1. The University of SydneyPage 1 Recruitment and Selection Policy Presented by Jimmy O’Brien – Recruitment Consultant Julie Small – Lead Recruitment Consultant SydneyRecruitment, Human Resources The need for an effective and compliant recruitment processes

2. The University of SydneyPage 2 Recruitment and Selection Policy Overview –The University aims to recruit and select the best possible candidates in a timely and cost effective manner. This contributes to the University's strategic aims and helps to ensure continuous improvement in standards and capability. The Recruitment and Selection Policy (Policy) provides a framework and structure for all University staff engaged in the recruitment and selection process. –Important: All recruitment including the use of external recruitment agencies or labour hire agencies must be managed through SydneyRecruitment.

3. The University of SydneyPage 3 Why have an effective and compliant recruitment processes?  It is important that Universities Enterprise Agreement is complied with, hence reducing possible appeals and lawsuits  Hiring the wrong staff is costly in terms of employee turnover, low morale and the cost of having the wrong person in the job for that period of time (productivity). Additionally advertising costs are lost, as is the time you have invested in the recruitment process  By constantly improving the process we can reduce the time wasted by both decision makers and candidates  Effective recruitment increases the chance of a rewarding experience for all stakeholders, where even unsuccessful candidates leave having a positive recruitment experience, and consequently a positive impression of the University of Sydney g

4. The University of SydneyPage 4 Planning to Recruit 1.Identifying the hiring need 2.Develop a Position Description You will need to develop a position description in accordance with the position profile - https://intranet.sydney.edu.au/working/hiring-staff/standard-profiles.html Talk with your HR Advisor if you have issues with the Position Description. Do academic roles need a position description? 3.Recruitment Strategy Have a discussion with your Recruitment Consultant about the strategy for the recruitment as there may be more efficient way to recruit your position. Recruitment will then issue you with the required recruitment paperwork for your approval 4.Approval to recruit (establishment of position) Once all of above has been established you will need to obtain approvals for your recruitment from the relevant parties (HR, Finance, HOS, Dean & Provost) Once all approvals are obtained, the recruitment can move to advertising

5. The University of SydneyPage 5 Advertising – Professional roles (HEO 2 – 10 & SGS) The University is committed to offering career opportunities to existing professional staff before external candidates. Professional staff continuing and fixed term non-exempt vacancies of more than 12 months must be advertised in accordance with the following requirements:  Positions must first be advertised internally for at least 5 working days. The minimum requirement for internal advertising is listing on the University’s vacancies website as a position available to internal applicants only.  After reviewing all applications received by the closing date the Delegated Officer may authorize external advertising. However, the University encourages selection committees to interview potentially suitable internal applicants, or a short list of such applicants, before deciding to advertise externally.  Vacancies at or below HEO 5 must not be advertised externally if there are suitable internal applicants who are assessed as satisfying the relevant selection criteria through the normal selection processes.

6. The University of SydneyPage 6 Advertising – Professional roles (HEO 2 – 10 & SGS) Current staff member Continuing or fixed term staff member of the University who has successfully completed probation; or casual staff member of the University who i. has been assessed through the performance and development process as at least “meeting expectations” or “satisfactory” (as applicable); or ii. is able to demonstrate in their application that they have been engaged by the University as a casual employee on a regular and systematic basis for the previous 12 months.

7. The University of SydneyPage 7 Advertising – Academic roles (Level A – E) All academic continuing and fixed-term vacancies of greater than 12 months must be advertised externally except:  a vacancy identified as suitable for redeployment;  a position approved under section 7 of the policy;  an appointment approved under the Appointment on Nomination Policy. The minimum requirement for external advertising is listing on the University’s vacancies website. The minimum duration for advertising is 2 weeks for positions below Level E and 4 weeks for Level E positions. Academic advertising requirements may only be varied with approval from the Provost.

8. The University of SydneyPage 8 Forming Professional Staff Selection Committees The Professional Staff Selection Committee for all non-Exempt roles is appointed by the Head. As far as possible, members should be more senior than the position for which they are recruiting. The membership must include: – Head or nominated staff member (Chair); – Relevant staff member of the School/Area (normally the immediate supervisor of the position); and – Independent; Another committee member, may be appointed by the Head who may be a SydneyRecruitment representative or an HR representative.

9. The University of SydneyPage 9 Independent Panel Member – Professional  Independent member of a selection committee means a person who is not from the recruiting work unit; has no direct reporting or financial relationship with the recruiting unit; and can assess the applicants for the position impartially and objectively. An independent member may be:  a staff member of the University from a different Faculty, School or Professional Services Unit;  an expert in the field;  a client affected by the work of the position;  in the case of health professional vacancies, a staff member of a Local Health District or Hospital; or  an individual approved by the Director, HR. Note: A SydneyRecruitment representative cannot be the independent member of a Selection Committee.

