Policy

Recruitment, Selection and Appointment - Policy

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1.0    Purpose and Scope

1.1    Purpose

The University of Queensland (UQ) is committed to attracting, supporting and retaining a diverse and inclusive community of high achieving staff who uphold UQ Values and support the strategic objectives of UQ.

The recruitment, selection and appointment of staff is a key strategic requirement of UQ and will continue to enhance UQ’s reputation as an employer of choice in all areas of focus.

The recruitment, selection and appointment of staff must be conducted in accordance with workforce planning and operational requirements of the relevant Faculty/Division and School/Institute/Department or Organisational Unit.

The purpose of this policy is to outline the principles and key requirements that govern recruitment, selection and appointment practices at UQ.

1.2    Scope

This policy applies to all paid academic and professional continuing and fixed-term appointments. 

This policy is to be read and applied in conjunction with: relevant legislation; the procedures under the Recruitment, Selection and Appointment suite; the Diversity, Equity and Inclusive Behaviours Policy and Procedures; and other relevant policies and procedures as referred to in this policy and/or as applicable.

Casual appointments are to be made in accordance with clause 20 of the Enterprise Agreement  and the Casual Appointment guide.

Research Contingent-Funded Employment will be in accordance with clause 17 of the Enterprise Agreement .

Trainees and apprentices are to be engaged in accordance with the Enterprise Agreement and the relevant procedure.

Academic Titleholder appointments and other unpaid arrangements will be made in accordance with the policy and procedures relevant to such arrangements.

2.0    Principles and Key Requirements

The following principles underpin all recruitment, selection and appointment activities at UQ:

  1. UQ will select high quality staff who:

    1. fulfil the requirements of the advertised role; and

    2. can contribute to UQ’s wider strategic objectives; and

    3. reflect the diversity of the UQ community.

  2. Recruitment, selection and appointment activities and processes will:

    1. align with the UQ’s strategic goals for diversity and inclusion;

    2. comply with relevant industrial instruments, the Code of Conduct Policy, the Conflict of Interest Policy and Procedures, and UQ Values;

    3. be objective and unbiased;

    4. demonstrate fairness and transparency at all stages;

    5. be timely and ensure a positive applicant experience at all stages of the process;

    6. be appropriately tailored to each position, including undertaking relevant background checks; and

    7. respect confidentiality of all documents and discussions relating to individual applicants.

3.0    Roles, Responsibilities and Accountabilities

Effective recruitment, selection and appointment processes are facilitated via clear roles and responsibilities of all parties involved as detailed below:

Role

Actions

Authorised Officer

  • Ensure an appointment complies with this policy and the relevant Recruitment, Selection and Appointment Procedures.

Hiring Manager

  • Assess the need to replace a vacating position or create a new position in line with operational requirements and future workforce plans for the Organisational Unit.

  • Secure budget approval by the relevant Authorised Officer before proceeding with a recruitment, selection or appointment process.

  • Partner with Human Resources in relation to workforce planning and the recruitment process in accordance with this policy and related procedures.

Selection Committee Chair

  • Complete the recruitment, selection and appointment process in accordance with this policy and related procedures,

  • Appropriately manage and resolve any conflicts of interest.

  • Respect confidentiality of all documents and discussions relating to individual applicants.

  • Partner with Human Resources through the recruitment, selection and appointment process as required.

Selection Committee Members

  • Actively participate in a recruitment, selection and appointment process.

  • Declare and appropriately manage conflicts of interest where applicable.

  • Respect confidentiality of all documents and discussions relating to individual applicants.

Human Resources

  • Partner with Organisational Units in relation to workforce planning and the recruitment process in accordance with this policy and related procedures.

  • Provide professional advice and support, in accordance with this policy and related procedures.

  • Respect confidentiality of all documents and discussions relating to individual applicants.

4.0    Monitoring, Review and Assurance

The Chief Human Resources Officer is responsible for monitoring, reviewing and providing assurance on the effectiveness of this policy.

5.0    Recording and Reporting

Human Resources is responsible for retaining records of recruitment, selection and appointment in accordance with the Information Management Policy and Procedure and the Privacy Management Policy.

Recording and reporting for recruitment, selection and appointment are completed in accordance with legislative and UQ requirements.

