REC Guide for Recruitment Preparation

Transcription

1 REC Guide for Recruitment Preparation

2 Contents Introduction... 3 Types of Recruitment Actioned in Talent Acquisition... 3 Pre Talent Acquisition Recruitment Planning... 3 Workforce review... 3 Position Profile... 4 Classification Review and Reclassification... 4 Special Conditions... 4 Review Budget... 5 Seek Approval... 5 Appointment Types... 6 Continuing Employment... 6 Fixed-term Employment... 6 Casual Employment... 6 Other information... 6 Direct Appointment... 6 Transfers under the CDU / NTG Memorandum of Understanding... 7 Strategic Recruitment... 7 Appendix... 8 Preparation check list... 8 Page 2 of 10

3 Introduction Recruitment selection decisions have a major impact on the ability for Charles Darwin University (CDU) to deliver quality research, learning and teaching, and education services to students, via distance, online and across our multiple national campuses. At CDU, recruitment and selection is based on the merit principle, which provides for a fair, consistent and equitable process that is both flexible and timely in its application. This module is designed to assist Hiring Managers make the necessary preparation for a successful recruitment process for staff appointment. Managers, Supervisors and Selection Panels need to make themselves aware of the HR Delegations to determine who holds the appropriate delegation for specific recruitment actions. Note: It is recommended if you are looking at beginning a recruitment piece that you make your next Management delegate aware. Types of Recruitment Actioned in Talent Acquisition Executive Vacancy Direct Appoint / Grant Funding Casual Vacancy General / Academic Vacancy Pre Talent Acquisition Recruitment Planning Workforce review Prior to commencing the recruitment process in Talent Acquisition and as part of ongoing workforce planning, the Hiring Manage conducts a review of the position considering the business needs of the area, budgetary requirements and senior management support. These checks are completed before going into Talent Acquisition. Prior to starting the recruitment process the Hiring Manager should consider: Is the position still required? Has the position significantly changed in focus or activity recent times? Has the position been allocated new responsibilities or functions? Could activities be distributed across other roles or combined with another position? This review will be used to assist in building the grounds for a Position Profile review. As part of the review, the Hiring Manager ensures the Position Profile is current and meets the needs of the role and provides clarity on the duties and responsibilities. Has the Position been advertised in the last 12 months? Where the position, or an identical vacancy has been advertised in the previous 12 months, the Hiring Manager may consider selecting an applicant from those assessed as appointable in the previous recruitment process but not successful. If you are unsure this information can be attained by contacting HR Client Services. Page 3 of 10

4 Note: Redeployment and Redundancy processes will still apply. Position Profile A Position Profile should be a clear and concise description of the requirements in the position and the expectations on the incumbent. When preparing a Position Profile it is important it accurately reflects the current responsibilities and requirements of the position. Ensuring a review of the position will help ensure the Position Profile is current. The Profile should be clearly written as it is the basis for effective staff selection and will assist with: Clarification of expectations between supervisor and employee; Induction, probation and performance management; Staff development and succession planning; and Planning of the workload in a business unit. Writing a Position Profile Guidelines for writing a PP can be found here: Position Profile guidelines. The Profile should focus on the requirements and responsibilities of the position itself, not on the skills, attributes or experience of staff members. Avoid copying old Profiles as they may lack current details and the role of the position may have changed. The latest Position Profile template is available from the link above. The Profile should include the purpose of the role, an overview of the University and Business Unit Environment, Responsibilities and Duties, Selection Criteria and the University s commitment to Diversity. Always use plain English and avoid jargon and acronyms. Carefully consider the mix of essential and desirable selection criteria required to ensure you attract the appropriate audience of potential applicants. Classification Review and Reclassification To have a position classification reviewed, a draft copy of the Position Profile must be sent to HR Client Services along with the Application for Reclassification of a Position. The Client Services team will facilitate the review of the position through Employee Relations. Employee Relations will assess the work value of a particular job based on criteria within the EA. The classification review, or reclassification process is not an assessment of the person currently undertaking the job; it is a process to identify the value of the tasks and activities required to be performed in the job. Special Conditions Working with Children Clearance The Care and Protection of Children Act (CAPCA) requires all Territorians engaged in child-related work to hold a current Working with Children Clearance (WWCC). Please refer to the CDU Working with Children Guidelines. Note: an employee required to hold a WWCC cannot commence employment unless they hold a valid WWCC or until the WWCC application has been submitted and an exemption obtained. Page 4 of 10

5 Criminal History Check Certain roles within CDU require an employees to undertake a Criminal History Check. Please refer to the CDU Criminal History Check Guidelines. Note: the employee can commence prior to advice being received on the criminal history check, however all offers will be subject to clearance. Certificate IV Training and Assessment Certain roles within CDU require employees to hold a current Certificate IV Training and Assessment to meet ASQA requirements. Please refer to the Australian Skills Quality Authority for more information. Alternatively contact your Client Services Delegate. Graduate Certificate in University Teaching Academic appointments where teaching is a significant element of the role require documented evidence of Graduate Certificate in University Teaching. If appointee does not currently hold this qualification, the University requires that: The appointee completes the CDU Graduate Certificate within the Probationary period, or; The appointee qualifies for Recognition of Prior Learning (RPL) for the Graduate. Review Budget After reviewing the position, the next thing a Hiring Manager should consider is if you have budget for the role. This will include a discussion with your budget person or the Management Accountants team. This check will no longer sit on a form or within the Talent Acquisition system, however you will be required to attach evidence of budget check to your requisition. Seek Approval Once you have confirmed the need for the role and have verified budget you should now seek a formal approval to recruit to this position. This person will differ across CDU areas, it is recommended you have a conversation with your next line manager if you are unsure who this person is. This person will be who you select as an approver in Talent Acquisition. Page 5 of 10

