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Recruitment of Staff procedure

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Section 1 - Preamble

(1) This Procedure is effective for all recruitment processes that commence on or after 19 November 2018. For recruitment processes that commenced before 19 November 2018 refer to the relevant previous version which can found in the ‘Historic Versions’ tab.

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Section 2 - Purpose

(2) This Procedure details the process and roles of the Hiring Manager (HM) and Talent Acquisition (TA) team in recruiting and employing staff at the University, ensuring a transparent and fair approach to the University’s recruitment and selection processes.

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Section 3 - Scope

(3) This Procedure applies to the recruitment of all Professional and Academic staff employed by the University on continuing or fixed-term contracts, traineeships and apprenticeships. It does not apply to casual staff, who are covered by the Casual Staff Employment procedure.

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Section 4 - Policy

(4) This Procedure is pursuant to the Employment of Staff policy.

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Section 5 - Procedure

Talent Acquisition team

(5) The TA team within the Human Resources Division are responsible for delivering a high quality, collaborative recruitment service that partners with all HMs across the University.

(6) The TA team is responsible for proactively managing candidate pools to attract and retain top talent, ensuring all HMs receive a personalised recruitment service to efficiently and effectively find the right candidate for their needs.

(7) The primary contact for a HM is their TA Partner. Support will also be provided by other members of the TA team. Key roles and functions of the TA team who will deliver this service to HMs are:

TA functions/roles Responsibilities and service provided to HM
Talent Acquisition (TA) Partners
Highly skilled Recruitment Partners dedicated to deeply understanding Faculty and Portfolio needs, preferences and future staffing requirements
Coordination and streamlined delivery of an end to end recruitment process and provision of tailored support to HMs throughout Deakin’s recruitment process
Seamless recruitment processes and intuitive technology solutions
Sourcing Specialists
Dedicated focus on candidate care
Development of customised and contemporary sourcing strategies
Application of expertise to support quality onboarding and improved candidate experiences
Support Hub
Provision of administrative support to ensure a smooth end to end recruitment service
Provision of a central point for standardised administrative support
Reduction in the administrative burden for Faculty and Portfolio teams
Centres of Excellence
Specialists will:
Deliver global and local mobility strategies
Provide thought leadership on diversity and inclusion and Indigenous employment
Provide dedicated reporting functions

Hiring Manager

(8) Before commencing recruitment, the HM must ensure that the position supports and aligns with the area’s Workforce Management Plan and confirm budget for the role with the HM’s manager.

(9) The HM may also make contact with the TA Partner to discuss their recruitment needs and start considering information to be discussed as part of the job brief (clause 37).

(10) If the HM is recruiting for a position that involves Australian Aid-funded research projects, they must comply with the recruitment requirements set out in the Child Protection in Australian Aid-Funded Research procedure.

Chair positions and other Professorial categories

Chair positions

(11) To establish a new Chair position, the relevant Faculty Board will make a recommendation to the Vice-Chancellor. The Vice-Chancellor will consider the recommendation and the position description and advise the Executive Director, Human Resources or nominee of their decision.

(12) Where a Faculty wishes to establish a named Chair position, the relevant Faculty Board will make a recommendation to the Vice-Chancellor.  The Vice-Chancellor will consider the recommendation and if endorsed will recommend to University Council that the named Chair be established.  Council will consider the recommendation to establish the named Chair position and advise the Executive Director, Human Resources or nominee of its decision.

(13) Any changes to an established Chair title must be approved by the Vice-Chancellor or nominee.

Other Professorial categories

(14) The relevant Executive Dean may nominate individuals with significant professional and/or industry standing but with limited or no traditional Academic experience to the following positions:

Faculty Position Title
Faculty of Business and Law Professor of Practice
Faculty of Health Clinical Professor
Faculty of Science, Engineering and Built Environment Industry Professor

(15) The appointment process for the Professorial categories set out in clause 14 above, will follow the process set out in clauses 20-24 in the Honorary Appointments procedure.

(16) These Professorial positions will:

  1. be employed as fixed term Professional staff (above HEW level 10) and are ineligible for the benefits and conditions that apply only to Academic staff
  2. not have an honorific title associated with the appointment
  3. be expected to use the relevant title as set out in clause 14 in formal usage for the duration of their appointment.

DeakinRecruit

(17) There are eight key stages in the DeakinRecruit process: 

1 Creating a new position 5 Candidate shortlisting, interview and selection
2 Raising a requisition 6 Making the offer
3 Engaging the TA Partner (Job Brief) 7 Onboarding the new starter
4 Sourcing the candidate pool 8 Inducting the new starter

(18) Before a HM can commence recruitment, the position must exist in DeakinPeople.