6.0    Appendix

6.1    Definitions

Authorised Officer – the officer authorised to exercise the relevant HR power or function in accordance with the HR Sub-delegations Instrument.  

Enterprise Agreement – The University of Queensland Enterprise Agreement 2018-2021, or as amended or replaced.

Hiring Manager – the manager responsible for filling a vacant position.

Selection Committee – a panel of academic and/or professional staff members (and external expertise if required) convened to assess and recommend the best applicant to fill a position to meet strategic objectives and/or operational requirements of UQ.

Selection Committee Chair – member of the selection committee who has the overall responsibility for the selection process. The Chair may also be the Hiring Manager.

Custodians
Chief Human Resources Officer Dr Al Jury

Procedures

Recruitment, Selection and Appointment - Procedures

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1.0    Purpose and Scope

In the pursuit of excellence, The University of Queensland (UQ) is committed to attracting and selecting exceptional talent to achieve both strategic and operational goals.

This procedure applies to the recruitment, selection and appointment of all fixed-term and continuing Academic and Professional staff and provides a framework for effective recruitment and selection practices which meet the needs of UQ.

This procedure is to be read in conjunction with the:                                                           

  • Recruitment, Selection and Appointment Policy;

  • Background Checks and Conditions of Employment Procedure, and other Recruitment, Selection and Appointment (RSA) Procedures as required;

  • Diversity, Equity and Inclusive Behaviours Policy and Procedures; and

  • other relevant UQ policies and procedures as applicable.

2.0    Process and Key Controls

Professional advice and support are available at all stages of the recruitment, selection and appointment process by contacting Human Resources.

This procedure covers 4 stages:

  1. Pre-Recruitment

  2. Recruitment

  3. Selection

  4. Appointment

The key controls to effectively manage the recruitment, selection and appointment process at UQ include:

  1. Human Resources will partner with Hiring Managers on workforce planning.

  2. Human Resources will provide advice and support to Hiring Managers to design an appropriate sourcing strategy including: reviewing University redeployment lists; advertising and networking; market mapping and headhunting; coordination of the interview process; and use of assessment tools including work tests or psychometric testing.

  3. Where all other in-house recruitment activities have been exhausted, or as part of an agreed recruitment strategy in consultation with Human Resources, external recruitment agencies may be engaged. The engaged agency must be on the Preferred Supplier Agreement panel and be endorsed for the recruitment activity with approval from the Chief Human Resources Officer or delegate.

  4. UQ’s Human Management Capital System (HCMS) will ensure recruitment, selection and appointment processes and outcomes comply with the Key Requirements outlined in this Procedure through automatic workflow and approval processes, alerts, storage of key information and reporting.

3.0    Key Requirements

3.1     Pre-Recruitment

Before commencing the recruitment process, the Hiring Manager must:

  1. assess the need to replace a leaving incumbent or create a new position against workforce planning and operational requirements in consultation with the relevant HR representative;

  2. ensure that budget and all other appropriate approvals are obtained from the relevant Authorised Officer prior to commencing the recruitment process;

  3. ensure that the vacancy is recruited in accordance with workforce planning;

  4. review the job profile and/or position description to ensure it is accurate and up-to-date;

  5. determine and include any relevant background checks and/or conditions of employment required for the role in accordance with the Background Checks and Conditions of Employment Procedure;

  6. arrange a classification evaluation in accordance with the Evaluation and Classification of Professional Positions Procedure if required;

  7. consider whether the role should be deemed as an identified position under the Anti-Discrimination Act;

  8. ensure the position accommodates flexible work arrangements, where appropriate, in accordance with the Flexible Work Policy and Procedures;

  9. ensure that the selection committee has the correct composition and members have been confirmed, with tentative interview dates confirmed prior to advertisement;

  10. determine whether a seminar is required to be presented as part of the process for an academic appointment; and

  11. in advance, ensure that appropriate time is allocated to the various stages of the recruitment process as required.

3.2     Recruitment

3.2.1    Advertising

Academic and Professional Positions

For recruitment activities that have the potential to involve international appointments, federal immigration and domestic labour market testing requirements need to be satisfied before commencement. Human Resources will be able to provide advice on current advertisement requirements.

As a general rule, positions advertised externally will be for a minimum period of 14 calendar days. Positions advertised internal only will be for a minimum period of 7 calendar days including Expressions of Interest (EOI).

