These Protocols aim to assist the University in selecting from a range of candidates short-listed for Dean positions. Many aspects of the Protocols are suitable for use for senior academic appointments.

These Protocols supplement the existing processes and documentation used in the recruitment process for senior academic staff. In particular, the Confidentiality Form that accompanies the documentation Human Resources provides to all Selection Committees should be read in conjunction with the Protocols.

The Vice-Chancellor will advise the incumbent Dean on the protocol to be followed in the appointment process and the date of advertisement of the position.

Note: The Deputy Vice-Chancellor (Academic) will contact the Presiding Member of the relevant Faculty to ascertain if the Presiding Member will be an applicant for the position. If so, the Deputy Vice-Chancellor (Academic) in consultation with the Vice-Chancellor will determine another senior (usually professorial) academic member of staff who will assume the role of the Presiding Member for the tasks described by the Presiding Member in regard to these Protocols.

The Presiding Member (or alternate as above) will:

1. Ensure staff of the Faculty are advised that the position of Dean will be advertised.
2. Convene a meeting of the Dean's Advisory Committee or Heads of Schools to:
a) determine a method for choosing the members of the Faculty required for the selection committee, and
b) form a small Working Party of senior staff in the Faculty to prepare draft Supplementary Information for inclusion in the information booklet for applicants.

The Vice-Chancellor will determine whether a search process, internal or external, will be required in addition to advertising.

The Director of the Human Resources Department will be the point of contact between the University and the search consultant for all interactions.

The Human Resources Department will ensure a written agreement about the tasks to be performed by the consultant, their time frame and the relevant costs is completed. The Human Resources Department will monitor the progress of these tasks.

The Human Resources Department will ensure the short-listed applicants have the opportunity to meet with key University staff, such as the Deputy Vice-Chancellors, Registrar and other Deans, as deemed appropriate by the Deputy Vice-Chancellor (Academic).

The Presiding Member will ensure short-listed candidates have the opportunity to meet with key staff of the Faculty, such as Heads of Schools, on an informal group basis or one-on-one. The Presiding Member should ensure that through these meetings candidates become familiar with the accommodation, infrastructure and administrative support in the Faculty as well as Faculty plans and key research activities.

Part of the selection process should include the invitation to present a seminar by short-listed candidates. Candidates who choose not to present a seminar, for example for reasons of confidentiality, may do so, but they will be advised that this may limit the information available to the Selection Committee.

The Presiding Member will organise the seminars. Seminars must not take place on the same day as selection interviews.

The seminar should be open to all Faculty members and the members of the Selection Committee.

The incumbent Dean should not attend any seminars and short-listed applicants should not attend seminars by other candidates.

All candidates should be advised to use their seminar to indicate their:

The Presiding Member should structure the seminars so that staff have the opportunity to ask questions of the short-listed candidate giving the seminar. Seminars should not exceed one hour. The format could be a presentation by the candidate (30 - 40 minutes) and time for questions (20 - 30 minutes). Faculty staff should be advised of the purpose and the format before the seminars.

Faculty representatives on the Selection Committee should attend all seminars and will be expected to provide the Selection Committee with feedback from the Faculty on each candidate's seminar. This can be done by speaking to as many staff who attended the seminar as soon as possible thereafter, or by inviting comments. Faculty staff should be advised of the method for providing feedback to Faculty representatives before the seminars are held. Faculty staff should also be made aware that feedback should be given in terms of the advertised selection criteria for the position.

Staff must not be told the names or number of candidates who will not be presenting a seminar.

Short-listed candidates must not be told the names or number of other applicants. Every effort must be made to schedule seminars and visits to Faculty staff so that chance meetings between applicants are avoided.

The Human Resources Department will attempt to provide a suitable waiting area prior to interviews so as to prevent candidates crossing paths.

The Faculty should consider the ways in which it could extend courtesy to short-listed candidates. This could include:

The Vice-Chancellor, as Presiding Member of the Committee, will determine how feedback should be provided to unsuccessful candidates.