Step-by-Step Guide to Recruitment

1. Review Position Description
2. Request to Fill a Vacancy Form
3. Advertising
4. Contact Officer
5. Receipt of Applications
6. Shortlisting
7. Interviews
8. Post-Interview

Step 1 - Review Position Description

Before commencing the recruitment process the position description should be reviewed to ensure that it is up to date and accurately reflects the position.

If there is no position description one needs to be prepared before recruitment can commence. A template is available below and should be used to ensure that position descriptions across the university are consistent.

Desirables are not recommended. In the past desirables have been included on position descriptions however if the item is important enough to include then it should be listed as essential.

• See "Position Description Templates"

Step 2 - Request to Fill a Vacancy Form

A ‘Request to Fill Vacancy by Competitive Recruitment’ form needs to be completed and authorised by the Dean/ or Director and then forwarded to the Recruitment Unit along with a draft advertisement and copy of the position description before the recruitment process can commence.

• See "Forms"

Please note that drafts and request to fill a vacancy forms need to be in by 9am Wednesday in order to appear in the weekend paper the following week, and advertisements appearing in the Australian will appear 2 weeks after this deadline. See the section on Advertising for further information.

Note: General staff fixed term positions for a period of 9 months or less and Academic staff fixed term positions of 12 months or less do not need to be advertised where they comply with the terms and conditions of our direct appointment process.

Details of the Selection Committee (number and/or names if available) should be included on the Request to Fill a Vacancy form noting the composition of selection committee guidelines as outlined in the Recruitment Policy.

Note that the Faculty or Department is responsible for ensuring adequate funds are available. If a Dean/Director or equivalent has signed off on the form it will be assumed by Recruitment that adequate funds are available and the recruitment process will proceed.

Step 3 - Advertising

DEADLINE: Recruitment needs to receive the draft by 9am Wednesday in order for the advertisement to appear in the following week’s paper.

(eg. ads received on Wednesday the 1st would be advertised on Saturday 9th or Wednesday 13th to ensure we have adequate time to liaise with our advertising agency, for them to prepare proofs, for us to gain approval on the proofs and to meet the deadlines of the various publications).

A draft advertisement and position description must be sent via email to jobs@uow.edu.au.

An advertising template is available under the Request to Fill a Vacancy Form section. When preparing an advertisement staff should note the following:

• The advertisement should be based on the position description.
• The use of non-essential criteria or ‘desirables’ should be avoided.
• Any language that could be construed as discriminatory is not to be used.
• The closing date for applications is generally 2 to 3 weeks after the advertisement appears in the paper, however this can be varied if necessary.
• Advertising is very expensive and all faculties/departments have a responsibility to advertise in a cost effective manner. The Recruitment Officer can provide advice and assistance in this area.
• Plase note that there are minimum advertising guidelines that must be considered. Please see the Advertising Policy for further information.

Recruitment will check the wording of the advertisement in accordance with the position description and will forward a copy to EED for their review and comment. The advertisement will go to the agency who will prepare a proof and provide approximate costing.

All ads will be formatted in accordance with the University’s approved style guide.

An advertising proof will be forwarded to the department for review along with a costing. All information is sent via email.

Approval is required via email and prompt responses are needed to ensure that advertising deadlines can be met.

In the event that the department does not respond to Recruitment regarding approvals prior to the deadline then the advertisement will either go in as is or will be pulled until such time that appropriate approval to proceed is provided.

Step 4 - Contact Officer

A Contact Officer needs to be nominated to take enquiries from interested candidates. The person selected needs to be available to take enquiries so people going on leave or continually tied up with classes or meetings should not be nominated as the contact person. Often good candidates can be lost when they become frustrated that they cannot get through to the nominated Contact Officer.

Contact Officers need to make themselves familiar with the guidelines below and remember that they are representing the University.

• Contact Officer Guidelines

Step 5 - Receipt of Applications

Applications are accepted via mail, fax, in person or through our on-line application system.

Applications should be addressed to the Recruitment Unit however any applications received by other locations should be promptly forwarded to Recruitment to ensure they are included for the selection committee’s consideration.

Recruitment will receive, register and collate applications.

Recruitment will notify candidates via email that their application has been received within a reasonable period of time.

Collated applications will be prepared for all selection committee members and Recruitment will advise when they are ready for collection (generally 3 days after the closing date).

Recruitment will endeavour to have applications ready within this timeframe however the unit’s ability to meet this deadline will be dependant on the number of vacancies closing on the same date, among other things.

Step 6 - Shortlisting

The chairperson is responsible for organising the Selection committee to meet to shortlist candidates for interview.

The Chairperson (or nominee) will set a date and venue for the shortlist meeting and will confirm these details with the Selection Committee members. If a committee member cannot attend they can forward through their comments to the chair or the appropriate recruiter prior to the designated shortlist date.

Recruitment must attend the shortlisting meeting.

At the shortlisting meeting the committee should discuss the applications and complete the Shortlisting Report and interview instructions. Please note that the Shortlisting Report will be used to provide feedback to candidates in the first instance.

When determining the interview date ensure that there is enough time for Recruitment to contact all the shortlisted candidates and that reasonable notice can be given to the candidate so they can make appropriate arrangements (particularly if travel is involved).

Any special arrangements or instructions need to be noted on the front page of the Interview Instructions form including telephone interviews and presentations.

If written referee reports are required Recruitment needs to be advised, allowing adequate time for the referees to be contacted and to reply.

Recruitment will phone candidates to arrange interviews.
Once interviews are arranged, Recruitment will email an interview schedule to all committee members.

Recruitment will also contact unsuccessful non-shortlisted candidates via mail.

If required, the department is to book any audio-visual equipment with CEDIR (ext. 3993).

Recruitment will organise all travel and accommodation.

Step 7 - Interviews

The selection committee should meet at least 15 to 30 minutes prior to the scheduled start of the first interview and should try to keep to the scheduled times for each interview where possible.

Recruitment will make necessary catering arrangements if instructed if interviews are to be held in building 36. If interviews are held elsewhere, the Faculty/Division is responsible for this.

During deliberations the selection committee is to complete the Final Selection Committee Report and it is to be signed off by the Chair, committee members and the Dean.

When listing reasons on the candidate suitability on the Final Selection Report the Committee must ensure that reasons relate to the selection criteria.

If the committee cannot come to a unanimous agreement then committee member(s) can register a dissenting view in the comments section of the Recommendations page of the Selection Committee Report.

Step 8 - Post-Interview

Reference Checking must be completed. Written notes taken during the reference check must be provided to Recruitment with the Final Selection Report.

After the appropriate authorisations have been obtained from the Dean/Director or equivalent, the Chair can either make a verbal offer to the successful candidate or ask Recruitment to make the offer. This information needs to be clearly marked on the Selection Committee Report under Recommendations.No offer of employment is to be made without the prior authorisation of the Dean/Director or equivalent.

A formal letter of offer will be prepared and sent to the successful candidate as soon as possible. Candidates are normally provided 14 days in which to reply to our written offer.

Candidate sends signed copy of letter to Recruitment. If offer is declined, Recruitment will advise the department and either make an offer to a second appointable candidate or ask committee for appropriate action.

Any candidates who may seek futher feedback on their application will be referred to the Chair of the Committee.