Vacant continuing and fixed term positions of 12 months or more duration must be advertised externally on UQ’s Careers website as a minimum except:

  • an Appointment by Invitation where an appointment would meet a strategic or operational need of UQ (refer to 4.2.4); or

  • where a vacancy is identified as being suitable for redeployment.

Positions of less than 12 months’ duration can initially be advertised internally only (where required). If these positions are subsequently extended beyond 12 months, then they must be advertised externally.

External Indigenous persons are able to apply for internal-only UQ Professional roles.

3.2.2    Position Exceptions

Fixed-term

Fixed-term employment may be used for staff engaged on research only functions for a contract period that does not exceed 5 years.

No Advertising

UQ staff members named/identified for a position in a successful research funding application will be deemed to have undergone a satisfactory recruitment process.

Reappointment of Research Academic Staff

The Chief Investigator may recommend the reappointment of a research academic staff member to the same level in the Level A to Level E range based on satisfactory performance.

3.2.3    Direct Appointment – Academic and Professional Positions

3.2.3.1    Positions less than 12 months

For positions less than 12 months’ duration, applicants can be assessed as suitable against the requirements of the position and appointed:

  • by direct appointment without advertisement; or

  • by an internal appointment or secondment in accordance with the Staff Movement Policy and Procedures.

A request to appoint a fixed-term position of less than 12 months’ duration is to be processed through UQ’s HCMS.

If these positions are subsequently extended beyond 12 months, then they must be advertised externally.

3.2.3.2    Direct appointment from UQ’s Indigenous Employment Pathway Program

High calibre staff who were initially recruited to UQ through the Indigenous Pathway Program, can be directly appointed to a fixed-term or continuing Professional role during and/or at the conclusion of the 12 month Pathway Program provided that the following criteria are met:

  • the staff member is participating/has participated in one of UQ’s Indigenous Employment Pathways Programs within the previous four years; and

  • the appointing supervisor is satisfied that the staff member has the ability to successfully perform at the proposed HEW Level; and

  • the Authorised Officer has sufficient funding to make the appointment and approves the appointment; and

  • the Organisational Culture and Capability team endorses the appointment.

3.2.4     Appointment by Invitation – Academic and Professional positions

In exceptional circumstances, a requirement to advertise can be waived. A written justification for an Appointment by Invitation must be submitted by the Hiring Manager to the relevant Authorised Officer in accordance with the HR Sub-delegations Instrument.

The written justification must include:

  • the strategic or operational need that would be met by the appointment and the exceptional circumstances that apply for the appointment to be made

  • the job profile or position description

  • the applicant’s curriculum vitae and reference checks

  • the proposed selection committee and timeframe

  • any other relevant information.

3.2.5     Redeployment

As required, Human Resources will contact the Hiring Manager to provide advice and assistance in relation to a staff member who has been identified as suitable for redeployment to a vacant position.

The processes will be in accordance with the provisions for redeployment under the Enterprise Agreement.

3.3    Selection

3.3.1    Selection Committee

Selection committee composition will vary depending on the level of appointment.

The selection committee must be:

  • gender diverse (preferably at least 25%); and

  • for an identified position, include a person with that particular attribute or with a demonstrated in-depth knowledge of that particular attribute.

The Hiring Manager and/or the Chair of the selection committee should have undertaken recruitment, selection and appointment training within a reasonable timeframe (e.g. 3 years) prior to commencing the process.

3.3.2    Minimum Selection Committee Composition

Position level

Panel composition and size

Management level 1 appointments

  • Senate selection committee as approved by the Chancellor

Management level 2 appointments

  • Vice-Chancellor and President as Chair

  • One member of Senate

  • Chief Operating Officer / Chief Human Resources Officer (or nominee)

  • University Senior Executive Team member (or delegate)

Academic Management levels 3 or 4
(Continuing and Fixed-Term)

 

  • Provost (or nominee) as Chair

  • Executive Dean (or nominee)

  • Two appropriate representatives from the relevant Organisational Unit

  • HR Representative as appropriate

  • Academic Board Standing Committee representative or nominee (for continuing only)

  • Student Representative and/or Cognate Academic staff member (optional)

Academic Level A – E (Continuing and Fixed-Term)

