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

2. Preamble
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 policy is to :
Ensure that Unisa recruits, selects and appoints
Comply with provisions of probation and confirmation of permanent appointment of employees
Effect acting appointments
Effect secondments and
Effect transfers and placement of employees

4. Recruitment Recruitment Methods: Advertisng
Funded vacancy, approved job description
Application to advertise
Line manager to confirm vacancy and funds - signed off by ED
P7 and above are advertised internally and externally
P8 and below are adverised internally
Headhunting
If it proves difficult to recruit suitably qualified candidates by means of normal recruitment process

5. i- Recruitment
Recruitment is conducted by means of an electronic system to invite prospective candidates to apply on-line for such positions
Paperless
On-line screening and shortlisting

6. Selection Constitution of the Panel/ Committee
Utmost confidentiality of total selection process
Applications not in compliance are rejected - late, incorrect, incomplete
Appropriate assessment methods - (approval ED:HR)
Structured interviews
Presentations
Psychometric assessments
If selection process is contaminated, process is conducted de novo and new SC constituted

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

8. 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 recommended candidate(s)
Credential verification (recommended candidates)
qualifications - MIE/SAQA
identification, including confirmation of citizenship
membership of professional bodies where applicable
driver’s licence, if required

9. 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

10. Recommendations SC recommends preferred & alternative candidate/s
Reasons for recommendations are recorded
VP’s/ED support the recommendation if not part of SC
Recommendations are submitted to HR
Upon request provide reasons to unsuccessful candidates

11. Appointment
An appointment may not be effected 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 or re-advertised
Request for an improved salary offer is referred to Remuneration & Administration – MANREM Committee
HR informs relevant Line Manager of an appointment
Appointments are made from the 1st day of a month
No documents may be destroyed and are disposed off in accordance with the Record Management Policy

12. 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

13. Retaining of an Academic Title
Internal candidate (Prof) who is appointed in a non academic/management position automatically retains his/her full professor title
External candidate (Prof) – has to apply for retention of the title

14. 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 Departmental Committee to evaluate performance
An employee has to at least obtain satisfactory performance rating
Satisfactory performance rating, permanent appointment is confirmed

15. 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
Proper record keeping by manager
Documents are filed on personal file

16. Acting appointments
Application for acting appointment by means of the prescribed form and CV
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
No acting appointment will be back dated
May act in higher grade or same grade position
Acting may not exceeding one year

17. Acting appointments
Employee has to accept/deny acting appointment in writing
Acting appointment letter is issued
Upon acceptance by the recommended candidate, HR Practitioner captures the acting appointment on system and submit copy to Finance Dept
Acting allowance is payable for acting of one month and longer
No acting for recess period during December

18. Secondments Application for secondment by means of the prescribed form
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
Period of secondment: maximum one year
After secondment revert back to substantive position

19. Secondments Employee has to accept/deny secondment in writing
Secondment letter is issued
Secondment letter and acceptance are captured on the system
Secondment allowance is payable for secondment on a higher level

20. 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

21. Transfers (cont)
Application for a transfer is endorsed by the receiving and releasing ED
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

22. Implementation Monitoring, evaluation and review by HR
Replaces previous procedures/guidelines
Implementation date – 1st day of month following approval