POLICY (STRATEGIC) RECRUITMENT, SELECTION AND APPOINTMENT OF STAFF

POLICY (STRATEGIC) RECRUITMENT, SELECTION AND APPOINTMENT OF STAFF RELATED POLICIES / PROTOCOLS / STATEMENTS Lay Principals in Catholic Schools in Tasmania Salary and Conditions Employees in Catholic Education Policy Statement Senior Leadership Positions: Enrolment of Children in Catholic Schools Qualities for Educational Leadership Positions in Catholic Schools TCEC Policies and Procedures RECRUITMENT, SELECTION AND APPOINTMENT OF STAFF POLICY Page 1 of 13

RECRUITMENT, SELECTION & APPOINTMENT OF STAFF POLICY RELATED POLICIES Lay Principals in Catholic Schools in Tasmania Salary and Conditions Employees in Catholic Education Policy Statement Senior Leadership Positions: Enrolment of Children in Catholic Schools Qualities for Educational Leadership Positions in Catholic Schools Importance: Document Status: Strategic Stage One Stimulus Paper Timeline: To be completed by September 2009 RATIONALE VERSION TWO 10 th Nov, 2008 The authenticity of Catholic education is given life and expression through the enthusiasm and skill that staff can bring to the educational ministry of the Church. It is essential, therefore, that the appointment of staff within Catholic Education Tasmania is given a high priority. Indeed, the selection of staff to Catholic schools bears particular importance for: Staff members should be people whose lives give Christian witness and inspire young people. At the same time, they should be highly competent, motivated and adaptable staff, with a genuine empathy for young people. The Archbishop s Charter for Catholic Schools (2008) TCEC Policies and Procedures RECRUITMENT, SELECTION AND APPOINTMENT OF STAFF POLICY Page 2 of 13

The purpose of this policy therefore is not only to ensure that staff appointment processes are effective and in accordance with current employment and industrial legislation, but also to ensure that employees are people who can willingly support and promote the Catholic ethos and culture of the community to which they are appointed. POLICY The appointment of staff to Catholic schools and the Tasmanian Catholic Education Office requires recruitment processes to be clear and transparent and selection processes to be based on the open merit system. The Tasmanian Catholic Education Office and other employing authorities will therefore ensure that the appointment of staff to Catholic schools / colleges is consistent with the principles and procedures contained within this document and its attachments. DEFINITIONS Merit This refers to the capacity to meet the designated essential and desirable criteria and to be the best match / job fit for meeting the needs and context of the relevant educational community. Open This means that the position is available to any suitably qualified person from within or beyond the state of Tasmania. Organisation This term refers to any one of the following: Tasmanian Catholic Education Office, Regional Offices, TCEO Services, schools/colleges. Head of Organisation This means the designated head/leader of the above- identified organisations (e.g. Executive Director, Regional Director, Head of Corporate Services, Principal). TCEC Policies and Procedures RECRUITMENT, SELECTION AND APPOINTMENT OF STAFF POLICY Page 3 of 13

PRINCIPLES This policy is founded on the following principles that underpin every stage of the process: 1. Pastoral Care Throughout the recruitment, selection and appointment process, due consideration will be given to the professional needs and personal well-being of potential staff. 2. Partnerships, Collegiality and Collaboration Key stakeholders will be involved and consulted in a spirit of partnership, collegiality and collaboration. 3. Confidentiality All participants in the process, regardless of their role or responsibility, will observe the right to privacy for all individuals. 4. Respect Each person involved in the appointment process will be treated with the utmost respect and dignity. 5. Justice Applicants have the right to a process that is fair and without discrimination (refer to the Archdiocesan Grievance Policy and Anti-Discrimination/Anti-Harassment Policy). 6. Professionalism Applicants who progress through the various recruitment, selection and appointment phases can rightly expect to experience well-planned, well-conducted, professionally managed processes. 7. Consensus The panel interview process will be characterised by equal and adequate opportunities for panellists to offer and receive information, to listen to / consider the TCEC Policies and Procedures RECRUITMENT, SELECTION AND APPOINTMENT OF STAFF POLICY Page 4 of 13

wisdom of the Spirit (discernment), and to make a decision or recommendation with which all members of the panel can live gracefully (consensus). 8. Accountability The organisation head will be accountable for ensuring that the agreed recruitment, selection and appointment process is instituted across his / her organisation and, within his / her authority limits, for acting on the decision / recommendation of the selection panel. PROCEDURES To access details of the following processes, please go to Appendix 1. 1.0 The Recruitment Process 1.1 Preparing to recruit 1.2 Public advertisement 1.3 Applications 1.4 Referees 2.0 The Selection Process 2.1 Consultation 2.2 The Selection panel 2.3 Short-listing 2.4 Interviews 2.5 Decision / Recommendation 3.0 The Appointment Process 3.1 Offers and notifications 3.2 Announcement TCEC Policies and Procedures RECRUITMENT, SELECTION AND APPOINTMENT OF STAFF POLICY Page 5 of 13

