated less favourably on the following actual or assumed personal characteristics, as defined under Commonwealth and State laws. These include: sex, intersex status, gender identity, marital status, pregnancy, breastfeeding, status as a parent or carer, sexual orientation, lawful sexual activity, race, disability, age, industrial activity, physical features, religious beliefs or activities, political beliefs or activities, criminal record, medical record or personal association with a person who has, or is assumed to have, one of these personal characteristics. This concept includes Direct and Indirect Discrimination.

Unlawful discrimination can also occur when a condition or requirement is imposed which someone with an attribute cannot meet and the condition or requirement is unreasonable in the circumstances.

Working with Children Card Issued as a result of a positive Working with Children Check.
Working with Children Checks A Working with Children Check conducted in accordance with the Working with Children Act 2005 (Vic) where a person is issued a Working with Children Card as a result of a positive check.

Policy Statement

The University applies consistent Recruitment and Appointment procedures to ensure all applicants for positions receive fair and equitable consideration.

The University is committed to ensuring that the principles of equal opportunity are applied in relation to Recruitment and Appointment processes through providing the opportunity for evaluation of an applicant's achievements relative to the opportunities available.

Prospective staff must demonstrate alignment to the University’s Living Values Charter, which underpins the strategic plan by defining our five shared values and defines core behaviours which demonstrate these values.

The qualifications, experience and capabilities required for each position is determined to ensure the quality of the University’s operations and services is maintained and continually improved. Preference for appointment will be given to current University employees, and Aboriginal and Torres Strait Islander trainees employed by Federation University Australia following successful completion of their traineeship. Appointments will be made based on an applicant's merit and will be free from bias and unlawful discrimination.

The University reserves the right to advertise vacancies and make no appointment.

Diversity and Inclusion

All appointments must support Federation University’s commitment to enable staff of all backgrounds, cultures, abilities, gender, and other identifiers to succeed at work. All appointments will be in accordance with the Equal Opportunity and Valuing Diversity Policy and be made free of bias and unlawful discrimination.

The University will also undertake tailored recruitment processes to respond to University strategies i.e. the Aboriginal and Torres Strait Islander Workforce Strategy 2018–2020.

The Procedure will operate according to the principles of equity, merit-based appointment, privacy, and transparency.

The Procedure will operate in accordance with principles of equity, privacy, and transparency.

All appointments are subject to the following (as appropriate):

  • determining the right to work prior to any Employment Offer;
  • Disallowed Persons;
  • relevant pre-employment checks i.e. National Police Checks. Pre-employment screening, in accordance with AS 4811-2006 Employment Screening standard and Working with Children Checks etc;
  • using Child Safe Recruitment Practices; and
  • Fit and Proper Person Requirement.

Fit and Proper Person Requirement

A Fit and Proper Person declaration is a requirement for High Managerial agents within Federation University to complete, required by ASQA, TEQSA and/or VRQA.

Australian Skills Quality Authority (ASQA) and Tertiary Education Quality Standards Agency (TEQSA)

The ASQA and TEQSA requires that Australian universities and TAFEs meet the Fit and Proper Person Requirements. Each executive officer, high managerial agent and/or any person or entity which exercises a degree of control or influence over the management or direction of the organisation is subject to Fit and Proper Person Requirements, and must complete both the ASQA and the TEQSA declaration.

A High Managerial Agent is defined as a person who has achieved a sufficiently high level within an organisation to have exercised a material degree of control or influence over the management or direction of the organisation in relation to training delivery.

For University purposes, a high managerial agent for the purpose of ASQA and TEQSA is defined as:

  • Chancellor;
  • Vice-Chancellor and President;
  • Deputy Vice-Chancellor;
  • Chief Operating Officer/Chief Financial Officer;
  • Chief Leaner Experience Officer:
  • Pro Vice-Chancellor;
  • Associate Deputy Vice-Chancellor;
  • Director (of a Directorate);
  • Dean;
  • Executive Dean;
  • Head of Campus; and
  • Federation TAFE senior leadership positions.

Victorian Registration & Qualifications Authority (VRQA)

The VRQA requires all members of the senior management team, including the head of the University's TAFE, who are in a position to influence the management of the organisation to satisfy additional fit and proper person requirements, and must complete the VRQA declaration.

For University purposes, this is defined as:

  • Vice-Chancellor and President; and
  • Pro Vice-Chancellor, Vocational Education and Training.

Conflict of interest within a recruitment process

A conflict of interest occurs where a person’s personal interest could improperly influence, or may appear to improperly influence them when making a work-related decision/s as outlined in the University’s Conflict of Interest Policy and Conflict of Interest Procedure.

A conflict of interest exists whether it is:

  • actual, it currently exists;
  • potential, it may arise, given the circumstances; or
  • perceived, members of the public could reasonably form the view that a conflict exists, or could arise, that may improperly influence the performance of their duties to the University, now or in the future.

Where an actual, potential, or perceived conflict of interest occurs within the Recruitment and Appointment process, People and Culture must be consulted.

Supporting Documents

Forms

Responsibility

The Vice-Chancellor is responsible for the implementation of the Policy and Procedure.

The Chair of the Selection Committee is responsible for ensuring adherence to Policy and Procedure, and making appointments based on an applicant's merit, free from bias and unlawful discrimination.

The Director, People and Culture is responsible for:

  • the development of the Recruitment and Appointment Policy and Procedure;
  • monitoring recruitment and appointment activities and addressing inconsistencies in the implementation of the Policy and Procedures; and
  • overseeing the provision of support and advice on the Policy and Procedure.

Promulgation

The Recruitment and Appointment Policy will be promulgated throughout the University via:

  1. an Announcement Notice on FedNews on the University website and through the University Policy - ‘Recently Approved Documents’ webpage to alert the University-wide community of the approved Policy; and
  2. inclusion on the University's online Policy Library

Implementation

The Recruitment and Appointment Policy will be implemented throughout the University via:

  1. an Announcement Notice on FedNews on the University website and through the University Policy - ‘Recently Approved Documents’ webpage to alert the University-wide community of the approved Policy; and
  2. inclusion on the University's online Policy Library; and
  3. information sessions advertised on FedNews and available on the Professional Development calendar provided by People and Culture to all recruiting managers and/or delegated approvers.