Types of employment

The following recruitment process is for recruitment of:

• Continuing staff – where there is no set date for when they finish.
• Contingent staff – where the staff member is funded by external funding for a specific task or project.
• Fixed-term staff – where the person is employed for a specific term with a defined end date.

The recruitment process

1. Review the Talent, Recruitment and Appointment Procedure.
2. Contact your HR Business Partner for advice on recruitment and the position needs.
3. Get verbal permission from your delegated approver to start the recruitment process.
4. Review the Find a Candidate request to check current required information.
5. If unsure, check details of the required information for your request with the relevant HR contact.
6. Draft a position description, or review the current PD (use the Position classification and reviews).
7. Submit your Find a Candidate request for HR and Finance Business partner review and approval from your delegated approver.

Managers or supervisors may need to recruit someone for a short-term assignment or for irregular work. By using our casual and short-term appointment process, you do not need to undergo the competitive recruitment process. However, you should contact your HR Advisor for advice on the process.

This recruitment process can be used for:

• Casual staff – where the staff member is employed on an hourly basis.
• Short-term appointments – a fixed-term appointment (both full or part-time) for less than 12 months.
• Contingent labour (agency staff or labour hire) – for short term needs when an internal solution is not available
• Fixed-term Research staff- from non-operating funds for a period up to 5 years. For Research groups, please refer to How to appoint staff and amend employment - for use by Appointment Coordinators for research groups.

The direct appointment process

1. Confirm that the direct appointment is appropriate
   Consider whether this recruitment method meets your needs and complies with the relevant Enterprise Agreement.
2. Identify a suitable candidate
   Identify a candidate through your professional network.
3. Complete the required checks
   Review the candidates resume and;
   - verify and certify their working rights and qualifications
   - conduct appropriate reference checks
   - complete a file note documenting the selection process and outcomes.
4. Submit the hire request in MyHR
   Before submitting the request:
   - refer to the Position classification and reviews to ensure correct classification
   - check the applicable pay rate
   - ensure the request has the appropriate Delegate approver using the Delegation of Authority Policy.  Noting the MyHR hire request will have an approval workflow to Head of Unit, however additional approval may be required.  This can be sought via email.
5. Complete the hire request in MyHR
   - attach the personal details form and certified evidence of right to work
   - position description
   - additional approval if required, via email and attach to the request in MyHR.
6. Complete new starter documentation
   If the candidate is new to the University they must complete the Personal Details Form (formerly known as the Employment Pack).  The candidate should return the completed form, together with their certified evidence of their working rights, to the Hiring Manager.
7. Submit the Gender-Based Violence Declaration
   The personal details form specifies that a Gender Based Violence Declaration must be completed and returned to the email address specified in the declaration.
8. Provide additional employment information
   The offer letter will request additional information required, including:
   - Tax file number declaration
   - Superannuation details
   The candidate should return these documents to the relevant email addresses specified in the offer letter.
9. Upload certified Qualifications
   On their first day, the new staff member should update MyHR with copies of their certified qualifications.
   They can also update their emergency contact details, critical incident number, diversity and inclusion records, pronouns, and postal address in MyHR.

HR Services have a wide range of knowledge articles and videos in ServiceNow under Employee Services.

The agency/labour hire process

Contingent labour is defined as a person who works for a buyer (ie, University of Newcastle) but is employed and paid by a supplier (a recruitment agency).

Note: In this instance the term ‘contingent’ refers to the nature of the worker – this is different to the use of the term when it relates to the EA category of “employment that is substantially funded by contingent funding”.

The University uses the NSW Government Contingent Workforce Scheme SCM0007 for the engagement of contingent labour.

The scheme provides the University with cost benefits, greater visibility of supplier performance and consistent terms and conditions.

The engagement of contingent labour must be through an agency that is an approved Scheme supplier.

A full list of agencies that are approved on the NSW Government Contingent Workforce Scheme SCM0007 is available at https://buy.nsw.gov.au/supplier/search

The following categories can be used at the University:

• Category A – Administration
• Category B – Finance
• Category C – Specialist
• Category E – Professional
• Category F – Technical
• Category G – ICT Network and Equipment
• Category H – ICT Management, Implementation and Support
• Category I – ICT Applications, Databases and Systems
• Category K – Education

Role types are listed at Scheme Conditions SCM0007 and the scheme rules at Contingent Workforce Scheme | info.buy.nsw

The number of agencies to instruct should be based on:

Engage at least two agencies when:

• The role is specialist or hard to fill.
• You need to compare candidate quality.
• Time-to-hire is critical.

Engage one agency when:

• There is a high-performing supplier with proven, evidenced success.
• The role is standard and non-complex.
• The agency has exclusive access to a niche talent pool.

How do I instruct an agency?

1. Suppliers can be contacted directly – if initial contact is by telephone, this should be followed up with an e-mail to confirm the specific terms of the instruction
2. In addition to terms such as role responsibilities, required skills, duration etc, it must also be clearly stated to the agency that the engagement is under the Contingent Workforce Scheme rules
3. Agencies must use the Customer Order form and Rate Calculator for all engagements (as only agencies that are approved under the NSW Government Contingent Workforce Scheme SCM0007 can be used, they will be aware of the Scheme requirements)

How do I request approval from the relevant delegate and obtain a PO number?

1. Once a suitable agency candidate has been selected, a Request to Buy must be completed in ServiceNow
2. Upon completion of the Request to Buy, submission of a Purchase Requisition will be required.
3. The Central Purchasing Hub will process and request approval from the appropriate delegate

Managers can employ independent contractors to carry out a specific project or piece of work. This type of recruitment is not normally used for teaching duties.

There are a range of requirements that need to be satisfied before employing an independent contractor. Refer to the Policy Library for more information.

Secondments can be mutually beneficial to both the staff member and UoN. Secondments can provide a rich professional development opportunity and new network of contacts for the staff member. While UoN sees operational benefits in building capacity, strengthening skill sets, enhancing performance, meeting future business needs and succession planning.

Secondments are generally between six and 12 months and are available for ongoing full-time and ongoing part-time staff. A secondment may be extended but the maximum length of a continuous secondment is two years.

If you are interested in hosting a secondment or are looking for a secondment opportunity for a member of your team please contact your HR  Business Partner.

There are several entry/work visas that can be used to appoint international staff. If you are recruiting someone from overseas please see our Immigration Coordinator or email immigration@newcastle.edu.au