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1. Purpose and Objectives

These procedures outline the steps for internal transfer and appointment of staff without advertising.

2. Definitions, Terms, Acronyms

Authorised Officer – the officer authorised to exercise the relevant HR power or function in accordance with the HR Authorisation Schedule

Head – Head of organisational unit

3. Procedures Scope/Coverage

These procedures apply to professional staff and must be applied in conjunction with the Professional Staff Recruitment by Exception Strategy. In the event of any inconsistencies, and during COVID-19, the University's Temporary Additional Recruitment Controls (TARC) will apply. 

4. Procedures Statement

These procedures are an alternative to the standard procedures set out in PPL 5.30.01a Recruitment and Selection - Policy and the Recruitment & Selection Manual which will normally be followed.

These procedures are to assist Heads in making the best use of their staff resources and to provide career opportunities for them.

Staff who are appointed under these procedures will generally be those who have been appointed to the organisational unit through an open selection process, and who have demonstrated an ability or potential to perform a wider range of tasks than those of their substantive post, or who have demonstrated that they are suitable for permanent employment.

5. Temporary Appointments

An existing staff member can be appointed directly to a vacant position on a temporary basis (12 months or less) if the position is of the same classification as the staff member's substantive position. Appointing a person on higher duties temporarily is a separate process (PPL 5.50.04b Performance of Higher Level Duties - Procedures).

6. Permanent Appointment to a Position at the Same Level

A staff member can be appointed permanently, or for a fixed-term period greater than 12 months, to a position classified at the same level as the staff member's substantive classification, on condition that:

  • the staff member has performed the duties of that position satisfactorily for a period of at least six months on a temporary appointment, or the staff member has completed a period of probation at that classification in a similar position at the University; and
  • the position requires specific skills which are possessed only by a limited number of staff within the University; and
  • the appointment is endorsed by the supervisor and Head, who will be required to submit a written case supporting the appointment; and
  • the appointment is approved by the Authorised Officer.

7. Permanent Appointment to a Position at a Higher Classification

Where the classification level of a position is greater than the substantive level of the person filling it temporarily, the position will normally be advertised at least internally within the University. In exceptional circumstances, the temporary incumbent can be appointed directly to the position on condition that:

  • the staff member has the appropriate qualifications and experience for the position, as detailed in the position description and selection criteria for the job, and has been satisfactorily acting in the position for a period of not less than six months; and
  • The Head demonstrates that the position requires specific knowledge of University systems and procedures or specific experience within the University context, and that the temporary incumbent possesses these.

In these circumstances, the Head must seek advice from the Director, HR before submitting to the Authorised Officer for approval.

Chief Human Resources Officer Dr Al Jury