REFERENCES Tasmanian Anti-Discrimination Act (1998) Tasmanian Anti-Discrimination Act Exemption Statement Archdiocesan Grievance Policy (2004) Tasmanian Teachers Registration Act (2000) Privacy Act (1988) FORMS Application Form (to be developed) Confidential Referee Assessment Forms (to be developed) Selection Panel Recommendation Forms (to be developed) APPENDICES APPENDIX 1 APPENDIX 2 PROCEDURES A GUIDE TO ASSIST IN THE IMPLEMENTATION OF RECRUITMENT & SELECTION PROCEDURES (TCEO Hobart 2008) SIGNED: TCEC Chairperson DATE: Approved by: Issuing Group: Finance and Administrative Services Implementation Date: 1 st January 2009 Supersedes Policy Dated: N/A Revision Date: 2012 TCEO Contact Officer: Deputy Head of Finance and Administrative Services TCEC Policies and Procedures RECRUITMENT, SELECTION AND APPOINTMENT OF STAFF POLICY Page 6 of 13

APPENDIX 1 PROCEDURES 1.0 The Recruitment Process 1.1 Preparing to recruit 1.1.1 Before advertising for any position, the following should occur: 1.1.1.1 Determine exactly what work would need to be done by someone in such a position and whether the recruitment of a new staff member is, indeed, actually warranted. 1.1.1.2 If such a position is found to be warranted, then develop a role description that accurately describes the position to be advertised. 1.1.1.3 Decide whether the position should be ongoing, replacement or limited tenure. 1.1.1.4 Proceed now to develop selection criteria that informs applicants and selection panel members of the key knowledge, skills and behaviours required for the position. 1.2 Public advertisements 1.2.1 Advertisements inviting applicants to apply for positions should be in accordance with the Catholic Education Agreement and other established internal protocols. 1.2.2 All advertisements should provide a designated contact person with contact details for potential applicants. TCEC Policies and Procedures RECRUITMENT, SELECTION AND APPOINTMENT OF STAFF POLICY Page 7 of 13

1.3 Applications 1.3.1 Following the initial response to specific advertisements, each applicant should be sent an application package. This package would include information about the organisation, the community, the position and the conditions of employment. It would also clearly set out the application requirements for the position and the closing date for receipt of such documents. 1.3.2 As applicable, the documentation supplied by an applicant must include a letter of application, a curriculum vitae, a response to the selection criteria and the names of designated referees. Certified copies of any required qualifications are to be made available to the selection panel should the applicant be called to interview. 1.3.3 All applications are to be marked CONFIDENTIAL and addressed to the relevant head of organisation or designated contact person. 1.4 Referees 1.4.1 Applications must be accompanied by the nomination of relevant referees. 1.4.2 The referees of applicants short-listed for interview should be invited to respond to a range of questions drawn from the selection criteria, questions that would endeavour to seek information about the applicant s competence and suitability to meet the requirements of the position. 1.4.3 In cases where referee forms are to be completed, then these must be returned to the relevant head of organisation by the designated date and must remain confidential to the selection panel. 1.4.4 Personal contact between members of the selection panel and referees would only be undertaken on the authorisation of the relevant head of organisation. TCEC Policies and Procedures RECRUITMENT, SELECTION AND APPOINTMENT OF STAFF POLICY Page 8 of 13

1.4.5 Applicants should be made aware that in connection with an application, the head of organisation reserves the right to contact other potentially relevant parties as deemed necessary, whether nominated by the applicant or not. 1.4.6 Selection panel members cannot be referees for applicants. Potential conflicts of interest for panel members must be declared early in the process and withdrawal should take place as necessary. 2.0 The Selection Process 2.1 Consultation 2.1.1 Following consultation with relevant stakeholders, the selection panel should endeavour to become privy to the discerned needs of the organisation. In the case of head of organisation positions (e.g. Principals), this may necessitate formal community consultation processes. 2.2 The Selection Panel 2.2.1 The selection panel should include appropriate representation of key stakeholders and would normally be convened and chaired by the relevant head of organisation. 2.2.2 The size and composition of the selection panel should vary according to the position to be filled. 2.2.2.1 Panels should be made up of no fewer than three (3) people. 2.2.2.2 Larger panels (4-5 members) should be convened for appointment processes for senior staff (e.g. Assistant Principal (AP), Deputy Principal, head of organisation) TCEC Policies and Procedures RECRUITMENT, SELECTION AND APPOINTMENT OF STAFF POLICY Page 9 of 13

