Recruitment and selection procedure

Intent and objectives

The intent of the Recruitment and selection procedure is to:

  • ensure a fair approach to the recruitment, assessment and selection process, ensuring consistency with equal opportunity principles
  • is transparent, whilst balancing the need for confidentiality of all applicants
  • promote a timely and efficient process
  • ensure clear roles and responsibilities is integrated with workforce planning to ensure that RMIT has the right capabilities in the right place at the right time and at the right cost

Scope

This procedure applies to the recruitment and selection of all fixed term and continuing staff members.

Exclusions

This procedure does not apply to the recruitment and selection of:

  • Vice-Chancellor
  • Casual staff

Procedure steps and actions

Procedure

Responsibility

Timeline

1. Identify workforce need

Has an established position become vacant, or is there a demonstrated need for a new position?

  • Analyse and discuss your recruitment requirements with Human Resources, considering:
    • budget
    • workforce establishment
    • workforce plan
  • Get approval from the delegated authority to start recruitment process.

Hiring manager/Human Resources/Delegated Authority

2. Review position description and classification

The hiring manager will need to:

  • clarify the type of position required; the proposed job classification and salary; and the required skills, knowledge and behaviours
  • check the position title is in line with official position title guidelines
  • check the position description is up to date, including position accountabilities, key selection criteria, qualifications, skills, knowledge and behaviours
  • consider other requirements such as health and safety, web publishing and mandatory checks (for example, Working with children or police checks)
  • decide on attraction, recruitment and selection methods, including any targeted search activities for equity groups or specialised and difficult to source skill sets
  • Decide on selection panel members and the extent of their activities – for example, will they be involved in initial applicant screening?
  • confirm the advertising budget available

Hiring manager supported by Human Resources

3. Seek approval to appoint

The hiring manager should:

  • seek approval of the following through PageUp, the University’s online recruitment system:
    • recruitment and advertising request
    • justification/reason for recruitment
    • cost centre details
    • position number (if established position)
    • updated position description
    • selection methodology
    • selection panel composition
    • advertising preferences
  • establish the selection panel and contact panel members to clarify their responsibilities, involvement and meeting times
  • establish selection methodology and activities – for example, interview questions, case studies

Hiring manager/Delegated Authority

4. Sourcing and advertising

At a minimum, the position should be advertised through the RMIT recruitment website. As well, the hiring manager should consider any suitable redeployees.

The position can also be advertised through:

  • online websites
  • specialised websites (professional forums and associations)
  • print media (newspapers, magazines, journals)
  • agencies (general or Search)
  • referrals /word of mouth

Human Resources with hiring manager/delegated authority

5. Assess suitable redeployees

Assess suitable redeployees, and proceed in line with the redeployment procedure.

Hiring manager/Chair of Panel supported by Human Resources

6. Shortlist candidates

Shortlisting is a way to narrow the field of candidates to those you would like to interview or assess.

Shortlisting can be done by the:

  • Human Resources
  • hiring manager
  • selection panel
  • any combination of the above

The short list needs to be approved by the Chair of Panel (prior to interviews).

Human Resources/Chair of Panel

7. Conduct interviews and assessments

  • Liaise with Human Resources to coordinate at least one formal panel interview. (This can include all panel members or be split over two interviews.)
  • Contact Human Resources for advice on behavioural interview questions
  • Prepare and agree on the questions to be asked of all applicants through the interview process.
  • Decide if any additional assessment methodology should be used – for example, assessment centres, role plays, presentations, case studies, psychometric assessment.
  • During the interview, probe the applicant by asking the pre-arranged questions linked to the selection criteria; also ask follow up questions to determine suitability.
  • Academic appointments must meet the qualification requirements specified in the Position Description in order to comply with the Tertiary Education Quality and Standards Agency (TEQSA) Act 2011 and RMIT’s Appointment of staff without Doctoral qualifications instruction. Should a preferred candidate not meet these requirements, the above Appointment of staff without Doctoral qualifications instruction is to be applied, making reference to the Staff Qualification Equivalence Process.

Selection panel

8. Check references

The Human Resources or the panel chair will undertake reference checking in line with the requirements of the role.

See step 11 for further checks.

Human Resources

9. Select preferred candidate

This will be the candidate who best meets the selection criteria.

Selection panel

10. Make a verbal offer

Obtain approval from the delegated authority to generate offer of appointment

Extend a verbal offer of appointment to the preferred candidate once the offer has been approved.

Note: The Chair must recommend professorial titles to the Vice-Chancellor for approval.

Human Resources/Hiring manager/Chair of Panel

Vice Chancellor

11. Organise required checks

Human Resources will conduct the following verification checks where appropriate:

  • Police checks
  • Working with Children checks
  • Sighting and verification of qualification
  • For TAFE Senior Management only – check of RTO suspensions and cancellations for past 3 years.

Note: Probation may be subject to the successful completion of these checks.

Human Resources

12. Contract offer and acceptance

  • Prepare the letter of offer.
  • Send the letter of offer to the preferred candidate.
  • Receive signed letter of offer from preferred candidate.
  • Ensure all relevant checks have been successfully completed.
  • Ensure all relocation arrangements are agreed (where relevant) and processes are underway.

Human Resources

13. Contact unsuccessful applicants

After the successful candidate has accepted the contract the Human Resources will advise all unsuccessful candidates via telephone or email.

Human Resources

14. Commence induction

The hiring manager will be notified that the staff member has signed the contract and will be advised of the start date and induction and probation provisions.

Human Resources with support from Hiring Manager as required

Before staff member’s start date.

15. Commence probation period

If staff member is new to the University, continue induction process in line with the induction and probation procedure.

Hiring manager

Before staff member’s start date

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