6 Appointment Types The types of selection undertaken in CDU are outlined in the Charles Darwin University and Union Enterprise Agreement 2013 and include: Continuing Employment Continuing (permanent) employment is employment without an end date (indefinite). Existing ongoing employees who are successfully selected for a new role within CDU are transferred or promoted and are not required to resign, be re-appointed or undertake another probation period. Existing fixed period employees who are appointed to an ongoing position will only be subject to a probationary period of the maximum term provided for the employment type, less any probationary period already completed. Fixed-term Employment Fixed period employment is employment for a period specified in the contract of employment. Generally, fixed-term contracts reflect the level of research funding, VET teaching and special projects or backing filling due to absence. Casual Employment Casual employment is where a person is employed to work, as, and when required, and or from time to time. Casual employees are compensated for their status by receiving a 25% loading in lieu of the accrual of leaves. There is no set work patterns and a casual employment shift may be cancelled by the relevant delegate (see the CDU HR Delegations) provided one hour of notice is provided to the casual employee. Other information Direct Appointment A Direct Appointment is the process of appointing an individual to a specific position, without the individual being awarded the position via a competitive merit based selection process. Direct appointments allow for the speedier appointment of an individual to a role in order to meet the operational and research requirements of the University or to fill a critical position while a competitive merit based selection process is undertaken. It is expected the hiring manager or supervisor undertake the necessary due diligence to ensure the individual has the skills and capability to undertake the position they are being appointed to. The requirements needed to make a direct appoint are as follows: Internal appointments: Maximum 6 month temporary transfer Reference check CV / Resume Response to selection criteria Page 6 of 10

7 Transfers under the CDU / NTG Memorandum of Understanding The current MOU allows an ongoing employee of a recognised public employer (refer MOU) to transfer their accrued entitlements to another recognised public employer where that transfer is on an ongoing basis e.g. a transfer from Power and Water to CDU and vice versa. Accrued entitlements include: Recreation Leave; Long Service Leave; and Personal Leave. Strategic Recruitment Strategic Recruitment are focused on the recruitment and on-boarding of Executive and Senior Staff and sourcing hard to fill positions. Vacancies managed by the Strategic Recruitment team can include however are not limited to; o Provost and VP, Pro Vice-Chancellor, Deputy Vice-Chancellor; o Senior Executive roles that fall outside of the EBA Salary range; o Academic Level E and Professional Level HEW10; and o Salaries over $150,000. If you are unsure whether your vacancies fall into this category it is recommended your speak with the HR Client Services team for advice Page 7 of 10

8 Appendix Preparation check list Preparation check list Have you reviewed the need for the position? - Is the position still required? - Could activities be distributed across other roles or combined with another position? Position Profile is current and reflects the current duties. - Proceed to review Position Profile with Client Services - Confirm with Client Services Team PP matches current payroll system information Do you have the required Budget to recruit to this position? - Speak with your Management Accountant to confirm budget Do you have the required permissions to recruit to this position? - Have you spoken with the authorise delegate within your team for approval to recruit? You have the required Authority to complete this recruit as outlined by the Delegations Register Log Into Talent Acquisition - Check the position is visible for selection from the requisition list Recruitment action falls into one of the below categories: - Continuing Employment - Fixed Term Employment - Casual Employment - Executive Appointment - Direct Appoint (Internal transfer) (please see over page for definitions and Fixed Term employment options as detailed in the Charles Darwin University and Union Enterprise Agreement 2013) Page 8 of 10

9 Employment Options DEFINITIONS Continuing employment means all employment other than fixed-term and casual. Types of Fixed Term Employment Casual employee means an employee employed on a casual contract, engaged by the hour and paid a rate on an hourly basis that includes a loading of 25%, which is compensation for paid annual recreation leave, personal leave and other applicable paid leave under the Agreement. Sessional employee means a casual employee employed by the term or semester. Fixed-term contract (FTC) employment means employment for a specified term or ascertainable period, for which the instrument of engagement will specify the starting and finishing dates of the employment (or instead of a finishing date, will specify the circumstance(s) or contingency relating to a specific task or project, upon the occurrence of which the term of the employment will expire). Fixed-term contracts for general and academic staff working predominantly in higher education are restricted to the categories listed below: General Fixed-term contracts: Specific task or project - Refer Clause of the Agreement. Specialised Fixed-term contracts: Research - Refer to Clauses of the Agreement. Replacement employee - Refer Clause of the Agreement. Early Career Development Fellowships - Awarded for a maximum of two years to eligible existing casual academic staff. Refer Clause of the Agreement. Pre-retirement contract - Maximum of five years. Refer Clause of the Agreement. Contract for Studentship - Contract term may not exceed end of academic year in which person ceases to be a student. Refer Clause of the Agreement. Contract for Senior Appointments - Maximum term of five years. Refer Clause and Clause 26 of the Agreement. Contract for employees undertaking professional practice with CDU. Refer Clause of the Agreement. Contract catering for Innovation or Reorganisation activities. Refer Clause of the Agreement Page 9 of 10

10 Document History and Version Control Last amendment: 26-March-2018 Next Review 31-July-2018 Contact Officer: HR Client Services Version Brief Description 1.00 Creation of original document and uploaded to CDU website Page 10 of 10