Policies and procedures

Recruitment and selection procedure

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.	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. 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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