10. The University of SydneyPage 10 Academic Selection Committees  If a position is advertised across levels, the composition of the Academic Staff Selection Committee must be as required for the most senior appointment

11. The University of SydneyPage 11 Requirements Academic and Professional Staff Selection Committees  Must incorporate gender diversity with a minimum of 30% of women and men respectively. Where possible Hiring Managers must ensure gender diversity is represented on Academic Staff Selection Committees prior to seeking an Academic Board nominee.  Must exclude a person whose selection decision is likely to be biased because of a conflict of interest in the selection process or procedure, or there is a potential or perceived conflict of interest, (i.e. where there is a real or substantial possibility of the potential or perceived conflict of interest actually arising). This includes persons who have a family, close personal or business relationship with any applicant, other Selection Committee members, or other persons involved in the selection process. Prior to interviews committee members must read the External Interests Policy 2010 and complete a conflict of interests declaration.External Interests Policy 2010  Must operate confidentially - no Selection Committee member may discuss any aspect of its deliberations or referees reports outside the committee meeting.

12. The University of SydneyPage 12 Responsibilities of the Chair  Equal Employment Opportunity (EEO)  Confidentiality  Conflict of Interest declarations  Determines shortlisting method (meeting or via email)  Prepares interview questions and chairs the interview panel  Responsibility for ensuring selection committee report is completed and signed off  Leads the negotiation with successful candidates

13. The University of SydneyPage 13 Short listing for interview SydneyRecruitment will conduct the screening process as agreed by the Hiring Manager. This process may include identifying candidates who do not meet the selection criteria or who are ineligible to apply. Once screen process is complete Sydney Recruitment will compile a candidate report that includes:  Summary notes of each candidate broken into three section  Suitable  Potentially Suitable  Unsuitable  Applications for Suitable and Potentially Suitable (Unsuitable can be included on request)

14. The University of SydneyPage 14 Short listing for interview  All members of the Selection Committee participate in short-listing candidates.  The Chair of the Selection Committee will determine the method by which short listing takes place, provided that any short-list must be finalised through assessment of all applications and referee reports (if called beforehand) against the selection criteria.  For Level E positions the short-list is finalised by the full Selection Committee or a sub-committee nominated by the Chair.  Conflict of Interest - External Interests Policy

15. The University of SydneyPage 15 Organisation of interviews SydneyRecruitment will organise interviews once the shortlist has been finalised. Sydney Recruitment will require the following information to do so:  Date and time of Interviews (please allow us 5 days to arrange the interviews once shortlist has been received)  Location of the interviews (please book a room)  Panel Members Ensure gender balance Refer to policy regarding composition of panels for professional and academic roles An email will be sent out to the panel with all the interview information and documentation once all the candidates have confirmed their attendance.

16. The University of SydneyPage 16 References  References for professional roles are done after the interviews for the first appointable candidate only.  This can be done by SydneyRecruitment on request or done by hiring unit (we recommend this if your role is technical)  References for Academic roles are done for shortlisted candidates before interview or for preferred candidates after interview (after interview is the preferred option)

17. The University of SydneyPage 17 Interviewing  Chair leads the interview – introduction to panel and interview process  Same questions are asked to all candidates – gives interview structure and ensures all candidates have same opportunity  Follow up with individual candidate specific questions to probe answers or regarding specific issues in an application  Types of questions: -Clarifying information provided in the application -Behavioural questions – asking for examples - past performance predicts future performance -Scenario type questions

18. The University of SydneyPage 18 Decision and Offer Process  The committee must decide if candidates are appointable or not against the selection criteria; appointable candidates must then be ranked – majority decision  The Chair is responsible for ensuring all candidates are notified of the outcome – SydneyRecruitment Consultant may assist with this on request of the Chair; Candidate feedback  Contract negotiation is the responsibility of the Chair but may be managed by the hiring manager (if not same person) or SydneyRecruitment Consultant  Once decision is finalised paperwork is completed and approved –SCR, RTA and LoO  Verbal offers to candidates

19. The University of SydneyPage 19 Appointment on Nomination (AoN) – Professional  Enterprise Agreement (E.A) requires all professional staff vacancies greater than 3 months to be advertised internally for 3 days at a minimum. This provides opportunities for secondments and greater career progression for professional staff across the University.  Impact on Appointment on Nomination (AoN) –Professional staff vacancies greater than 3 months can no longer be filled by an AoN without it being advertised internally first.  The exception here is for applicants who have been named on a grant or paid from a grant where the position requires specialised skills and immediate action. These positions do not require advertising for the term of the grant.  All professional staff vacancies funded by operating funds need to be advertised internally first.  Please start an AoN with your Recruitment Consultant as they can advise on if it’s the correct option and provide you with the AoN paperwork

20. The University of SydneyPage 20 Appointment on Nomination (AoN) – Academic APPOINTMENT TIME LIMIT  The maximum period of appointment on nomination is twelve months, extendable by six months in exceptional circumstances approved by the relevant Deputy Vice-Chancellor.  The time limit can exceed twelve months if the appointee has been named on a grant, or the appointee is paid from a grant and the position requires immediate action and highly specialised skills, including staff employed under grants transferring from outside the University. In these cases, the time limit is the term of the grant. PAPERWORK REQUIRED 1. RTH (complete and approved) 2. RTA (complete and approved) 3. Candidate's resume 4. One Reference Report completed by a referee (please note the referee cannot be a member of the Selection Committee) 5. Conflict of Interest form signed (There must be a minimum of two Selection Committee Members)

21. The University of SydneyPage 21 QUESTIONS?