• Section 1 - Purpose
• Section 2 - Application
• Section 3 - Roles and responsibilities
• Section 4 - Relationship to TEQSA Threshold Standards
• Section 5 - Policy Principles
• Section 6 - Preparing to Recruit
• Section 7 - Advertising
• Section 8 - Selection Panels
• Section 9 - Selection
• Section 10 - Appointments
• Section 11 - Direct Appointment
• Section 12 - Record Keeping
• Section 13 - Variation to Policy
• Section 14 - Delegations

Section 1 - Purpose

(1) This Policy establishes a fair, transparent, and equitable framework for recruiting high quality staff, ensuring that recruitment and selection practices align with the University’s needs and strategic goals.

Section 2 - Application

(2) This Policy applies to all relevant positions at the University, except for the Vice-Chancellor and President.

Section 3 - Roles and responsibilities

Section 7 - Advertising

(10)  Different advertising options apply depending on whether the position is defined as a ‘short-term’ or ‘long-term’ appointment or where an exception applies, as follows:

(11) Casual professional and sessional staff appointments ordinarily do not exceed 12 months and therefore constitute a short-term appointment.

(12) Action may be taken to proactively advertise positions to potential applicants from groups that are under-represented in the staffing cohort of the University generally, or in a particular occupational group or organisational unit.

(13) Advertising channels should be selected to attract applicants and address areas of low diversity, including gender disparities.

(14) If it is intended to advertise exclusively to a targeted equity group and recruit from that pool, advice on the relevant processes to follow must be sought from Human Resources.

Section 8 - Selection Panels

General requirements for the constitution of selection panels

(15) Selection panels are constituted for all long-term appointments (selection panels are not required for short-term appointments).

(16) A selection panel will be constituted as follows:

• minimum of three members
• inclusion of a staff member from outside the hiring Department/School
• a gender balanced selection panel. Gender balance is generally considered to be achieved where persons of one gender, do not constitute more than two thirds of the membership of the panel
• Non-Identified position
  • Where there are applicants who have identified as Indigenous Australian, an Indigenous Australian staff member will review the applications of shortlisted applicants and any Indigenous Australian applicants and provide context and a recommendation. The decision whether or not to shortlist the Indigenous Australian applicant is made by the chair of the panel, drawing on that advice and that of the panel.
  • Where the Indigenous Australian applicant is shortlisted for interview the Indigenous Australian staff member will join the panel for the interview.
  • Where an Indigenous Australian applicant is not shortlisted, the Indigenous Australian staff member may not join the panel. This provision is to reduce unnecessary workload on our Indigenous Australian staff. Changes to gender balance as a result of the inclusion of an Indigenous Australian panel member will be an exception to the composition principles and should be recorded.
• Identified positions
  • For identified positions, organisational units are required to include a panel member of Indigenous Australian background on the selection panel.

(17) If the Chair is unable to constitute a selection panel in accordance with the above requirements or the panel composition unexpectedly changes due to the unavailability of a panel member/s, advice must be sought from the Vice-President (People) and Chief People Officer on how to proceed.

(18) Only persons who have completed QUT’s panel chair training or have demonstrated equivalent experience in a university sector can chair selection panels. The Chair is responsible for ensuring that the panel complies with the University’s recruitment and selection policies and procedures, and that appropriate processes are followed.

(19) Where an actual, perceived or potential conflict of interest exists for any selection panel member (for example where a selection panel member is related to an applicant either by family relationship, close personal circumstances, or financial interests), the selection panel member must declare this to the Chair or, in the case of the Chair, to the relevant Appointment Authorising Officer, via the prescribed form. It is the responsibility of all selection panel members to manage and resolve all conflicts of interest in accordance with relevant policy.

Guidance for Membership of specific selection panels

(20) The Guidance for Selection Panel Membership provides information on panel membership details for specific University positions.

Section 9 - Selection

(21) Appointments will be made on merit, normally guided by the following:

• the position is advertised sufficiently widely to attract a suitable applicant pool;
• assessment of applicants occurs against the selection criteria for the position;
• the selection methodology and decision is appropriately documented; and
• including, where relevant, the capacity to engage effectively with a diverse student population in roles supporting students and demonstrate a capacity to mentor and support the career of others.

(22) Selection decisions should be based on multiple sources of information with the aim of achieving a comprehensive assessment of each applicant. This information is used as the basis on which the selection panel determines the recommended appointee.

(23) When assessing merit, the selection panel must consider the principle of achievement relative to opportunity and the personal attributes and qualities of the applicant that are relevant for the position.

(24) There is a body of evidence that demonstrates the value of being able to bring diverse perspectives to achieve innovative solutions and more inclusive cultures. Therefore, selection panels should be mindful of diversity, including gender and culture, when selecting suitable candidates. Judgment of merit against the selection criteria should take account of the diverse ways in which responses may be expressed or demonstrated, with respect to applicants from Aboriginal and/or Torres Strait Islander backgrounds, people from cultural and linguistically diverse backgrounds, applicants who identify as LGBTIQA+, and applicants with disabilities. The University also seeks to increase diversity in areas where either men or women have been under-represented.