(19) Where a position already exists in DeakinPeople and is vacant or the current incumbent is departing, the HM can proceed to raising a requisition in DeakinRecruit (clause 22).

Creating a New Position

(20) If the position that the HM is intending to recruit to does not currently exist, the HM will need to create a position using the Create a New Position Request template.

(21) When a new position is created an email confirmation will be sent to the HM and the local area Finance delegate.  The HM will need to wait a short period of time before being able to raise a requisition in DeakinRecruit.

Raising a Requisition

(22) The HM raises a requisition via DeakinRecruit.

(23) In DeakinRecruit the HM will be prompted to enter details in relation to the vacancy and attach the position description (if no changes are required to an existing position description) before submitting it for approval.

(24) If the HM is seeking to recruit outside the standard process detailed in this Procedure, the HM must identify in DeakinRecruit if they are proposing to:

  1. undertake an Expression of Interest (EOI)(clauses 26 to 31); or
  2. seek approval to directly appoint an internal or external person to a position (clauses 32 to 36).

(25) If a HM is considering an EOI or Direct Appointment they must seek advice from their TA Partner before proceeding.

Expression of Interest

(26) A HM can request approval to proceed with an EOI via DeakinRecruit, setting out the rationale and justification for offering an EOI as a development opportunity for current staff.

(27) Proceeding with an EOI is approved (except for positions referred to in clause 40c.i)in DeakinRecruit by:

  1. the Executive Director, Human Resources or nominee for all Professional staff positions, flexi-span positions and Teaching Scholar positions
  2. the Deputy Vice-Chancellor Research for research-only Academic positions that are centrally funded from the Office of the Deputy Vice-Chancellor Research
  3. the relevant Pro Vice-Chancellor or Faculty Executive Dean or Director, Institute for Frontier Materials or Director, Institute for Intelligent Systems Research and Innovation for all other Academic positions
  4. the Vice-Chancellor for Academic Level E positions and senior manager positions.

(28) Prior to advertising a flexi-span position, the University will invite EOI from casual Professional staff in the immediate work area for the position. If a flexi-span position cannot be filled by an existing casual Professional staff member through the EOI process, the position can then be advertised externally via DeakinRecruit.

(29) Where a Teaching Scholar position is advertised, the position will first be advertised as an EOI to casual Academic staff in that work area. If the Teaching Scholar position cannot be filled by an existing casual Academic staff member through the EOI process, the position can then be advertised externally via DeakinRecruit.

(30) Where there is only one EOI received for a vacancy and the candidate’s EOI demonstrates their suitability for the position, appointment may be recommended and approved by the HM without interview. Reference checks must still be completed in accordance with clause 56.

(31) Where there is more than one EOI received for a vacancy, a merit-based selection process lead by the HM should occur to assess candidates against the selection criteria in a fair and objective manner.

Direct Appointments

(32) Where a HM has identified an outstanding individual for appointment, and considers that no better appointment could be made by following the standard recruitment process, they can seek approval to make a Direct Appointment.

(33) Where it is reasonable to assume that there could be more than one internal staff member who could demonstrate that they meet the selection criteria for a vacancy, an EOI process or advertising the role internally to Deakin may be more suitable.

(34) The HM can request approval to make a Direct Appointment by submitting a direct appointment request in DeakinRecruit setting out the rationale and justification for the appointment.

(35) Direct appointments are approved in DeakinRecruit by:

  1. the Executive Director, Human Resources or nominee for all Professional staff positions
  2. the Deputy Vice-Chancellor Research for research-only Academic positions which are centrally funded from the Office of the Deputy Vice-Chancellor Research
  3. the relevant Faculty Executive Dean or Pro Vice-Chancellor or Director, Institute for Frontier Materials or Director, Institute for Intelligent Systems Research and Innovation for all other Academic positions
  4. the Vice-Chancellor for Academic Level E positions and senior manager positions.

(36) Where a request for approval to make a Direct Appointment is not approved, the TA Partner will notify the HM of the reason why the appointment was not approved and alternative recruitment options.

Engaging the TA Partner (Job Brief)

(37) Once a Requisition has been approved within DeakinRecruit, a TA Partner will contact the HM or nominee to conduct a job brief.