  • Relevant University Senior Executive Team member  (or delegate) as Chair

  • Head of School / Centre Director / Institute Director

  • Academic staff member from relevant Organisational Unit

  • President of the Academic Board or nominee

  • HR representative as appropriate

  • Student Representative and/or Cognate Academic staff member (optional)

Professional Management Levels 3 and 4 (Faculty / Institutes)

  • Executive Dean / Institute Director (or delegate) as Chair

  • Faculty Executive Manager (or delegate)

  • Chief Human Resources Officer or nominee

  • a relevant HEW 10 Professional staff member

Professional Management Levels 3 and 4 (Central)

  • Relevant University Senior Executive Team member (or nominee)  as Chair

  • Chief Human Resources Officer (or delegate), and

  • a relevant HEW 10 Professional staff member

Professional HEW 1 – 9
(Faculty / Institutes / Central)

  • Authorised Officer (or nominee) as Chair

  • Direct supervisor

  • HR representative as appropriate

  • A relevant professional staff member at same or higher level

3.3.3    Selection Committee Proceedings

The selection committee will:

  • assess applicants according to the inherent requirements of the role, values alignment and growth potential, submitting their recommendations and considerations to the Selection Committee Chair;

  • ensure they have adequately prepared for the interview including completing training or development as required;

  • represent UQ appropriately to ensure a positive applicant experience;

  • have or gain an understanding of the requirements of the role before commencing the process;

  • respect the confidentiality of applicants and the deliberations of the selection committee;

  • allocate appropriate time for interviews to minimise the need to reschedule;

  • declare all conflicts of interest to the Chair and ensure any declarations are managed in accordance with the Conflict of Interest Policy;

  • be cognisant of conscious and unconscious bias throughout the process;

  • ensure that the principles of equal opportunity, transparency, merit and consistency are applied;

  • ensure that applicants who require reasonable adjustment are not disadvantaged;

  • remind applicants about background checks or conditions of employment for the position as required; and

  • ensure the recruitment, selection and appointment process (including the decision-making process) is followed in line with these procedures, including appropriate documents being submitted to Human Resources.

The Selection Committee Chair, or nominated committee member, will be responsible for capturing applicant summaries and providing constructive feedback to unsuccessful shortlisted applicants.

3.4    Selection

3.4.1    Shortlisting

Shortlisting occurs prior to interview, is aimed at removing applications that do not adequately meet the inherent requirements of the position and identifying those applicants to be progressed to the next phase of the recruitment process. At the discretion of the Chair, the shortlisting process may be conducted by the Chair or a subgroup of the selection committee.
 

3.4.2    Reasonable Adjustment

Where an applicant has advised the selection committee as having a disability, injury, or health condition, the Chair will ensure that reasonable adjustments are made to accommodate the needs of the applicant to the extent reasonably possible. Please contact Human Resources for more information. 

3.4.3    Sanction Regimes

UQ is required to abide by Australian sanctions regimes that impose restrictions on activities that relate to particular countries, goods and services, or persons and entities. The list of the current sanctions regimes implemented by Australia can be found on the Department of Foreign Affairs and Trade website. If a preferred applicant is shortlisted from one of the listed sanctioned countries, please contact Human Resources for further advice.  

3.4.4    Interviewing Applicants

The selection committee is required to interview shortlisted applicants to assess their suitability against the requirements of the position, performance relative to opportunity, values alignment and future potential in line with succession planning. Additional methods of assessment, such as work based and psychometric testing, may also be used to assess an applicant’s suitability.  Human Resources will provide advice in respect to determining whether additional methods of assessment are recommended.

A minimum of 48 hours is required to make any changes to the interview schedule. Applicants, as well as the selection committee, need to be provided with clear interview instructions at least 48 hours prior to the commencement of interviews.

Shortlisted applicants should be interviewed face-to-face wherever possible. Arrangements such as video conference can be used as an alternative to a face-to-face interview.

If a preferred applicant has only been interviewed by video conference or telephone, then every attempt should be made to meet the person face to face before making an Offer of Appointment.

The Authorised Officer will determine on a case-by-case basis if the cost of travel and accommodation expenses for a prospective staff member to attend an interview will be paid for by UQ.

