Selection Committee Toolkit

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					Selection
Committee Toolkit
A Step by Step Guide for
Recruitment Selection Committee Members
Office of Human Resource Services
August 2011




Office of Human Resource Services         August 2011
                   Chair                           Recruitment                Candidate

Initiate recruitment process                Advertise vacancy            Submit application
                                                                         through jobs@cdu

Nominate Selection Committee                 Upload Selection
members                                      Committee members to
                                             StaffOnline
Access StaffOnline for applications


Selection Committee members
independently complete ‘Preliminary
Shortlist Assessment’


Meet to compare shortlists and reach
consensus on interview details


Organise venue and any other
requirements for interviews


Contact candidates to arrange                Contact interstate or       Shortlisted candidates
interview (refer interstate/international    international candidates    contacted
shortlisted candidates to recruitment)       to arrange interview


‘Shortlist Rating Report’ to Recruitment     Notify non-shortlisted      Non-shortlisted
                                             candidates                  candidates notified

Conduct interviews
                                                                         Shortlisted candidates
                                                                         interviewed
Discuss outcome of interview


Conduct referee checks and make final
decision


Negotiate with successful candidate                                      Successful candidate
(salary within range and start date)        Manager of recruitment to    accepts verbal offer of
                                            sign offer of employment     employment from Chair

‘Summation and Recommendation
Report’ with ‘Record of Referee
Response’ to recruitment                    Offer of employment
                                            mailed/emailed to
                                            successful candidate
Contact unsuccessful interviewed
candidates and give feedback
                                            Contact unsuccessful
                                            candidates via email to
                                            confirm decision. Arrange
Ensure workstation/ office is ready for     relocation, visa etc (if
start date                                  applicable) for successful
                                            candidate
Contact successful candidate prior to
start date to ensure they know where        Confirm appointee start
to go on their first day                    date sent to Chair
                                                                                  Page 2 of 7
INTRODUCTION
The purpose of this document is to assist line managers at Charles Darwin University (CDU)
in managing the recruitment and selection process. It covers the planning stages of
recruitment right through to assessment and making an offer, and includes related web links
and templates.

SELECTION COMMITTEE

The Role of the Chair
The Chair of the Selection Committee has a lead role in the recruitment process. The Chair
plans the recruitment process appropriate to the position, has a good understanding of the
role being advertised, is at the managerial level and has undergone Selection Committee
training. The Chair liaises with the recruitment team at Human Resources Services (HRS)
during all stages of the selection process, from convening the Selection Committee to
managing the interview process and providing feedback to candidates.

The Role and Composition of the Selection Committee
Under the direction of the Chair, the Selection Committee undertakes a number of roles
throughout the recruitment process, including planning and agreeing the timetable for the
recruitment process, short listing preferred candidates, interviewing candidates and
conducting referee checks.

The Selection Committee should have a minimum of three, and a maximum of five people
capable of assessing the skills and attributes required for the position. The Committee
should include:
    People of equal or higher employment classification to the advertised position except
       when a role has a managerial responsibility (see next point)
    A staff representative when a role has managerial responsibility
    People who have an understanding of how the role contributes to the
       effectiveness of the area (this will usually be the Supervisor)
    Gender representation
    At least one member from outside the immediate work area (external person)
    An Indigenous staff member where an Indigenous applicant has been shortlisted

In the case of Executive appointments:
     A member external to CDU may be included.

Persons nominated as Selection Committee Members must notify the Chair immediately of
any potential conflict of interest, such as being related to an applicant, or being a candidate’s
referee. The Chair is responsible for determining whether the conflict of interest requires the
person to withdraw from the Selection Committee.

SHORTLISTING
Applications for the position will be available for review by the Committee via StaffOnline.
http://www.cdu.edu.au/pmd/staffonline/
Late applications may be accepted by the Chair at any stage prior to interview. Recruitment
will contact the Chair to notify of any late applications, and if agreed by the Chair, the
application will be uploaded to StaffOnline. The Chair will advise Committee Members of any
late applications.




