A position description must be prepared/reviewed to ensure it accurately reflects the duties and responsibilities of the position. The relevant supervisor is accountable for its content and accuracy.

Each position occupied, or to be occupied, requires a classification level consistent with the position classification standards in the relevant award or agreement.  The position description must be reviewed and/or classified by Human Resources irrespective of whether it is a new or existing position, before the recruitment process commences.

The following key responsibilities must be included in all position descriptions:

The key selection criteria and position description are written to outline the requirements of the position and to attract and encourage a suitable pool of applicants.

The key selection criteria are representative of the skills, knowledge and experience required.  Reasonable adjustments may be made to enable individuals with disabilities to perform the essential functions. 

The following essential selection criterion must be included in teaching and academic positions:

Position descriptions or key selection criteria may not be varied after applications have been received.

All vacancies are advertised on the University ‘Careers@UB’ website.  In the case of external advertising of vacancies, the media used should be chosen to attract the widest possible pool of suitable applicants.

Advertisements may be placed in either local, state or national newspapers, professional journals or association publications and/or on relevant internet websites.  Human Resources can provide advice on suitable newspapers and other media in which to advertise vacancies.

In circumstances where it is unlikely that newspaper or internet advertising alone will attract suitable candidates, a search can be carried out by recruitment agencies to widen the field of applicants for a position.

In consultation with Human Resources, search procedures can be used for positions, however the relevant Portfolio, School or Directorate will be responsible for any associated costs.

Prospective applicants are able to access the following information on the University careers website:

Applicants are encouraged to apply online on the University careers website.  Applicants are required to submit as a minimum the following:

Applicants must apply prior to the advertised closing date for the position.  Late applications will only be accepted at the discretion of the Chair of the Merit Selection Panel or Human Resources where there are extenuating circumstances.

Merit Selection Panels must include gender balance and will, at a minimum consist of:

Additional person/s may be included as Panel members if desired.

In the case of senior appointments the composition of the Merit Selection Panel will be in accordance with the following table:

The Chair of the Merit Selection Panel must ensure the following:

It is acknowledged that a Merit Selection Panel member may be nominated as a professional referee by an applicant.  In this case, the Merit Selection Panel member may choose to have the dual role as Panel member and referee for the applicant.

Human Resources will be responsible for conducting a minimum of 4 recruitment and merit selection training sessions per calendar year.

Human Resources will also maintain a register of all staff that have attended the training.

It is a mandatory requirement that the Chair of a Merit Selection Panel has completed the recruitment and merit selection training. It is also strongly encouraged that all other Merit Selection Panel members have completed this training.

The Chair of the Merit Selection Panel is required to:

The Merit Selection Panel members are required to:

The proceedings and deliberations of a Merit Selection Panel, including all documents, correspondence and other information considered by the Merit Selection Panel, must remain confidential.  This includes even after the Merit Selection Panel’s recommendation is made public.

Merit Selection Panel members must not discuss any aspect of the selection process and/or appointment with any other person other than a Merit Selection Panel member, the relevant Delegated Officer or the relevant Human Resources staff.

Merit Selection Panel members, other than the Chair (or a member nominated in writing by the Chair) must not discuss the selection process with any applicant.  Any other staff member, who is not a Merit Selection Panel member and has access to information about the recruitment and merit selection process are also bound by confidentiality.  Any breach of confidentiality may result in disciplinary action.

All members of the Merit Selection Panel are required to participate in the short-listing of applicants.  In compiling the short list, the Merit Selection Panel will base its decision on the response to the key selection criteria specified in the position description.  Internal applicants must be assessed against the key selection criteria in the same manner as external applicants and not be short-listed solely because they are internal applicants.

The Merit Selection Panel may review applications individually and establish a short-list following discussion by telephone and/or email with all Merit Selection Panel members.  There is no required minimum or maximum number of applicants who should be short-listed.

Once the Panel has decided who to interview, a short-list of applicants is to be forwarded to Human Resources who will organise interviews.  Organising the interview venues and other logistical matters remains the responsibility of the Chair of the Merit Selection Panel.

Where applicants for positions are known to members of the Merit Selection Panel, members are to declare this knowledge at the time the Merit Selection Panel is being convened.  Whilst participation of the Merit Selection Panel members is decided on an individual basis, if such knowledge is likely to inhibit the objectivity of a Panel member, or be seen as a Conflict of Interest by others, they must not participate in the Merit Selection Panel.

Interviews are a required component of the merit selection process for most University positions.  However, the requirement to hold an interview may be waived if, following advertisement of a position, a person who has been acting in that position for a period of 9 months or more is the only applicant.  The selection process then involves consideration of the application and referee reports.  Members of the Merit Selection Panel are still required to fill out and sign the Merit Selection Panel Report. 

