Facilitator: Luci Fittler, R/Workforce Services Coordinator Human Resources Services

1. Staff Selection Workshop 1 March 2012 Facilitator: Luci Fittler, R/Workforce Services Coordinator Human Resources Services

2. Policies & Procedures TAFE NSW HUMAN RESOURCES POLICIES STAFFING PROCEDURES FOR TAFE NSW PART-TIME CASUAL TEACHERS – CONDITIONS OF EMPLOYMENT PROCEDURES TEMPORARY TEACHERS CONDITIONS OF EMPLOYMENT PROCEDURES POLICY - TRANSFERS TEACHING/EDUCATIONAL STAFF POLICY – TRANSFERS ADMINISTRATIVE SUPPORT STAFF POLICY - CLOSE PERSONAL RELATIONSHIPS

3. Merit Selection The process of selecting the best person for the job through: • Open competition • Measuring against selection criteria • Comparative assessment of applicants • Equity (principles of EEO, anti-discrimination) • Integrity • Transparency • A panel decision (confidentiality)

4. Recruitment Overview Group Activity 1 • The steps in the recruitment process

5. Recruitment Overview • Initiating recruitment • Advertising • Selection Process • Approval Process • Job Offer/Induction • Feedback

6. Initiating Recruitment • Vacancy occurs or new position created. • Job Analysis. • Delegate approves filling of vacancy (Application to Recruit). • Advertisement is prepared, including Selection Criteria. • Excess Officer checks. • Transfer checks. • Eligibility List or Suitability List checks.

7. Selection Criteria • Valid selection criteria are fundamental to the success of the selection process. • Conveners are asked to confirm content of PDs/SODs prior to publication. • Reviewing the selection criteria carefully before advertising assists in attracting the right candidates and avoids unnecessary delays. • Every aspect of the selection process relates to the selection criteria. • Selection criteria must relate directly to the duties of the job and specifically to the skills, attributes and knowledge that a person requires to perform the duties of the position. • Consider what capabilities are required to perform the role. Capability Framework www.pscapabilities.nsw.gov.au .

8. Advertising • Advertisement published • Gazette • Jobs@SWSI • Jobs@TAFE • Jobs.nsw • Inquiry Officer responds to queries • Please ensure the nominated contact is aware and available to answer job related questions • Information Packages available for download from job boards • Applications received & collated • Staff Selection Panel formed and approved by HR

9. Forming the Panel The Selection Panel, as a minimum, consists of two members: • Convener • Independent • Panel Member (optional)

10. Forming the Panel (cont.) The independent: • Can be an employee from within the Department (including the TAFE Commission Division) provided that the person is not from the same faculty, functional unit or teaching centre to that in which the vacancy exists; • If external, should also be familiar with the Staff Selection policy and procedures within TAFE NSW.

11. Forming the Panel (cont.) • There must be at least one female and one male on the panel; • At least one member should be thoroughly familiar with the position, its duties, its environment, and the knowledge, skills, aptitude required of the successful applicant; • Identified positions must have a representative panel member; • Members of the selection panel who are employed in the Department of Education and Training, or the TAFE Commission Division, must be of a salary or wage level above that of the vacant position; • Internal panel members to be trained in Staff Selection.

12. Selection Process • Convener receives pack including applications • Selection panel meets to discuss selection process • Applications short-listed

13. Convener Responsibilities • Organising the dates, times and venues for the panel to convene for both short listing and interviewing of applicants; • Organising the Trade Test / Skills Test (where applicable); • Ensuring that all supporting documentation (compulsory forms, proof of ID, certified copies of qualifications) is provided by the applicants; • Completing all administrative work associated with the Selection Panel Report; • Ensuring that the recruitment process is finalised in a timely manner. You must advise a member of the Workforce Services Team where this is not practical.

14. Selection Panel Responsibilities • Ensuring that the selection process is conducted in a fair and impartial manner so that suggestions of bias on the grounds of sex, race, pregnancy, age, marital status, disability, homosexuality, transexuality, carer’s responsibilities, ethnicity and ethno-religious background cannot be made; • Panel members need to declare to the panel any close personal relationship with, or bias for or against an applicant; • Each panel member will be an equal participant in discussions, analysis and decision making; • The confidentiality of the selection process must be observed during and after the selection process. Selection panel members must not divulge information about the process or any applicant to anyone outside the selection panel.

