Human Resources Policy for the Recruitment, Selection, Appointment and Related Matters of Permanent Employees on Levels P18 – P5

Principles To ensure effective and efficient human resource practices in identifying, recruiting and selecting talent and at the same time, promoting fairness and equal opportunities for all

Purpose The purpose of the procedure is to promote consistent decision making in and to define a procedure for: recruitment, selection and appointment confirmation of permanent appointment of employees (probation) acting appointments secondments and transfers

Recruitment Filling of a position Funded vacancy, approved job description Application to advertise – Advert Committee Line manager to confirm vacancy and funds - signed off by ED Logistical arrangements are the responsibility of the manager Methods of recruitment Advertising Personnel agencies Head hunt

Recruitment Academic positions maybe advertised on more than one level concurrently - discretion of ED Lower level may be offered if advertised on interchangeable levels Approved level on the post structure Interchangeable levels ….. Professor (P5) Associate Professor (P6) Senior Lecturer (P7) Associate Professor (P6) Senior Lecturer (P7) Lecturer (P8) Junior Lecturer (P9) Lecturer (P8)

Recruitment (cont) Advertising of a position Purpose of advertsiement is to invite potential candidates to apply based on the inherent requirements and specifications of the job Contents of internal & external advertisement must be identical and published on the same date P8 & below positions are initially advertised internally (except academic positions) P7 & above positions are advertised internally & externally If no suitable candidate is identified or change in requirements the position re-advertised/head hunted

Recruitment (cont) Minimum specifications for an advertisement Job title, inherent requirements, core functions Particulars of position – reference no Educational qualifications Specific required skills, knowledge, attributes & experience College criteria vs generic criteria Language proficiency Assessment method – interview, simulations, practical assessments Recommendations

Recruitment (cont) Remuneration is competitive within the higher education sector How to apply Required documents original or originally certified Commitment to employment equity Particulars of contact person Closing date (at least 2 weeks) Late, incomplete & incorrect applications not considered No obligation to fill position

Recruitment (cont) Head hunting Insufficient pool sourced Inadequate representation Includes agencies, personal, approach, websites Normal advertising & head hunt concurrently – scares skills Requests for head hunting approved by HR on recommendation of ED or Selection Committee HR responsible for agencies Line managers responsible for personal related head hunting

Recruitment (cont) iRecruitment Electronic process - external & internal On line applications On line pre screening & shortlisting Interviews & approval outside iRecrutment process Paperless

Selection Utmost confidentiality of total selection process Applications not in compliance are rejected - late, incorrect, incomplete Appropriate assessment methods - (approval ED:HR) Structured interviews Work simulation Group discussions Presentations Practical assessments If selection process is contaminated process is conducted de novo and new SC constituted

Function of HR representative Compiles advertisement Renders administrative support Records & pre screens applications Schedules short listing & interviews Performs credential verification & reference checks Administers additional assessments Completes interview/assessment form Compiles selection report Acts throughout selection process in an advisory capacity to ensure compliance to policy and procedures

Verification of credentials & references Purpose is to determine aspects that may inhibit a candidate to perform effectively in the advertised position References - Current managers & previous employers of all short listed candidates prior to interview Record results and reasons if decided not to interview Considered in combination with other assessment methods Credential verification (recommended candidates) qualifications - MIE/SAQA identification, including confirmation of citizenship membership of professional bodies where applicable

Constitution of selection committee SC is constituted before the position is advertised to consider applications, evaluate candidates and to make recommendations to the approvals authority SC may not inform candidates of the results/ recommendations Members must be representative, relevant experience, knowledge of competence required for vacant position Members should be present throughout the selection process Attendance register should be signed by all members Interests/relationship must be declared Member with interest/relations is replaced Failure to disclose - set aside and conducted de novo

Constitution of selection committee (cont) Manager where the position is situated is always member of SC At least 3 members of the department/college on SC External expert maybe involved (HR approval) Relevant VP chairs - Prof, CoD, School Director ED or Dep ED chairs - Ass Prof, other academic positions Level of chairperson is equal or higher but never lower than P5 (admin positions)

Constitution of selection committee (cont) If a member cannot continue - Process may continue if quorum exists If not dissolves & new SC constituted Quorum Chairperson Relevant manager Departmental representative Senate representative (academic positions) EE & labour unions representatives are optional with observer status An observer means a nonparticipating person(s) acting as a witness to the selection process

Responsibilities of Chairperson The Chairperson - Convenes meetings in accordance with policy & procedure Determines level of representivity according to relevant EE profile Ensures that selection/evaluation is performed in a fair & just manner according to core functions and requirements of the position Endeavours to get consensus amongst SC members Ensures that evaluations & recommendations are recorded correctly Signs selection report

Selection process Pre-selection Responsibility of HR Consultation with manager Determine if applications comply with requirements as advertised (hard criteria) Record reasons for rejection Short listing SC considers applications - inherent requirements & core functions Ability & potential of each candidate Status of each application EE profile

Selection process (cont) Factors informing evaluation (selection) Relevant experience & qualifications Previous convictions or pending criminal/disciplinary cases Credit records if required (inherent requirement) Reasons for short listing/not short listing are recorded and filed Additional criteria to reduce large number - criteria may not be changed or added No consensus - minority report Short list endorsed by ED/VP (if not part of process)

