Forming a Selection Committee
The Hiring Manager should nominate a Presiding Member in accordance with the composition requirements Attachment A. Information about the Presiding Member is outlined in the roles and responsibilities section. In some cases, the Hiring Manager will also be the Presiding Member.
The Presiding Member should also establish the remainder of the Selection Committee in accordance with the general composition requirements (for all positions) and specific composition requirements (for certain positions) in Attachment A. The selection committee should contain a minimum of two members (including the Presiding Member). The responsibilities of Selection Committee members are outlined in the roles and responsibilities section.
In accordance with the University's Conflict of Interest Policy, any member of the Selection Committee who has an actual, potential or perceived conflict of interest should declare their conflict to the Presiding Member prior to the short listing of applicants. This includes where a member of the Selection Committee has a close personal, familial or business relationship with any of the applicants. Further guidance on conflict of interest is outlined in the mimimum requirements section.
If changes to the Selection Committee are necessary, the composition must remain compliant with the composition requirements. Ideally, changes should only occur prior to the commencement of interviews. However, if late changes are required, the Presiding Member is responsible for ensuring that this does not affect the equity or fairness of the process. Any member who leaves the Selection Committee before the interview process does not have voting rights and replacement members should be given the opportunity to review all applications and suggest additional applicants for the shortlist.
(a) Short listing
Short listing involves considering applications against the selection criteria to determine who should be interviewed. The Presiding Member, in collaboration with the Selection Committee, should determine how applications will be shortlisted. This could include a discussion or using a shortlisting grid/scoring mechanism. The Presiding Member will have access to review all applications online via the online recruitment portal, PiMs.
The Selection Committee should assess all applications against the selection criteria and agree on the applicants who should progress to interview/next stage of selection. Only applicants who meet all the selection criteria should be shortlisted.
All Selection Committee members should keep copies of their shortlist, with any additional notes made in the decision making process to refer back to, if required at any stage of the recruitment process
The Presiding Member should mark the shortlisted applicants on PiMs prior to conducting interviews.
The Presiding Member is responsible for arranging interviews with the shortlisted applicants, except for some senior appointments, which are managed by Recruitment. Applicants should be provided with all relevant information for the interview including:
- the names and positions of people on the selection committee
- time and location details for the interview
- any presentation or assessment which is part of the selection process
- any requirement to provide references or supporting documentation at interview
For academic positions, references should be requested prior to the interview for each of the shortlisted applicants. While reasonable efforts should be made to obtain written references prior to interview, it is recognised that this is not always practicable and references may be obtained post-interview. Minimum requirements for references are set out in the minimum requirements section.
Prior to the interview, the Selection Committee should agree on interview questions. The questions should directly relate to the selection criteria and not be discriminatory. If external applicants are being interviewed, questions that unfairly focus on internal knowledge should be avoided (See Best Practice Guide: Interviewing and Selection Techniques for sample interview questions).
Each applicant should be asked the same core set of questions. The Selection Committee is encouraged to ask any additional questions necessary to clarify information given by the applicant, which may vary from applicant to applicant.
An interview may not be necessary where there is only one applicant shortlisted and the person is an internal applicant that is well known to the Selection Committee. In these circumstances, reference checks are still required.
(c) Other assessment methods
Other selection processes (e.g. a task based assessment or presentation) may be appropriate depending on the nature and requirements of the position. For more information, please contact Human Resources. Applicants should be given advance notice of any such requirements.
(d) Selecting a preferred candidate
At the conclusion of the interviews, the Selection Committee should determine whether each of the interviewees is appointable or not, and rank each of the appointable candidates. The highest ranked appointable candidate is the preferred candidate. The Selection Committee may wish to wait until reference checks have been conducted prior to making these decisions.
If there is more than one appointable candidate, these individuals can be ranked in order of suitability to create an Eligibility List.
Effort should be made to reach a unanimous decision. If a unanimous decision is not reached, then a majority decision is acceptable. Where the vote is tied, the Presiding Member has the casting vote. For Academic positions at a D and E, the Academic Board can override any decisions of the Presiding Member if necessary. If the Selection Committee is not unanimous in its recommendation, dissenting members of the committee may submit a minority report to HR within 24 hours. (See minimum requirements)
Once the final decision of the Selection Committee has been made, the Presiding Member should record the details on PiMs to enable Human Resources to commence the offer process to the successful candidate.
(e) Reference Checks
It is mandatory to conduct reference checks for the preferred candidate(s) prior to making an offer of appointment, regardless of whether the person is internal or external to UNSW. Minimum requirements for reference checks are set out in the minimum requirements section.
Recommendation and Approval
Once the Selection Committee has determined a preferred candidate, the Presiding Member should notify Human Resources, who will arrange for an offer of appointment to be made and any pre-employment checks to be conducted.
A successful internal, academic applicant must not be recommended for appointment at a level above their current academic level, except in the circumstances outlined in the minimum requirements section.
Once the selection and appointment process is finalised, the Presiding Member should notify all interviewees of the result. The Presiding Member should provide post-selection feedback if requested by an unsuccessful applicant.