Staff Selection Committee Guideline

Document Number000928
Date Approved14 January 2011
Date Last Amended21 February 2012
       

1.      Context/Overview

This guideline supports the University's standard recruitment practice and is for participating members of staff selection committees.

Committee members should commit to merit-based selection techniques that conform to the principles of Equal Employment Opportunity (EEO) and value diversity.  State and Federal legislation underpins and promotes equitable processes.

2.      Definitions

In the context of this document:

Convenor means the chair of the selection committee

3.      Role of the Selection Committee

The selection committee is responsible for sourcing, validating and assessing a wide range of information about candidates through written applications, interviews, referee reports and other appropriate assessment tools, and for making a recommendation to appoint to a position.

Committee members are to observe strict confidentiality in regard to all aspects of staff selection and must not disclose any details of applicants or discuss aspects of the selection process with any person within or external to the University.  Committee members are prohibited from discussing aspects of the selection process, including the short-listing of applicants, with any person other than a fellow committee member.

Unless expressly authorised by the convener, members of the selection committee, are not to contact applicants or referees, or seek information on applicants from current or former employers, or work colleagues.

If a committee member has direct, personal interest or involvement in a matter under consideration, they must declare such interest as soon as they become aware of it.  This will mean a declaration of any financial, family or other close personal relationship with any applicant for the position.

4.      Selection Committee Composition

The selection committee must be composed of:

  • Members with diverse backgrounds to assess with fairness the qualities of applicants with different social, cultural, educational and/or employment backgrounds.
  • Membership that is gender inclusive (a minimum of 33% of the Committee must be from each gender) or in particular circumstances as close to 33% as possible.
  • Where a short-listed applicant has identified (or is recognised) as an Aboriginal or a Torres Strait Islander (ATSI), then the selection committee must comprise appropriate ATSI representation.
  • Where a vacancy is specifically identified as an Aboriginal and Torres Strait Islander position, then the selection committee must comprise appropriate ATSI representation.
  • External panel member who is not employed in the School or Division

Academic Staff Selection Committees

Professor

  • The Vice-Chancellor (Convenor). The Vice-Chancellor may, in his absence, nominate the Deputy Vice-Chancellor (Academic) or (Research) as Chair.
  • The Deputy Vice-Chancellor (Academic) or (Research)
  • The Pro Vice-Chancellor of the relevant Faculty
  • The Head of the relevant school
  • One academic staff member of the School (or Chief Investigator for research funded positions)
  • The President of Academic Senate (or nominee )
  • Up to two external scholars distinguished in the relevant Discipline, appointed by the Vice-Chancellor
  • An extra member or members may be appointed by the Vice-Chancellor in special circumstances.

Associate Professor

  • The Deputy Vice-Chancellor (Academic) or (Research) (Convenor)
  • The Pro Vice-Chancellor of the relevant Faculty or Head of Division
  • The Head of the relevant School
  • The Deputy President of Academic Senate (or nominee)
  • One member from the academic staff of the school concerned
  • Up to two external scholars distinguished in their Discipline, appointed by the Deputy Vice-Chancellor.

Senior Lecturer and Lecturer

  • Pro Vice-Chancellor of the relevant Faculty,
  • Head of School,
  • Academic staff member within the Discipline
  • Senior Lecturer, Associate Professor or Professor from another Faculty/School.

Associate Lecturer

  • Pro Vice-Chancellor of Faculty (or nominee),
  • Head of School
  • Academic staff member within the Discipline
  • Academic staff member from another Faculty/School

NB: An appropriate representative from the University of New England must be included on academic selection committees for appointments relating to the joint Bachelor of Medicine program.

Professional Staff Selection Committees

Selection committee composition for professional staff will be established by the direct supervisor of the vacancy, in conjunction with the Human Resource Officer.  The supervisor will be the convenor.  Where possible the selection panel should include a member from outside the organisational unit.