Interviews are to be conducted consistent with the principles of equity and the University’s Equal Opportunity and Valuing Diversity Policy and the Information Privacy Policy.

Applicants are questioned and assessed according to the position description and stated key selection criteria.  To ensure all applicants are assessed equally, the Merit Selection Panel are required to plan and ask the same questions and/or tasks for each applicant and these should be clearly expressed and their relevance made obvious to applicants.

In some circumstances, in consultation with Human Resources, it may be appropriate to ask applicants to prepare a short presentation or undertake other tasks that can be used to test their skills.   It should be noted that the University does not generally use psychometric or other tests as a merit selection instrument.

Either prior to the interview or at its commencement, each applicant should be given the same information about the position.  During the interview, applicants should not be given assurances of early promotion, any type of loading, allowances, salary increases or continuing appointment beyond any fixed term contract, unless it is explicitly stated in position descriptions and/or the job advertisement.

In general, applicants are to meet any associated travel and accommodation costs related to applying for the position. Applicants who need to travel over 100 kms may be entitled to reimbursement of travel costs, including economy airfares, train or bus fares and petrol costs.  Reimbursement of these costs will require approval by the Delegated Officer responsible for the position.

In all cases where interstate or overseas applicants are short-listed, options such as teleconferencing and video conferencing in lieu of face to face interviews must be endeavoured to be used in the first instance.

Recommendations for appointment must only be made once the Chair has obtained feedback from at least two referees.  Referees must be able to provide feedback about an applicant from a work perspective.

The Chair must ensure that referee checks are obtained in a non discriminatory manner based on the key selection criteria for the particular position.  Referees must also be advised by the Chair that notes will be taken during the conversation and the information may be passed on to the applicant if requested.

The Chair is to ensure that details of verbal references are documented on the Referee Check form and the feedback made known to all members of the Merit Selection Panel prior to making a recommendation.

A referee check should not be sought from any person without prior agreement with the applicant.  This includes any situation where a referee check is being sought from an applicant’s present employer’s immediate supervisor.  If the Merit Selection Panel is unable to obtain agreement in a specific instance where a reference is considered vital, the applicant should be invited to nominate an alternate referee.

While it is desirable that recommendations be by consensus, a Minority Report can be submitted by any member of the Merit Selection Panel outlining the reason/s why they do not agree with the recommendation of the Merit Selection Panel.

The Minority Report is then submitted together with the Merit Selection Panel Report for approval by the Delegated Officer.

The Delegated Officer will consider the Minority Report together with the Merit Selection Panel Report prior to approval of the recommendation.  If the Delegated Officer decides that no appointment will be made, they are to consult with Human Resources to explore alternative recruitment options.

At the conclusion of the interview process and after considering referee feedback, a Merit Selection Panel Report must be completed.

The successful applicants will be appointed at the bottom of the salary range unless the relevant Pro Vice-Chancellor/Deputy Vice-Chancellor (as appropriate) or Vice President, following consultation with the Director, Human Resources, approves appointment at a higher level.  The appointment and commencement salary levels of TAFE teachers will be in accordance with the Victorian TAFE Teaching Staff Multi-Business Agreement 2009, Schedule 3.

If no appointment is recommended, the Chair will need to decide the next course of action in consultation with the Delegated Officer and Human Resources if necessary.  Options that may be considered are:

The option chosen must be noted on the Merit Selection Panel Report.

Following the Delegated Officer’s approval and no earlier than 2 working days after the last interview has taken place (in case a complaint is lodged), a verbal offer including the details contained in the Merit Selection Panel Report, can be made by the Chair to the preferred applicant.  If this offer is declined, the Chair may make a verbal offer to the next ranked applicant.

The date of appointment and salary level to be recommended should be discussed with the successful applicant. 

The process of formally offering a position in writing is commenced on behalf of the University when the completed and approved (by the Delegated Officer) Merit Selection Panel Report has been received by Human Resources together with the:

This information must be received by Human Resources 5 working days prior to the commencement of the employee to allow a Letter of Offer to be processed and an acceptance returned.

Formal written notification to the applicants not short-listed will be sent via email from Human Resources.  Interviewed unsuccessful applicants must be notified by the Chair following approval of the recommendation by the Delegated Officer and the verbal acceptance of the successful applicant.  Interviewed unsuccessful applicants will not receive any further formal notification of their unsuccessful application from the University.

Interview feedback is to be provided to all interviewed internal applicants if requested.  Feedback should focus on both the positive aspects of the application/interview and the areas where future improvements could be made.

When providing feedback, the Chair is to be mindful of the confidentiality of the selection process, the privacy of other applicants and avoid giving any assurances of future success.

Where the University agrees to provide sponsorship for a Subclass 457 visa, employees without reciprocal health care arrangements must obtain adequate health insurance for themselves and accompanying family members per the requirements of the Department of Immigration and Citizenship.