(38) The job brief is an opportunity for the HM and the TA Partner to discuss and clarify:

  1. position description (including the TA team providing support to update or create a new position description and any job evaluation requirements)
  2. remuneration requirements including the appropriate remuneration range and other total rewards and benefits available for the position, and obtain pre-approval if required, in accordance with the Remuneration procedure.
  3. sourcing strategy and advertising options
  4. global mobility options (inbound or overseas appointment options and considerations)
  5. skills and experience required and ideal candidate profile
  6. consideration of opportunities to promote diversity and inclusion including whether it is appropriate to identify the role for Aboriginal and Torres Strait Islander people in accordance with Deakin’s Aboriginal and Torres Strait Islander Employment Strategy
  7. additional assessment requirements
  8. pre-employment checks, including a Working with Children Check (required for all new staff), and whether a National Police Record Check, a Fit and Proper Person Declaration, and/or a medical check are required
  9. interview options and requirements including panel composition
  10. ideal commencement date.

(39) The TA Partner will then provide the HM a job brief confirmation including sourcing strategy, advertising copy and confirmation of costs.

>Sourcing the candidate pool

(40) All continuing or fixed-term Academic and Professional staff positions will be advertised externally unless:

  1. approval has been given to undertake an EOI; or
  2. approval has been given to make a Direct Appointment; or
  3. the position is an internal appointment
    1. the positions Deputy Dean, Associate Dean, Deputy Head of School/Department, Associate Head of School/Department and Course Director are internal appointments. The Faculty Executive Dean may call for an EOI for such internal appointments before making a recommendation to the Vice-Chancellor.

(41) During the job brief, the TA Partner and the HM will determine the range of websites, publications and content to be used for advertising the vacancy.

(42) If the position being recruited has been previously unable to be filled or is critical or is considered difficult to fill, the HM and the TA Partner may decide to engage a specialist recruitment agency.

(43) The TA team will arrange all advertising requirements, including the engagement of any agency. All associated agency costs will be the responsibility of the Faculty or Portfolio.

(44) Internationally advertised roles will be advertised in accordance with immigration and labour market testing guidelines and as advised by the TA Partner.

Candidate shortlisting, interview and selection

Shortlisting

(45) All applications for advertised vacancies are submitted online via DeakinRecruit.

(46) The TA team will develop a shortlist of up to 4 candidates for the HMs consideration following:

  1. assessing applications in relation to the position description, selection criteria (where appropriate), and for Academic positions, Gender Equity in Research policy (Schedule C: Principles for Assessing Achievement Relative to Opportunity)
  2. phone screening of potential candidates.

(47) For Level E positions the TA Partner will report to the HM on the strategies used to source and attract female candidates consistent with the Faculty or Portfolio’s Gender Equity Plan, the shortlisting process and the reasons why the shortlisted candidates were recommended for interview.

(48) The HM can advise the TA Partner if they want to be involved earlier at any stage of the shortlisting of applications and request if they would like to receive a longer shortlist.

Interview and Selection

(49) The TA team is responsible for organising all interviews and logistics and will collaborate with local areas regarding appropriate interview locations if required.

(50) An interview panel will be convened for all advertised continuing or fixed-term positions.

(51) The composition of the interview panel will be determined by the HM together with the TA Partner. The HM and TA Partner should seek to achieve reasonable gender balance on the interview panels.

(52) The TA Partner will also provide advice and support to the HM in relation to compiling interview questions, arranging any identified psychometric testing and ensuring that each shortlisted applicant has declared any actual, potential or perceived conflict of interest in accordance with the Conflict of Interest procedure.

(53) All interview panel members must declare to the other panel members if they have any connection (familiar or otherwise) with any of the candidates or have any other potential conflict of interest. The HM will refer to the Conflict of Interest procedure and seek advice from the TA Partner in determining how to proceed.

(54) The interview panel will interview and assess the shortlisted candidates in a fair and objective manner against the position description, and where appropriate, Principles for Assessing Achievement Relative to Opportunity. The TA Partner will organise any other pre-employment testing identified as part of the Job Brief.

(55) The interview panel will determine the preferred candidate suitable for appointment. If none of the short-listed candidates are suitable for appointment, the HM in consultation with the TA Partner may decide to revisit the pool of original applications, re-advertise the position or seek to fill the vacancy in a different way.

(56) The TA Partner is required to conduct a minimum of two references from people nominated by the preferred candidate, after interview and prior to recommending appointment. The HM may also speak directly with any referees.

(57) The TA team will retain all reference checks in DeakinRecruit for a minimum of two years.

(58) The TA team is responsible for contacting all unsuccessful interviewed candidates and providing feedback and will advise the candidates not shortlisted for interview that they have been unsuccessful via DeakinRecruit.

Making the Offer

(59) Subject to pre-employment requirements, including any immigration requirements, the interview panel will recommend a candidate for appointment, or decide not to make an appointment. Where the interview panel is not unanimous in its recommendation of a candidate for appointment, the HM has the final decision in determining whether or not to make an appointment.