3.4.5    Academic Seminars

If a seminar is required as part of the process, this should be confirmed at the Pre-Recruitment stage (refer to section 4.1). Academic applicants can be required to present a seminar as a means of demonstrating their knowledge and skills in academic staff selection.

Seminars should be conducted prior to the final interview (if required) and be attended by a select number of relevant individuals including at least two selection committee members making up the seminar audience, as determined by the Chair.

The Head of School or nominee is expected to facilitate the seminar ensuring due and fair process is followed, and report back to the selection committee at the final interview stage. The report back can be in person or via consolidated written feedback.

3.4.6    Applicant Ranking

Where the selection process results in more than one applicant being considered as suitable for appointment, the selection committee must note this on the recruitment record in HCMS and create an order of ranking. 

Where the preferred applicant declines an offer of appointment with UQ, or leaves UQ within 6 months of commencement, the Authorised Officer may, if they choose to do so, approve an offer of appointment to another applicant on the order of ranking following referee and any necessary background checks. UQ may also readvertise the position where appropriate.

The relevant Authorised Officer may also choose to offer another appointable applicant, who has been interviewed in the last 6 months, for another similar role (at the same classification level) without the requirement to readvertise.

3.4.7    Reference Checks

Academic Staff Appointments

Before or after the interview process, the preferred applicant/s will have reference checks completed on their suitability. Written references will be facilitated by Human Resources, with verbal reference checks post interview to be conducted by the Chair or delegate.

Professional Staff Appointments:

Reference checks must be conducted on the preferred applicant/s prior to the selection committee recommending the appointment to the Authorised Officer. For external applicant/s, two references must be obtained, one of which should be from the applicant’s most recent supervisor.

For internal applicants, at least one reference check must be completed from the applicant’s most recent supervisor. The Authorised Officer may waive the requirement for reference checks for internal applicant/s where appropriate by providing a written justification. This information will be stored in the HCMS.        

3.4.8    Background checks and conditions of employment

Background checks and conditions of employment are to be completed in accordance with the Background Checks and Conditions of Employment Procedure.

3.5    Appointment

3.5.1    Appointment Recommendation

The Chair or delegate recommends an applicant for appointment and provides the details of the Offer of Appointment to the Authorised Officer for consideration and approval via UQ’s HCMS.

The recommendation must contain:

  • the applicant’s suitability for the position with appropriate panel justification

  • the applicant’s application documentation

  • referee reports

  • relevant employment arrangements such as remuneration package and probation; and

  • information regarding background checks and conditions of employment relevant to the role.

3.5.2     Offer of Appointment

The Authorised Officer will consider and, if considered appropriate, approve the Chair’s recommendation and Offer of Appointment.

The Authorised Officer is responsible for approving, via UQ’s HCMS, the terms and conditions to be included in the written Offer of Appointment including:

  • relevant employment conditions;

  • whether exceptional circumstances apply whereby the probationary period is shortened or waived;

  • a special condition is contained e.g. completing a PhD before the final review for continuing appointment or an internal applicant with relevant and transferable skills;

  • applicable salary loadings and allowances in accordance with the Salary Loadings and Allowances Policy and Procedure; and

  • whether relocation assistance is approved in accordance with the Appointment Relocation Assistance Procedure.

The Authorised Officer must notify Human Resources of the Offer of Appointment, and any approved negotiated contract terms using UQ’s HCMS.

Human Resources will finalise and send the Offer of Appointment to the preferred applicant for consideration and acceptance.

3.5.3    Probation

Probation periods are in accordance with Clause 37 of the Enterprise Agreement.

3.6    Complaints

Any concerns about the recruitment, selection and appointment process are to be referred to Human Resources.

4.0    Roles, Responsibilities and Accountabilities

Role

Actions

Authorised Officer

  • Approve the request to fill a position prior to the commencement of the process.

  • Approve the job requisition and job offer, including any background checks, post-offer checks, and employment conditions in a timely manner.

  • Ensure an appointment complies with relevant UQ policies and procedures.

Hiring Manager

  • Assess the need to replace a vacating position, or create a new position, in line with operational requirements and future workforce plans for the Organisational Unit in conjunction with Human Resources.

  • Secure budget and other necessary approvals by the Authorised Officer before proceeding with a recruitment, selection or appointment process.

  • Work in partnership with Human Resources through the recruitment process in accordance with the Recruitment, Selection and Appointments Policy and this Procedure.