                                                                                        Page 3 of 7
Short listing is conducted independently by all members of the Selection Committee. The
1
 Preliminary Shortlist Assessment form is for use by individual Selection Committee
members to make notes about each application prior to meeting as a group, in order to
determine who should be shortlisted.
Where possible, the Committee should meet in person to compare each shortlist and reach
a consensus on who is to be interviewed. The meeting will be facilitated by the Chair. The
shortlist meeting should establish:
     The candidates to be interviewed
     The questions to be asked at the interview
     The suitability of phone interviews for candidates who would otherwise need to travel
         to attend the interview in person
     Any tasks or presentations that will form part of the interview process

The 2Shortlist Rating Report is to be completed by the Chair of the Selection Committee as
agreed by all members of the Committee. It provides a summation of each candidate's
suitability for interview and the agreed shortlist ratings.

The Committee should prepare a set of questions that test candidate’s skills, knowledge,
competencies, previous experience, qualifications and their understanding of the
requirements of the position. In preparing questions, the Committee should focus on the key
selection competencies needed in the person they hire and ask questions to establish if the
candidate has those competencies. Questions should be specific and require the candidate
to demonstrate how they handled particular situations. Examples include:
         Can you describe a stressful situation you dealt with at work which demonstrates
           your ability to cope?
         Tell me about a time when you took the initiative to head off a problem?
         As a supervisor have you ever encountered resistance from staff? What
           happened and how did you resolve the situation?
         Tell me about a time when you managed a project which failed, and the lessons
           you learnt from the experience?
         Give me an example of your ability to analyse established work processes and
           develop more effective solutions?

If the interview process involves candidates making a presentation or preparing a response
to a question in advance, ample notice should be given to each candidate prior to the
interview (at least 48 hours notice).

INTERVIEWS
Contact shortlisted candidates to arrange interviews. This is your first opportunity to speak to
candidates to establish rapport.

Preparing the Venue
              Choose a comfortable and private room with adequate lighting
              Remove any visible or audible distractions
              Ensure good seating arrangements
              Consider the location of seating for candidates with known hearing, sight or
               physical disability
              Provide clean glasses and fresh water
              Ensure that the candidates will not encounter other candidates on arrival or
               departure.




1
    Preliminary Shortlist Assessment
2
    Shortlist Rating Report
                                                                                         Page 4 of 7
Conducting the Interview
Successful interviews allow information flow between the candidate and Selection
Committee Members. Establish an open and friendly rapport with the candidate as soon as
possible to assist them to overcome any anxiety or nervousness they may be experiencing.

The Chair should:
     Greet the candidate on arrival
     Allow the Selection Committee to introduce themselves
     Advise the candidate of the structure of the interview and its expected duration
     Provide a very brief overview of the job and the workplace, including where the
       position fits into the School/Unit, the size of the team and the constraints and
       challenges which form part of the job

To ensure consistency and fairness, Committee members should share the task of asking
the agreed questions to all candidates. Follow up or probing questions are acceptable if
further information is required. The Committee should also invite questions from the
candidate. If any questions relate to conditions of employment and the Committee is unsure
of the correct answer (e.g. relocation assistance) advise the candidate that the question will
be referred to recruitment who will liaise directly with the candidate on the matter.

The Chair should confirm referee contact details, thank the candidate for his/her interest in
applying for employment at the University and advise them when they should expect to hear
back from the Committee. Committee members may use the 3Interview Assessment form to
record candidate responses during each interview. This worksheet can then be referred to
during group discussion.

Making a Decision
In making its decision the Committee should evaluate all relevant information (application,
interview, exercise/task/presentation and referee checks) in order to select the most suitable
candidate based on merit. Differences of opinion within the Committee should be seen as
both natural and helpful rather than a hindrance in decision making. Generally, differences in
opinion will result in more thorough consideration of all information.

Committee members should not feel compelled to change their minds simply to avoid conflict
or reach agreement. If agreement cannot be reached on the most suitable candidate, there
are a number of alternative courses of action such as follow up interviews, additional referee
information and submission of a minority report as part of the Chair’s recommendation for
appointment. Contact recruitment for assistance with this process.

The Committee should also consider the suitability of second and third ranked candidates.