2.2.2.3 Panel membership should reflect gender balance. 2.2.2.4 Panel membership should also reflect a capacity to understand the workplace context and the nature, purpose and technical requirements of the position to be filled. 2.2.3 In the case of school selection panels: 2.2.3.1 The Parish Priest should always be informed of positions to be filled, should be invited to participate as negotiated, and would normally be expected to participate in the selection and appointment processes for senior school leadership positions (e.g. AP, Principal). In the absence of a Parish Priest, school or college Chaplains (or their delegates) should be invited to participate in selection processes for senior leadership positions. 2.2.3.2 Parent representation on panels (often School Board Chair / member) is encouraged, and expected in the case of senior school leadership positions. 2.2.3.3 Regional Director representation on panels is required for senior school leadership positions and may otherwise be requested by the Principal in special circumstances cases. 2.2.4 The Chair of the selection panel has particular responsibilities to fulfil including ensuring that: 2.2.4.1 All relevant preliminary administration work pertaining to the interview process (including the short-listing of applicants) and contact with interviewees is completed in a timely and appropriate manner. TCEC Policies and Procedures RECRUITMENT, SELECTION AND APPOINTMENT OF STAFF POLICY Page 10 of 13

2.2.4.2 A suitable venue for interviews is booked, interview schedules are confirmed and communicated to all parties, and hospitality and confidentiality matters are attended to as necessary. 2.2.4.3 A panel briefing session is conducted prior to the series of interviews in which the purpose, principles and general conduct of the interviews are discussed, panel members specific questions / areas for questioning are confirmed, and the processes for decision-making / recommending and post-interviews responsibilities are made clear. 2.2.4.4 The series of interviews are chaired and managed in a manner that is professionally appropriate and which brings credit to the organisation involved. 2.2.4.5 Post-interviews responsibilities are carried out: making a decision / recommendation; maintaining levels of confidentiality including secure filing / archiving / shredding of all relevant materials; appropriately notifying (including giving constructive feedback) unsuccessful interviewees; and making announcements. 2.3 Short-listing 2.3.1 Short-listing is about selection panels deciding whether applicants meet the selection criteria and then which ones should go forward to be interviewed. 2.3.2 Short-listing should occur soon after the closing date for applications. 2.3.3 Applicants who meet the essential selection criteria for the position may be interviewed. It may be necessary to utilise the desirable selection criteria (if available) and other known information about the applicant/s to shorten the list of suitable candidates to be interviewed. TCEC Policies and Procedures RECRUITMENT, SELECTION AND APPOINTMENT OF STAFF POLICY Page 11 of 13

2.3.4 The reasons for deciding to interview or not interview an applicant must be valid, non-discriminatory and professionally defensible and should be documented and kept for a period of at least twelve (12) months to satisfy requirements under the Anti-Discrimination legislation. 2.3.5 Following a systematic and just process of reviewing applications, the selection panel should compile a short-list of applicants to be called to interview. 2.3.6 Applicants who have been granted an interview should be informed initially by telephone and then confirmed in writing by email or letter. Their intention to attend must be confirmed before the unsuccessful applicants are informed about the decision not to grant them an interview. Informing applicants who have not been selected for interview should be done in writing as soon as possible after short-listing. 2.4 Interviews 2.4.1 Interviews should be conducted in alignment with elements of Section 2 above. 2.4.2 Application may be made for financial assistance to offset some of the travel costs incurred by interstate applicants invited to interviews. 2.4.3 At the end of the scheduled interviews, the selection panel should be taken through a debriefing and discernment process by the chair in order to reach consensus regarding the decision (or recommendation). This process should include the sharing of information elicited from referee contacts / reports. 2.5 Decision / Recommendation 2.5.1 Following the debriefing and discernment process, the selection panel has a responsibility to decide / recommend: TCEC Policies and Procedures RECRUITMENT, SELECTION AND APPOINTMENT OF STAFF POLICY Page 12 of 13

2.5.1.1 Which interviewee is the most suitable for the position, OR 2.5.1.2 That no appointment be made until further information is obtained regarding a particular applicant or applicants, OR 2.5.1.3 That the position be re-advertised. 2.5.2 In the event of the preferred candidate not accepting the offer of the position, it is important that, prior to the offer being made, the selection panel identifies and agrees to the priority order of other candidates they would be prepared to support being appointed to the position. 3.0 The Appointment Process 3.1 Offers and notifications 3.1.1 With the possible exception of the case where a recommendation is to be made, the chair of the selection panel would be expected to offer the position to the preferred candidate. 3.1.2 Unsuccessful candidates should be notified as soon as possible after the successful candidate has accepted the position. 3.1.3 All candidates, whether successful or not, should be informed verbally by the panel chair and then followed up in writing. 3.1.4 Unsuccessful candidates should be invited to participate in post-interview debriefings. Agreed selection panel feedback should be direct and helpful. 3.2 Announcement 3.2.1 The organisation head (or delegate) should coordinate the announcement/s of the decision to the relevant community/ies in an appropriate and timely manner. TCEC Policies and Procedures RECRUITMENT, SELECTION AND APPOINTMENT OF STAFF POLICY Page 13 of 13