  • Initiate appropriate job and offer cards as part of the recruitment process.

  • Contact the Organisational Culture and Capability Unit, Human Resources in relation to targeted recruitment, identified roles and selection measures if required.

  • Conduct referee checks on the preferred applicant if required.

  • Provide all relevant information to the Authorised Officer for approval of the appointment.

  • Provide constructive feedback to unsuccessful, shortlisted applicants, as required, upon request by the applicant.

  • Ensure the recruitment, selection and appointment process (including the decision-making process) is clearly documented.

Selection Committee Chair

  • Work in partnership with Human Resources through the recruitment process in accordance with the Recruitment, Selection and Appointments Policy and this Procedure.

  • Contact the Organisational Culture and Capability Unit, Human Resources in relation to targeted recruitment, identified roles and selection measures if required.

  • Appropriately manage and resolve any conflicts of interest.

  • Ensure that all panel members are reminded of, and cognisant of, conscious and unconscious bias throughout the process.

  • Appropriately manage confidentiality of all documents and discussions relating to individual applicants.

  • Provide constructive feedback to unsuccessful, shortlisted applicants upon request by the applicant.

  • Ensure the recruitment, selection and appointment process (including the decision-making process) is clearly documented.

Human Resources

  • Provide professional advice and support in relation to all stages of the recruitment, selection and appointment process, including advertising, sourcing strategies and screening.

  • Provide professional advice and support to ensure that UQ’s values and cultural requirements are aligned throughout the process.

  • Review and manage position information (including development of job profile/position description, business cases, position numbers and workforce planning) via UQ’s HCMS and workflow for relevant approvals.

  • Work with the Organisational Unit and/or Hiring Manager to raise the job requisition and any related documentation via UQ’s HCMS.

  • Actively participate on selection committees as required.

  • Upon confirmation from the Chair, prepare and send correspondence at all stages of the process, including:

    • Invite shortlisted applicants for interview

    • Manage all correspondence with the selection committee

    • Arrange flight, accommodation bookings and catering as needed and within budgetary requirements

    • Coordinate all background checks

    • Advise unsuccessful non-shortlisted applicants

    • Where relevant, drafting memos to the Authorised Officer for appointment.

  • Assist the Chair and/or Hiring Manager to raise the online job offer via UQ’s HCMS and any related documentation.

  • Provide training and development to Hiring Managers and staff in recruitment, selection and appointment activities.

5.0    Monitoring, Review and Assurance

The Chief Human Resources Officer is responsible for continuous monitoring of the effectiveness, application and improvement of this procedure.

6.0    Recording and Reporting

Recording and reporting are completed in accordance with legislative and UQ requirements.

Human Resources is responsible for retaining records in relation to recruitment, selection and appointment in accordance with the Information Management Policy and Procedure and the Privacy Management Policy.

Transactions and approvals referred to in this procedure are recorded in the Human Management Capital System.

7.0    Appendix

7.1    Definitions

ABSC – Academic Board Standing Committee.

Anti-Discrimination Act – the Anti-Discrimination Act 1991 (Qld).

Attribute – as defined in Section 7 of the Anti-Discrimination Act 1991 (Qld) (Refer to Identified Positions).

Authorised Officer – the officer authorised to exercise the relevant HR power or function in accordance with the HR Sub-delegations Instrument.

Chief Investigator – lead academic in a research project.

Cognate – a relevant individual outside of the immediate organisational unit of the position. This person can be external to UQ.

Enterprise Agreement – The University of Queensland Enterprise Agreement 2018-2021, or as amended or replaced.

Hiring Manager – the manager responsible for filling the vacant position (usually the Supervisor of the position).

Identified Positions – a position to be filled by a person who has a particular attribute, where it is lawful to discriminate on the basis of that attribute such as: racial background, disability, gender and age, in accordance with Section 7 of the Anti-Discrimination Act 1991 (Qld).

Performance Relative to Opportunity – the quality and impact of contributions and achievements given the opportunities available, rather than the quantity and frequency of achievements.

Referee checks – used to validate the information provided by the applicant, and to seek comment with respect to the selection criteria set out in the Position Description and any other matters identified by the selection committee.