(25) An applicant is considered eligible for the role if they are able to perform the role, including with respect to work rights, mandatory conditions, qualifications and licences.

Selection Methods – for positions required to be advertised

(26) Three forms of selection methods are essential as part of the selection process for positions:

• shortlisting;
• interview; and 
• referee reports.

(27) Additional selection methods may also be used.

(28) The panel chair should make efforts to identify whether any shortlisted applicants require adjustments or accommodations to the recruitment and selection process, including due to a disability, injury or health condition. The chair should make reasonable adjustments as appropriate.

Shortlisting

(29) Applications are assessed as part of the shortlisting process. Shortlisting will be determined by the chair in consultation with the panel as appropriate. In finalising the shortlist, the panel should have regard to organisational equity, diversity, respect and inclusion obligations and targets.

Interview

(30) All interviews and any other selection methods should have a similar structure, and each applicant should be given a reasonable and equitable opportunity to respond to similar areas of questioning, and to establish their claims against the selection criteria.

Referee reports

(31) Referee reports may be verbal or written. Referee reports should be obtained after the interview and prior to the Appointment Authorising Officer considering the proposed appointment. An appointment should not be made to a position without first obtaining a minimum of two (2) referee reports including, unless exceptional circumstances exist, one from the candidate’s most recent direct supervisor.

Section 10 - Appointments

General requirements for appointments

(32) Approval to appoint must be obtained from the Appointment Authorising Officer, as outlined in the Register of Authorities and Delegations (QUT staff access only), prior to making any written or verbal offer.

(33) The chair provides the required documentation to the Appointment Authorising Officer via the Appointment Form in the relevant QUT recruitment system for their consideration. The documentation must contain:

• A summary of the recommendation for appointment based on merit with appropriate justification
• Documentation of selection methodology and decision-making process in the prescribed form
• Two referee reports collected in accordance with the provisions of the MOPP
• Details of any proposed relevant employment arrangements such as remuneration, relocation, probation, etc.

(34) The chair may inform the preferred applicant that the selection panel has made a recommendation for appointment subject to formal approval. No commitment of employment, or conditions of employment, may be made formally or informally by the chair (or a member of a selection panel) to the preferred applicant prior to formal approval of the appointment by the Appointment Authorising Officer. The chair must clearly state that there is no commitment of employment or promise of conditions made to the applicant and that the applicant should not take any action in reliance of the conversation.

Pre-employment eligibility

(35) For some roles the University may require confirmation of eligibility, for example, that the applicant holds:

• ‘Working with Children Check’ (i.e. Blue Card or other positive notice);
• Criminal history check;
• Qualifications;
• Licences; and/or
• Relevant work rights.

(36) If there are any concerns regarding eligibility and/or the information obtained, please contact Human Resources immediately.

Notifying unsuccessful candidates

(37) The chair (or nominee) is required to contact all unsuccessful interviewed candidates (other than those sourced via recruitment agencies) and offer them verbal feedback. All unsuccessful interviewed applicants are also notified in writing by Human Resources. Candidates (other than those sourced via recruitment agencies) who were not interviewed must receive an email notifying them they were unsuccessful. This should be done by the panel chair via the relevant QUT recruitment system.

Section 11 - Direct Appointment

(38) The Vice-Chancellor and President may waive the requirement to advertise a position and make a direct appointment.

(39) To make a direct appointment, the relevant Executive Dean, via the Senior Deputy Vice Chancellor or Head of Division, makes a submission to the Vice-Chancellor and President outline justification for appointment.

(40) The Vice-Chancellor and President may make a direct appointment to the positions of Executive Dean, Head of Division and above, following consultation with the Chancellor.

(41) A direct appoint submission will include:

• Justification of the exceptional circumstances for a direct appointment to be made
• A summary of how equity, diversity, respect and inclusion obligations and targets were considered
• The curriculum vitae of the proposed candidate
• Selection criteria and duty statement for the position
• The candidate’s suitability for the position as assessed by an appropriately constituted selection panel
• Referee reports

(42) The Vice-Chancellor and President will make a determination on the suitability of the candidate and decide to approve or decline a direct appointment.

Section 12 - Record Keeping

(43) Human Resources keeps records of individual selections, including selection documentation. The application and referee reports of the successful candidate will be placed on their personnel file, once their appointment is finalised.

(44) Human Resources will maintain records of recruitment and selection processes and for a sufficient period of time to meet compliance with relevant legislation and reporting processes such as those required by the Australian Government for recording gender designation and the Workplace Gender Equality Agency.

Section 13 - Variation to Policy

(45) In exceptional circumstances, the Vice-President (People) and Chief People Officer and the relevant authorising officer may approve a variation to this policy. Any such variation will be documented and held with Human Resources.

Section 14 - Delegations

(46) Refer to the Register of Authorities and Delegations (VC020, VC021, VC208, VC072, VC052, VC230) (QUT staff access only).