Executive Positions

(60) If satisfied that the preferred candidate meets the essential requirements of the role, the Vice-Chancellor will make a recommendation to Council to approve the Executive appointment.

Employment Offers

Verbal Offers

(61) Once a selection decision has been approved, the TA Partner or HM as discussed as part of the job brief, will make a verbal offer of employment to the preferred candidate. They must advise the preferred candidate that the offer is subject to pre-employment requirements and final approval by the University.

Written offers

(62) The TA team will issue a written employment offer to the preferred candidate following approval of the appointment.

(63) The preferred applicant will be advised in the contract that employment is conditional on the satisfactory completion of pre-employment requirements, and that the University reserves the right to withdraw the offer of employment if Deakin receives information of any relevant criminal convictions, or knowledge that the applicant has been investigated for any other behaviour that would be incompatible with the position, or which may adversely affect Deakin's reputation if subsequently disclosed, conflict of interest or contrary medical information, or to take other action in the event of the candidate's failure to disclose such information prior to appointment.

(64) The TA team will generate the contract of employment in DeakinRecruit. The HM will receive an email confirming that the candidate has received this information.

Pre-employment requirements

(65) As part of the job brief the TA Partner and HM will have discussed the required pre-employment checks based on the seniority and nature of the position.

(66) When the results of any pre-employment check is unsatisfactory, the offer of employment may be revoked. This will be determined by the Executive Director, Human Resources or nominee who will inform the candidate in writing of the outcome, and if employment has commenced, it may be terminated.

Working with Children Check (WWCC)

(67) All new staff must obtain and maintain a WWCC or equivalent check as part of their pre-employment screening to join the University.

(68) Existing staff members moving to a position that requires a WWCC, are required to obtain and maintain a WWCC or equivalent check.

(69) Staff are responsible for organising their WWCC. The costs of the initial WWCC and renewals are payable by the staff member and the University will not reimburse these costs.

(70) Details of the WWCC will be recorded in DeakinPeople.

(71) The appointment may proceed contingent upon the outcome of the WWCC, however, until the provision of the WWCC (or evidence of application for the WWCC where lawful) to the Faculty or Portfolio, the Faculty or Portfolio may be required to allocate alternate duties in accordance with the WWCC Guidelines.

Fit and Proper Person declaration

(72) All members of the Executive, Head of School (or equivalent), or Executive Director of a Division (or equivalent) must be a 'fit and proper person'. A Fit and Proper Person Declaration is used to determine this. Where there is doubt around whether a Fit and Proper Person Declaration is required, the TA Partner will provide advice to the HM.

(73) For identified positions, the candidate will be required to complete the Fit and Proper Person Declaration which will be included with the contract of employment. Making a false claim in the Fit and Proper Person Declaration amounts to a breach of the Code of Conduct and will result in disciplinary action.

(74) The appointment may proceed contingent upon the outcome of the Fit and Proper Person Declaration and/or any subsequent checks.

Department of Home Affairs Obligations

(75) The University provides sponsorship to support international appointments where a unique skill set is not readily available in Australia.

(76) The University provides sponsorship to:

  1. Professional HEW 10 staff (including above HEW Level 10); and
  2. Academic Level A – E staff
    1. all Level A appointees are required to have had their PhD conferred
    2. all Academic appointees (Level A – E) are required to be able to demonstrate two years relevant work experience (defined as academic teaching and/or research on a full time basis and/or PhD studies).

(77) Where the HM considers there is a need to sponsor positions outside those positions specified in clause 76, they must seek approval of the Executive Director, Human Resources via their TA Partner.

(78) The Department of Home Affairs are responsible for processing application for sponsorships. The TA team will facilitate this process.

(79) Where sponsorship requirements are identified by the HM, the TA Partner may request further evidential support to ensure compliance with University policy and procedure and also the requirements established by the Department of Home Affairs. No contract of employment will be provided to the preferred candidate until all University and Department requirements have been met.

National Police Record Check

(80) All members of the Executive, members of the Senior Management Group and senior roles in finance require a National Police Record Check. Where there is doubt in relation to whether a National Police Record Check is required, the TA Partner will provide advice to the HM.

(81) Where a National Police Record Check has been prescribed as a requirement the TA Partner will facilitate the process with the preferred candidate and advise of the outcome. The cost of the check will be funded by the Faculty or Portfolio in which the position sits.

(82) The appointment may proceed contingent upon the outcome of the National Police Record Check.

Medical check

(83) Where a medical check has been prescribed as a requirement, the TA Partner will facilitate the process with the preferred candidate and advise of the outcome.