Selection Committee – a panel of qualified staff members (and external expertise if necessary) who assess and recommend the best applicant available to fill a vacant position to meet the strategic objectives and/or operational requirements of UQ. 

Selection Committee Chair – member of the selection committee who leads and has the overall responsibility for the selection process. The Chair may also be the Hiring Manager.

Custodians
Chief Human Resources Officer Dr Al Jury

Procedures

Background Checks and Conditions of Employment - Procedures

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1.0    Purpose and Scope

The University of Queensland (UQ) has a duty to ensure the safety and security of the UQ community and to ensure public confidence in the integrity of UQ’s business operations and functions. To achieve this, UQ may require occupants of certain positions to undergo specific background checks and/or to satisfy initial and/or ongoing conditions of employment.

This procedure outlines the background checks and conditions of employment that UQ may require.

All staff undertaking recruitment, selection and appointment activities at UQ must comply with the provisions of this procedure.

This procedure must be read in conjunction with the Recruitment, Selection and Appointment Policy and Procedure, and other relevant UQ policies and procedures.

2.0    Process and Key Controls

  1. Background checks and conditions of employment for a position must:

    • be determined by the Chief Human Resources Officer prior to commencing recruitment;

    • be specified in the position description, in the position advertisement, communicated to applicants throughout the recruitment and selection process, and included in the Offer of Appointment; and

    • include the timeframe for fulfilling these requirements.

  2. Human Resources must ensure that background checks are only undertaken for the preferred candidate/s prior to an Offer of Appointment.

  3. The Hiring Manager must consult Human Resources before requesting or undertaking a criminal history or financial background check on a preferred candidate.

  4. An Offer of Appointment will be made on the condition that the required background checks and conditions of employment are satisfactorily completed.

  5. Authorised Officers may withhold or withdraw an Offer of Appointment if:

    • the preferred candidate/s does not obtain and/or satisfy any background checks or conditions of employment; and/or

    • the results of a background check are determined to disqualify the preferred candidate/s from being appointed.

  6. Authorised Officers may terminate an appointment if the staff member does not meet the required conditions of employment.

3.0    Key Requirements

3.1    Background checks and conditions of employment

Background checks and conditions of employment at UQ include:

  • Identity verification, including photo identification

  • Right to work verification

  • Criminal history checks

  • Working with Children (Blue Card)

  • Health screening and ongoing health surveillance

  • Occupational immunisation or disease screening requirements

  • Vaccine preventable disease (VPD) screening

  • Fit and proper person checks (biosafety, medicines and poisons etc)

  • Radiation licence safety check

  • Financial background checks

  • Qualifications and Professional Registration verification

  • Sanctioned countries check

  • Other checks and/or declarations relevant to the role.

Authorised Officers and Hiring Managers are to consult Human Resources if they are uncertain which background checks or conditions are required for a particular role prior to commencing recruitment.

3.1.1    Identity verification

Preferred applicants for all positions at UQ are required to provide photo identification to verify their identity prior to or at commencement.

3.1.2    Right to work verification 

Preferred applicants will be required verify they have the right to work in Australia.

3.1.3    Right to work verification 

Australian sanction laws implement United Nations Security Council (UNSC) sanctions regimes and Australian autonomous sanctions regimes. 

3.1.4    Criminal history checks

Certain positions may be required by law, by UQ, or another organisation with which the position will interact, to satisfy a criminal history check. This will typically be a national or international criminal history check.

3.1.5    Working with Children Check (Blue card)

Working with Children Checks will be conducted in accordance requirements specified in the Working with Children Policy and the Screening and Blue Card Management Procedure.

The 'No Card, No Start' law under the Working with Children (Risk Management and Screening) Act 2000 and Regulations must be complied with at all times.

3.1.6    Pre-employment medicals and ongoing health surveillance

Pre-employment medicals may be required for positions identified as posing a potential significant health risk to the incumbent. These may include, but are not limited to, allergens, hazardous substances, infectious substances and noise. Pre-placement medicals consider only the candidate’s capacity to perform the inherent requirements of the job.

Preferred applicants who require pre-employment heath checks and staff who require ongoing health surveillance during employment with UQ, are to be referred to the Occupational Health Nurse Advisor (ohna@uq.edu.au).   