Selection process (cont) Interview Interviews are structured and conducted in a professional & objective manner with all short listed candidates Assessment criteria & questions formulated prior to the interview Same questions are put to all candidates Non related issues may not be put to candidate Afford candidate opportunity to answer & to ask questions or present information to SC May not consider information if not put to candidate Score performance of candidates according to criteria and job requirements - individual score sheets SC members sign consolidated score sheet

Recommendations SC recommends preferred & alternative candidate/s Reasons for recommendations are recorded Deviation from EE plan – submit reasons EE report pertaining to EE Profile and recommendations VP’s/ED note recommendations if not part of SC Recommendations are submitted to HR within 7 days Upon request provide reasons to unsuccessful candidates

Signing of appointment letter HR offers position to successful candidate after approval Delegation of powers (approvals authority) Academic positions Level/position Approval Signing of appointment letter Professors and Associate Professors (Post levels 5 and 6) Senex Principal Senior lecturer Lecturer Junior lecturer (Post level P7 to P9) Directors of Schools Chairpersons of Academic Departments Head of Departments, Institutes and Bureaus (Secondments for 3 years)

Signing of appointment letter Delegation of powers (approval authority) Administrative/support positions Level/position Approval Signing of appointment letter Appointments on levels P5 and P6 Management Committee Executive Director: Human Resources Appointments on levels P7 to P18

Appointment (cont) An appointment may not be affected on a level not advertised No offer verbal or otherwise before written approval Offer not accepted the position is offered to next most suitable candidate Request for an improved salary offer is referred to Remuneration & Administration HR informs relevant VP/ED/School Director/CoD/ Manager of appointment Appointments are made from the 1st day of a month No documents may be destroyed and are disposed off in accordance with to the Record Management Policy

Appointment (cont) Foreigners/ foreign nationals may only be appointed if no suitable SA citizen could be recruited after a diligent search for critical skills with the view to transfer skills Comprehensive motivation is required Appointment requires - A valid working visa endorsed to obtained employment at Unisa Foreign qualifications evaluated by SAQA Prospective employee is responsible to obtain valid visa and SAQA evaluation Requirements for appointment – according to job requirements and specifications

Appointment (cont) To apply for valid visa/permit Unisa to provide – Offer of employment Proof of diligent search & particulars of unsuccessful candidates Certificate from Dept of Labour or extract of database of salary benchmarking Declaration on interviews Copy of original advertisement An undertaking by Unisa to inform DG Three months granted to obtain visa from date of offer Failure could result in withdrawal of offer Appointment not made beyond expiry date of visa/permit Subsequent to appointment complete form EEA1

Probation Purpose of probation is to provide employee with job description, adequate instruction, training, guidance, counseling and feedback to enable employee to perform on required standard Period of probation 6 months Evaluations should be done before expiring of 6 months – no late evaluations Integrated Performance Management System utilised by Tenure Committee to evaluate performance An employee has to at least obtain satisfactory performance rating Satisfactory performance rating permanent appointment is confirmed

Probation (cont) Non satisfactory performance rating Permanent appointment is not confirmed Probation period may be extended for 6 months If an employee does not meet the required standard the employee has the opportunity to state the cause or reasons for non peformance Interventions to improve performance must be developed Dismissal ito Labour Relations Act, deemed as termination with one month notice Proper record keeping by manager Documents are filed on personal file

Probation (cont) Approvals authority & date of confirmation Employees are informed in writing of outcome System is updated accordingly Category Date of confirmation   Academic employees – on level P5 and P6  Date of Senex meeting Academic employees on level P7 to P9 Date of Mancom meeting

Acting appointments Acting appointments must be duly motivated and applied for prior to the start date and no employee may act or commences with duties without prior approval May act in higher grading or same grading position Acting may not exceeding one year

Acting appointments Employee has to accept/deny acting appointment in writing Acting appointment letter is issued Approval (form), appointment letter and acceptance are forwarded to HR for capturing on system Acting allowance is payable for acting of one month and longer No acting for recess period during December

Secondments Secondments must be duly motivated and applied for prior to the start and no employee may be seconded or commences with duties without prior approval Positions classified as secondment positions (Heads, School Directors & CoD’s) – Initial period 3 years renewable After secondment revert back to substantive position

Secondments Employee has to accept/deny secondment in writing Secondment letter is issued Approval (form), secondment letter and acceptance are forwarded to HR for capturing on the system Secondment allowance is payable for secondment on a higher level

Transfers An employee may apply for a transfer from one position to another via line manager Applications should be duly motivated containing full particulars of employee and supporting documents A vacant post should be available An employee maybe transferred to lower job grade Vacant position (to be transferred to) should at least meet 60% of requirements of the current position Recommendation/endorsement by the releasing Manager An interview is conducted by the receiving Manager to determine suitability to function in vacancy

Transfers (cont) Application for a transfer is endorsed by the receiving and releasing VP Transfer takes place after suitable notice period Transfer is considered and approved by VP:Operations Receiving manager informs HR in writing of effective date of transfer HR up date transfer on system