(84) The TA Partner will request the preferred candidate to arrange a medical check within a specified timeframe, with a medical practitioner of their choice or one nominated by the University. The TA Partner will provide position details to the medical practitioner to enable the medical practitioner to assess the candidate's medical fitness to undertake the duties of the position.

(85) The TA Partner will advise the HM of the outcome of the medical check.

(86) The TA team will collect the payment receipt from the preferred candidate(s) and forward it to the Faculty or Portfolio, who will arrange to reimburse the candidate.

Probation period

(87) In consultation with the TA Partner, the HM will determine the probation period to be served by the new staff member. This will be specified in the written offer. See Probation (Academic Staff) procedure and the Probation (Professional Staff) procedure.

Remuneration

(88) Employment offers are made in accordance with the Remuneration procedure.

(89) For senior manager positions, negotiations for the total remuneration package may occur between the preferred candidate and the HM or the Executive Director, Human Resources or nominee; these are subject to approval as set out in the Remuneration procedure.

Appointment by secondment

(90) The Faculty or Portfolio, the preferred applicant and the releasing area may reach a mutual agreement for appointment by secondment.

(91) Secondments are usually fixed-term for up to 12 months, at the end of which the appointee returns to their original position. Secondments beyond 12 months are subject to negotiation (see the Secondments, Transfers, and Job Rotation Guidelines for further information).

Rejection of employment offer

(92) If a selected candidate rejects the employment offer, the HM may extend the offer to the next preferred candidate (if appropriate), re-advertise the position, or make no appointment. This will be facilitated by the TA Partner.

Onboarding

Acceptance of employment offer and confirmation of employment

(93) Employment will be confirmed upon:

  1. receipt of electronic confirmation from the new staff member of their contract of employment; and
  2. satisfactory completion of pre-employment requirements including WWCC (and any right to work evidence, where applicable); and
  3. any other documentation required in individual cases.

(94) The new staff member must provide the TA team with evidence of their qualifications in the form of original or certified documents within seven days of commencement at Deakin.

Relocation expenses

(95) New staff may be eligible to receive reasonable support towards relocation expenses as prescribed in the Business Expenses Reimbursement procedure.

(96) This will be discussed by the HM with the TA Partner during the job brief and facilitated by the TA team.

Onboarding

(97) Once the new staff member has formally accepted the offer the onboarding process is initiated.

(98) The new member and the HM will receive communications via email 14-28 days prior to commencement until a week after the new staff member has started with a range of welcome messages and information relevant to their commencement at the University.

Induction

(99) New staff will receive induction information  and support online, at their local level and will be invited to an interactive induction session with a member of the Executive. Further information in relation to induction can be found here.

Re-employment of previous staff members

(100) Re-employment of previous staff, following resignation or redundancy, is based on the merit-based selection process described above, provided that re-employment with Deakin is not in breach of any legislation regarding taxation or superannuation.

(101) Staff whose employment at Deakin has ceased due to redundancy (whether voluntary or otherwise) will not be re-employed by Deakin within 12 months of their cessation date.

Reporting

(102) The Vice-Chancellor will report all Academic Level E and senior staff appointments to Council at the earliest opportunity.

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Section 6 - Definitions

(103) For the purpose of this Procedure:

  1. Academic staff: staff who are engaged to undertake teaching, research and scholarship and/or related academic duties
  2. Executive: staff members who report directly to the Vice-Chancellor, other than staff whose functions support administrative and related functions of the Office of the Vice-Chancellor
  3. flexi-span position: a position that requires the staff member to work ordinary hours that are rostered outside the spread of ordinary hours of work, as defined in the Deakin Enterprise Agreement
  4. Hiring Manager: the staff member to whom the staff member will report when hired
  5. inbound appointment: appointment of a foreign citizen or resident who will relocate to Australia for the duration of their appointment
  6. overseas appointment: appointment of a foreign citizen or resident who works from an international location for the entire period of their appointment
  7. Principles for Assessing Achievement Relative to Opportunity: provides a method for making merit based assessment while taking into account how circumstances can affect the productivity and the opportunities available (see Principles for Assessing Achievement Relative to Opportunity)
  8. Professional staff: as defined in the Employment of Staff policy
  9. Senior managers: Pro Vice-Chancellors, Vice-Presidents, Head of Schools, Directors of Divisions, Directors of Institutes, Heads of Units, the University Librarian, the University Solicitor, Executive Directors, Faculty General Managers and other senior positions as determined by the Vice-Chancellor
  10. Senior Management Group (SMG): membership includes all staff at above HEW level 10 who report to a member of the Executive.