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

2. 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

3. 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

4. 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

5. 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)

6. 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

7. 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

8. 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

9. 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

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

11. 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

12. 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

13. 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

14. 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

15. 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)

16. 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

17. 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

18. 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

19. 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)

20. 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

21. 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

22. 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)

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. 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

31. 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

32. 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

33. 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

34. 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

35. 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