The Chair of the Selection Committee is responsible for completing the 4Committee’s
Summation and Recommendation for Appointment form for submission to recruitment.

Conducting Referee Checks
Referee checks should be completed before the offer of employment is made. The purpose
of doing referee checks is to collect additional evidence to assess the candidate against the
selection competencies and to confirm the information provided by the candidate. The
Committee should discuss and agree on who will complete referee checks. Two references
are required and should include the candidate’s current Supervisor. If the candidate doesn’t
want their current Supervisor to be contacted, reassure the candidate the Supervisor will
only be contacted in the final stages of the recruitment process. In the event of an adverse
reference, the candidate should be offered a right of reply to ensure natural justice. Contact
recruitment for assistance with this process.
A written record detailing the nature of verbal referee checks must be completed on the
5
 Record of Referee Response form.


3
    Interview Assessment
4
    Committee’s summation and Recommendation for appointment
                                                                                      Page 5 of 7
Making a Verbal Offer
The Chair will advise the successful candidate verbally that they are the preferred candidate
for appointment and can make an offer within the approved classification level. If
negotiations are made outside the advertised position, the Chair must seek guidance from
recruitment.

Notifying Interviewed Candidates That They Are Not Successful
The Chair will contact unsuccessful candidates to provide feedback on their interview. This
can be a difficult conversation. Stress the positive attributes of the candidate and advise that
they did not meet the selection criteria to the same extent as the preferred candidate. Be
constructive, factual and fair. Ask permission to keep a candidate’s details on file in the
event of other opportunities. Letters to unsuccessful candidates (interviewed) will also be
generated by recruitment.




5
    Record of Referee Response
                                                                                       Page 6 of 7
                               Selection Committee Checklist
Chair   Committee                                                      Task
                                            Initiate Recruitment Process

                   Review the need for the position, and confirm budget approval.

                   If it is a new position create a Position Profile using the Position Profile Template.
                    If it is an existing/vacant position ensure the Position Profile is up to date.

                   Send Position Profile to Employee Relations to review if position needs reclassifying.

                   Nominate Selection Committee members (minimum 3, maximum 5).

                   Complete the Request for Recruitment Action form and the Recruitment Justification form. Send
                    these two forms and the up to date Position Profile to recruitment for consideration by recruitment
                    Review Committee

                    Once approved:

                   Ensure the Selection Committee members understand their roles and responsibilities in the short-
                    listing and interview process.
                                                Short-listing Process

                  Chair and Committee members access StaffOnline for applications.

                  Chair and Committee members independently complete short-list of candidates using the
                    Preliminary Shortlist Assessment form.

                  Chair and Committee meet (preferably in person) to compare each short-list and reach a consensus
                    on:
                         Who is to be interviewed (including shortlist ratings)
                         Questions to be asked
                         Suitability of phone interviews for interstate or international candidates.
                         Any tasks or presentations for form part of the interview process.
                         Date, time and location of interviews.

                  Organise venue and any other requirements for interviews.

                  Contact candidates to arrange interview (refer interstate and/or international candidates to
                    recruitment). Advise candidate if presentation/assessment will be required at interview (at least 48
                    hours notice).

                   Chair completes the Shortlist Rating Report and submits to HRS including information on venue,
                    times and dates of interviews no more than five working days from the closing date of the advertised
                    position.
                                                       Interviews

                  Conduct interviews using Interview Assessment form.

  or              Conduct referee checks using Record of Referee Response form.

                   Complete Committee’s Summation and Recommendation for Appointment form and forward to HRS
                    with the Record of Referee Response form (minimum of two).

                   Make a verbal offer: Negotiate start date and salary (within range) with successful candidate.

                   Contact unsuccessful candidates and advise they are not recommended for appointment at this
                    stage. Offer feedback if requested.

                   Refer to HRS for any arrangements such as Visa, Relocation, Criminal History Check and
                    Qualification Check.

                   Ensure that workstation/office is ready for the successful candidates start date.

                   Contact successful candidate prior to their start date to ensure they know where to go when they
                    arrive on their first day (and who to ask for if appropriate).



                                                                                                        Page 7 of 7

				
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