15. Short Listing the Candidates Group Activity 2 Task • Discuss selection criteria • Determine how panel will measure applicant’s merit • Review applications against selection criteria • Make a decision as to who you will interview Resources • Short Listing page from Staff Selection Report • Job Applications

16. Evidence • Selection Criteria - How it can be measured: • Application • Skills/Trade Test • Interview performance • Referee Reports • Additional information provided at interview • Other Evidence Sheet

17. Selection Process (cont.) • Trade or Skills Test (where applicable) • Interviews organised (Minimum three working days notice, time, day, location, duration, selection panel and any special requirements.) • Questions prepared based on Selection Criteria

18. Question Types & The Interview Group Discussion: • Should interviews questions be given to applicants before the interview? • Learning from personal experiences

19. Question Types There are a number of different kinds of questions. • Avoid: • Closed • Leading • Double Barrelled • Heavily Prefaced • Jargon • Use: • Selection Criteria • Open • Hypothetical • Scenarios Question Types

20. Recommended Question Types • Selection Criteria • Open: • "How…” • “What…” • “Why…” • “Describe…” • “Explain…” • “Tell me about…” • “In what ways…” • “What were some…” • “Could you tell us…“ • Hypothetical or Scenarios • "What would you do if . . . . ?“

21. Question Types to Avoid • Closed • Closed questions are framed to elicit YES or NO answers. • Leading • "Surely you didn't agree with that?“ • Double Barrelled • "What did you think of the comment.... and do you agree with it, and if not why, and what other comments would you like to make in any case?“

22. Question Types to Avoid (cont.) • Heavily Prefaced • "In TAFE we have a diverse range of clients. Our clients range from industry to the community. In the classroom situation students are also many and varied - ranging from young students to mature students returning to study. Could you tell us how you might accommodate this diverse student group in your teaching and learning strategies?"

23. Question Types (cont.) Group Activity 3 Task • Make up three or four questions you might ask at interview Resources • Presentation paper & pens

24. Role of the Convener at Interview • Ensure interview environment is appropriate. • Managing the time aspect of the interview. • Meeting and greeting the applicants. • Introducing the panel members. • Outlining the structure and purpose of the interview. • Ensuring the applicant is at ease. • Structuring the Interview

25. Role of the Convener at Interview • Commencing with the first question. • Ensuring that all questioning is relevant and thorough. • Clarifying any questions that the applicant misunderstands. • Asking applicants at the end of the interview if they have any questions or anything they would like to add. • Advising the applicants of the process and expected timeframes until they receive advice of their result. Convener Checklist for the Interview

26. Role of the Panel Members at Interview • Ask questions as allocated • Observe applicant reactions • Take detailed notes • Follow the lead of the convenor • Maintain a positive attitude

27. Referee Reports • Two referee reports for any successful applicant, include compulsory child protection question. • Ask questions based on selection criteria • Follow up claims by applicant • Panel assesses referee comments

28. Staff Selection Report The purpose of the report is to: • Document recommendations and summarise decisions • Provide a summary for the delegates • Provide a reference document for post selection feedback and appeals

29. Staff Selection Report (cont.) The following should be included: • Selection panel details • Short-listing details • Blank copies of interview questions and trade/skills test. • Trade Test/Skills Test results • Referee reports

30. Staff Selection Report (cont.) • Recommendations for: • Appointment • Eligibility/Suitability list • Unsuccessful NOTE: Comments for each applicant should include reference to their performance at each stage of the selection process: • Application • Trade/skills test • Interview and • Referee reports • Alternate report if required Writing the Staff Selection Report

31. Report Writing Group Activity 4 Task Write a recommendation for an unsuccessful applicant. Resources • Short Listing page from Staff Selection Report • Unsuccessful page from Staff Selection Report • Job Applications

32. Submitting the Report for Approval What you need to return to HR: • Staff Selection Report, signed by all panel members and local delegate • All applications • The following must be included for each successful applicant: • Declaration and Employment Screening Consent form • 100 points of proof of identification • Certified copies of relevant qualifications • Verification of Qualification form Report Example

33. HR Responsibilities Report checks conducted to ensure transparency, equity, accuracy and supporting documentation Employment Screening checks Not to be Employed checks Conduct and Service

34. Approval Process • The selection panel makes the recommendation of the best applicant for the position. • It is the delegates who actually make the final decision by approving or not approving the recommendation. • The selection report must provide enough information for the delegates to make their decision. • Delegates may request additional information where insufficient evidence is provided.

35. Post - Approval • Job offer • Applicants notified of outcomes, including letters • Post-interview counselling/feedback • Induction for new employee (Job Demand Checklist)

36. Appeals When an applicant believes they have more merit to a position, they may lodge an appeal. To the Managing Director: • For Institute Managers. Must be lodged within 10 calendar days of receiving verbal or written notice. To the Regional Manager Human Resources under the DET Complaints Handling Policy Guidelines: • For all other positions, including Clerks, Teachers and Related.

37. Recruitment Overview • Initiating the recruitment • Advertising • Selection Process • Approval Process • Job Offer/Induction • Feedback

38. Overview Group Activity 5 Task Complete Review Questions Resources • Handout

39. Recruitment Forms • Application to Recruit • Selection Panel Approval form • Recruitment Checklist for Convenors • Staff Selection Report All • Staff Selection Report – PTCT • Declaration and Consent March 2010 • Proof of Identity Checklist March 2010 • Qualification Verification