Vocational Education staff recruitment and records management procedure

Intent

To ensure the appointment of new Vocational Education staff considers competency assessment, qualifications, licensing or registration requirements and the recording of these.

Scope

Vocational Education teaching staff members (continuing and fixed term)

Exclusions

Professional, academic, senior executive, childcare and casual staff members.

Procedure steps and actions

Procedure

Responsibility

Timeline

1. On advertising, the selection criteria within the position description is reviewed to ensure it includes

  • Training and Assessment competencies
  • Vocational competencies
  • Qualifications
  • Licences or registration

Head of School or recruiting manager
e.g. program director or coordinator

On preparation of recruitment paperwork.

2. Selection Panel established and for the purpose of competency assessment at least one panel member must be able to assess:

  • Training and Assessment competencies
  • Vocational competencies

Applicants must be able to demonstrate training and assessment competencies required by the VET Quality Framework (VQF) as documented on the Appointment Approval Form – VE Staff Only (DOC) (see section 7).

Panel chair

3. Interview and selection paperwork including interview process and associated testing is prepared and provided to the selection panel.

Head of School or recruiting manager
e.g. program director or coordinator

Within first two weeks of recruitment process

4. Interviews and testing is undertaken to assess candidate’s competency in all areas as set out in the position description.

Applicants are advised to bring their original qualification, licence/s or registration documents to interview.

Original documents sighted and copies provided as part of interviewing process.

Head of School or recruiting manager
e.g. program director or coordinator

During interviewing process

5. Reference checks are undertaken in accordance with the ‘Recruitment and selection’ policy/ including checking of training and assessor competencies.

Head of School or recruiting manager

e.g. program director or coordinator

During selection process

6. The Interview Report Form – VE Appointments (DOCX) be completed including acknowledgement and supporting evidence of:

  • Training and Assessment competencies
  • Vocational competencies
  • Qualifications
  • Licences or registration

Head of School or recruiting manager
e.g. program director or coordinator

Before appointment

7. Continuing and fixed term arrangements should be documented using the Appointment Approval – VE Only Form (DOC). This is to be completed and documentation sighted and copied at interview forwarded with the form to the Recruitment Unit for preparation of the contract of employment.

Head of School or recruiting manager
e.g. program director or coordinator

8. Incomplete paperwork without certified copies of qualifications, licences or registrations or intent to obtain will be returned to the recruiting manager.

Human Resources

9. On receipt of all correct documentation a contract of employment as per policy/procedures is prepared and sent to new staff member.

Human Resources

On receipt of paperwork

10. a) Where a new staff member is unable to meet any or all of the qualification requirements for Training and Assessment competencies.

A fixed term appointment for up to 12 months may be offered only within the explicit approval of the Executive Director Vocational Education. During this time the staff member must obtain the necessary competencies and deliver training and assessment under supervisions.

Both supervisor and teacher must complete the VE teacher supervision form (PDF) at the start of the appointment and review/update it as part of the annual work planning and review process.

Head of School or recruiting manager

e.g. program director or coordinator

10. b) Successful completion of the required competencies are demonstrated or evidence provided which is copied, sent to Human Resources and recorded on the staff file.

Head of School or responsible manager e.g. program director/ coordinator

As a minimum at each 6 monthly review

11. Receipt of a signed contract of employment and the documentation is recorded in the HR system and placed on the personnel file.

Human Resources

Before commencement

12. All VE teachers need to complete the Tertiary qualifications details form (DOC) to record mandatory qualifications as well as the VE teacher professional development form (PDF) to document continuous development and acquisition of skills and knowledge. This forms part of the annual work planning and review process.

The form needs to be kept in the school together with the staff member’s record and needs to be accessible for audit purposes.

Further detail is available in the VE staff records maintenance procedure and the VE teacher qualifications policy process.

Responsible manager e.g. program director / coordinator

Annually, on preparation of work plans and review.

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