Nomination Procedure

Nomination Procedure

When can a person be nominated into a position?

A person can be nominated into a position where:
 
(a)    The duration of the appointment does not exceed 12 months and the nomination is required to meet a short term project or task, or where there is an unexpected and urgent need for work to be performed. If the work need is likely to extend beyond the 12 month period, the position should be advertised during this period; or
 
(b)    The duration of the appointment does not exceed 3 years, and where the position is included in a research grant, the duration of the appointment does not exceed the duration of the grant, and the role is highly specialised or the appointment of the particular person is integral to the stability of the research team; or
 
(c)    The duration of the appointment does not exceed 3 years and the position involves highly specialised skills/knowledge such that the pool of applicants is limited, and the person making the nomination is reasonably aware of the field of candidates and that the nominated candidate is the best person for the job. In these circumstances, approval from the Director HR is required; or
 
(d)    In other legitimate circumstances with the approval of the Director, Human Resources.  
 

Nomination procedure

If the nomination satisfies one of the criteria outlined in clause 3.1 above, the following procedure should be followed to appoint the person by nomination:
 
(a)    Create/update a position description;
 
(b) Ensure that the person being nominated meets the selection criteria. At minimum, this should involve reviewing the person’s CV and a discussion with the person about the requirements of the role. A more structured interview may also be appropriate;
 
(c)    Obtain approval and sign off from the Dean (for academic positions) or the Dean/Divisional Head (for professional positions). If the position is an academic position at level D or E, approval from the President (or a Deputy President) of the Academic Board or the Deputy Vice-Chancellor (Academic) must also be obtained;
 
(d) Conduct at least one reference check for the person being nominated, preferably with a person who has had direct supervisory responsibility for the person within the last 2 years. If the applicant is internal, the reference should be provided by the applicant’s current manager (which may be the manager making the nomination); and
 
(e)    Conduct any pre-employment checks required for the position (see the Pre-employment Checking Matrix).
If approval by the Director, HR is required, this will be submitted for approval by the relevant HR Consultant. For nominations under the above heading "when can a person be nominated into a position?" under clause (c) and (d), an outline of the reasons for the proposed nomination should also be included in the documentation submitted to HR. 
 

Extension or renewal of the nomination

 A nomination may be extended or renewed without further approval where it continues to fall within the categories outlined under the above heading "when can a person be nominated into a position?" (e.g. a person is nominated for a period of 6 months and the nomination is being extended by 3 months. In this case, it is still within the 12 month cap outlined in (a)).
 
Otherwise, a nomination may be extended or renewed with the approval of the Director, HR. In this circumstance, the relevant manager should submit an outline of the reasons for the extension/renewal to their HR Consultant. It is recognised that there may be legitimate circumstances where a nomination may be extended or renewed (e.g. a person is nominated into a position for 12 months to perform a specific project, and the project runs over schedule by 3 months. In this circumstance, it would not seem productive to advertise the position).