NB: An appropriate representative from the University of New England must be included on a professional staff selection committee for appointments relating to the joint Bachelor of Medicine program.

5.      Equity considerations

The University is committed to a staff selection process which is based on merit and conforms to Equal Employment Opportunity (EEO) principles which values equity and diversity. EEO principles facilitate the identification and removal of systemic barriers to the participation and promotion in employment of EEO groups due to past or continuing disadvantage or discrimination in employment. These groups are:

  • Women
  • Aboriginal People and Torres Strait Islanders
  • People from racial, ethnic and ethno-religious minority groups
  • People whose language first spoken as a child was not English
  • People with a disability, and
  • People with a disability requiring work-related adjustment

Discrimination is when an individual or a group of people are treated unfairly or less favourably than another person or group, because they belong to a particular group of people or have a particular characteristic.

Under Federal and State laws, all employers and supervisors must generally treat all their employees, and anyone who applies for a job with their organisation, fairly. In particular, they must not treat them unfairly, or harass them, because of their: 

  • sex;
  • race;
  • age;
  • disability;
  • religion;
  • marital status;
  • pregnancy;
  • carer’s responsibilities;
  • union activity or association;
  • family status; and/or
  • sexual orientation.

If the selection process is planned and carried out correctly with applicants measured against objective and relevant selection criteria for the position, it is unlikely that the parties will experience EEO or equity-related difficulties.

6.      Responsibilities of the Convenor

The Convenor is required to coordinate the overall selection process, ensuring that:

  • The process is followed in accordance with University policy and associated guidelines;
  • Selection committee members are invited to participate;
  • Interview dates, times and venues are arranged in association with Human Resource Services;
  • Strict confidentiality and equity considerations are maintained;
  • Selection tools are determined and defined (including definition of interview questions, skills testing, etc.);
  • Committee members have appropriate documentation and maintain all records associated with the vacancy;
  • The selection committee report documents the committee’s deliberations, assessment and recommendation(s);
  • Referee checks are sought;
  • The successful candidate is notified and the terms and conditions of the offer are negotiated;
  • Constructive feedback is provided to unsuccessful applicants on request, and
  • The selection committee report is signed and approved.  (Approval is based on level of appointment in accordance with HR Delegations.

7.      Responsibilities of Committee Members

Committee members are required to:

  • Declare any issues or conflict of interest as soon as they arise;
  • Assess all applications and short-listed candidates;
  • Maintain strict confidentiality and equity considerations;
  • Actively participate in the assessment of candidate information from various sources (interviews, referees, testing, etc.), where necessary; and
  • Contribute to the final recommendation(s).

8.      Selection Techniques

The selection committee should assess candidate’s skills, experience and qualifications compared with the job requirements.  The Selection Committee Members’ Toolkit details processes, procedures and techniques used to select staff and must be read by all selection committee members.

9       Selection Committee Training

It is mandatory for all convenors to undertake selection committee training.  All committee members should also undertake selection committee training prior to participating in a selection committee, if at all possible.

10.    Essential Supporting Documents

Selection Committee Members’ Toolkit

Conflicts of Interest Policy 000934

11.    Related Documents

Recruitment Policy 000924

Continuing, Contingent and Fixed-Term Appointment Guideline 000930

Recruitment of Research Staff from Non-Operating Funds Guideline 000929

Delegation of Authority Policy 000083

 

Approval AuthorityDirector, Human Resource Services
Date Approved14 January 2011
Date Last Amended21 February 2012
Date for Review14 January 2014
Policy SponsorDirector, Human Resource Services
Policy OwnerDirector, Human Resource Services
Policy ContactManager, Human Resource Services Team
Amendment History

Change in terminology from "general" to "professional" staff, approved by Vice-Chancellor 21 February 2012, effective 1 January 2012.

6 July 2011 - Updated list of Essential Supporting Documents due to a number of policies being replaced by the new Conflicts of Interest Policy - 000934 (which was approved by Council 18 March 2011)