The Health, Safety and Wellness Division can advise on the types of pre-employment health checks, screening and ongoing monitoring required for roles across UQ (hsw@uq.edu.au). Health, Safety and Wellness policies and procedures are available at HSW policies and procedures and specific information on health monitoring is available on the HSW webpage.

3.1.7    Occupational immunisation and disease screening

Some roles have an increased risk of exposure to vaccine preventable disease (VPD) and require evidence of occupational immunisations and/or disease screening prior to commencement of work tasks.

Non-compliance with immunisation requirements, or an inability to comply due to health reasons, may impact the ability to fulfil the requirements of the position. 

Information can be found at the UQ Immunisation and disease website and Table 2: Occupational Immunisation.  Further advice is available by contacting the Immunisation Record Team (IRT).  

3.1.8    Finance checks

Some roles may require an applicant to undergo financial background checks including but not limited to:

  • banned and disqualified check by the Australian Securities and Investment Commission, and

  • personal insolvency check by the Australian Financial Security Authority.

The Hiring Manager should contact Human Resources and/or Finance and Business Services for further advice.

3.1.9    Qualifications and Professional Registration verification

The preferred applicant must, prior to or at commencement, provide certified copies of transcripts of mandatory educational qualifications and/or mandatory professional registrations.

3.1.10    Other checks and/or declarations relevant to the role

Any other background checks and/or conditions of employment unique to a particular position must be identified and approved by the Authorised Officer or as determined by the Chief Human Resources Officer prior to advertising the role and following consultation with Human Resources.

3.2    Outcomes of mandatory background checks and conditions of employment

Authorised Officers, in conjunction with Human Resources, will assess and determine a preferred applicant’s suitability for employment based on background check findings.

Background checks are not utilised for the purposes of disqualifying preferred applicants on the basis of prior exercise of academic freedom or freedom of speech

A conditional offer of appointment may be withdrawn if the results of the background checks are not completed or disqualify the preferred applicant/s from being appointed.

Where a criminal history check indicates a record of previous criminal conviction/s, the relevant Authorised Officer, on advice from the Chief Human Resource Officer or Delegate, will determine whether an offer is made to the preferred applicant. 

4.0    Roles, Responsibilities and Accountabilities

Role

Actions

Authorised Officer

Determine and approve required background checks and conditions of employment in consultation with the Hiring Manager and Human Resources.

Ensure any background checks and conditions of employment have been communicated to all applicants at each stage of the process.

Review and determine the outcomes of background checks.

Hiring Manager

Determine the background checks and conditions of employment for a position prior to recruiting, in consultation with Human Resources.

Human Resources

Provide advice and assistance to the Authorised Officer and Hiring Manager.

Co-ordinate the required background and conditions of employment checks as required.

Health, Safety and Wellness

Provide advice on the types of pre-employment appointment screening, medicals and ongoing health surveillance required for roles across UQ.

Provide advice regarding occupational immunisation requirements. Verify and store immunisation records.

Fit and proper person check (for HSW related licences).

Radiation licensing safety check.

5.0    Monitoring, Review and Assurance

The Chief Human Resources Officer is responsible for continuous monitoring of the effectiveness, application and improvement of this procedure.

6.0    Recording and Reporting

Human Resources will maintain records pertaining to background checks in accordance with UQ's Information Management Policy and Procedures, and the Privacy Management Policy.

All transactions, activities and approvals are recorded via UQ’s HCMS.

The health surveillance and immunisation records of individuals are retained by HSW Division in the UQ Records Management System for up to 30 years.

For HSW related licences (biosafety, medicines and poisons etc), the HSW Division will retain the Fit and Proper Person Check in the appropriate UQ system for the length of the licence, or unless otherwise stated in legislation or related instrument.

7.0    Appendix

Authorised Officer – the officer authorised to exercise the relevant HR power or function in accordance with the HR Sub-delegations Instrument.

Fit and Proper Person check – is used to determine a person’s honesty, integrity and reputation in order to confirm they are fit and proper for the role they are undertaking.

Offer of Appointment – a letter provided to a preferred applicant of their contract and employment conditions whereby the preferred applicant is requested to accept the offer of appointment within a specified time period.

Custodians
Chief Human Resources Officer Dr Al Jury

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Custodians
Chief Human Resources Officer Dr Al Jury
Custodians
Chief Human Resources Officer Dr Al Jury