7 EEO, EQUITY and APPOINTMENTS

7.01 Equity and the Merit Principle

7.01.02 If you had applied in writing, in the time allowed, for any appointment or promotion you may ask in writing and be told in writing of the reasons for not being selected or promoted.

7.01.03 As far as possible, all deliberative and consultative committees of the University should have gender balance.

7.01.04 Promotion and incremental progression under this Agreement are based on merit and satisfactory performance of duties respectively. The approval of leave and advancement through either promotion or incremental progression are not subject to the financial capacity of the budget unit to pay.

7.02 Advertising Vacant Positions

7.02.02 A copy of all advertisements will be sent to the local branches of the Unions before the date on which they are advertised in the press.

7.02.03 Advertisements for positions will show clearly if the appointment is to be continuing or fixed term. The position should be filled at the Level and Classification in the advertisement.

7.02.04 All positions advertised will have clearly defined selection criteria, shown in the advertisement and sent in full to applicants as part of the information package. The advertisement will tell applicants to obtain the information package and to address the selection criteria in their applications.

7.02.05 The criteria must not be changed after advertising and will be the basis for all discussions, deliberations and decisions throughout each selection process.

7.03 Recruitment and Selection Procedures

7.03.02 Use of the selection criteria in 7.02 and a structured selection process will make sure the process is, and is seen to be, fair, equitable and legally defensible.

7.03.03 Short-listed applicants will be interviewed, by the full selection panel, on campus, by telephone, or by video-conference.

7.03.04 The Personnel Office staff should be consulted before any other selection tools (for example, testing of technical skills) are used.

7.03.05 The EEO Officer is to be told of every selection process and may go to any part of a selection procedure. As an applicant, you may ask the EEO Officer or a nominee to be present.

7.03.06 You will have your rights respected as a potential or actual applicant, including the right to confidentiality before, during and after the selection process.

7.03.07 Neither selection committee members nor other Macquarie University staff are to put your current employment or situation at risk. Only those referees nominated or approved by you may be contacted.

7.03.08 You should be told of the composition of the committee and may ask for this information before or after you apply.

7.03.09 You will be told if you are successful in a formal letter of offer only after the committee's recommendation has been approved.

7.03.10 You will be told if you were unsuccessful, if you were interviewed or an internal applicant, when the successful applicant has accepted the offer. You may ask and will be given feedback on the reasons. This feedback will normally be given orally, by the member of the committee nominated to do so, from the committee's formal report. You may ask in writing within 10 working days of having the decision and get the feedback in writing.

7.03.11 All selection committee members have the responsibility to ensure:

• that the process is fair, equitable and quick;
• that any conflict or possible conflict of interest is declared at the outset or when it becomes apparent;
• that all applications are considered carefully and fully;
• that any discriminatory or prejudicial comments, judgements or actions are challenged at once;
• that any failure to follow due process is brought to the attention of the Chair, Head of Office/Division, or EEO Officer or Personnel Office;
• and that strict confidentiality is maintained, before, during and after the selection process.

7.03.13 All staff involved in selection procedures will be given training in:

• University policy and procedures;
• determining position requirements and developing effective criteria;
• equity issues, and the rights of applicants;
• assessing applications and the short-listing process;
• making interviews effective and as objective as possible through:
  • use of structured process, with all questions relating to the selection criteria;
  • effective question construction, including behavioural questions, situational questions, and probing;
  • good voice tone, body language and communication styles;
  • the environment and atmosphere to get the best out of the candidate;
• making committee discussion processes as effective and objective as possible, based on the experience and views of all members;
• assessing referees' reports;
• contacting referees for verbal reference checks; and
• assessing applicants, discussion and decision making and finalisation of committee reports.

7.03.15 By June, 2001, all selection committees will include at least 2 members trained by the University. By December, 2002, all University members of selection committees must have finished the University training.

7.03.16 Where a member, or members, of a selection committee have strong reservations about a majority decision, they have the right to send a minority report. This should be sent to the Head with a copy to the Deputy Vice-Chancellor for Academic positions, or the Director, Personnel Office, for General staff positions.

7.04 Appeals Against Non-Appointment

7.04.02 You may apply to have that decision reviewed under 14.02, if you think that:

• the decision to not appoint you did not follow the appointment procedures; and/or
• the reasons given for not being appointed were unsuitable.

7.04.04 You may only appeal about not being appointed if:

• you are a staff member and you:
  • are not a fixed-term staff member with less than 6 months service with the University or a casual;
  • satisfy the advertised minimum requirements;
  • are willing and able to take up the duties of the position;
• the person appointed is already employed by the University;
• the appointment is continuing or, if it is a fixed-term appointment or a secondment, the term is for two years or more; and
• the position:
  • carries a higher salary than the one you occupy now;
  • is below Level D or below Band 2 of Level 10.

7.04.06 The Vice-Chancellor's decision on the recommendations of the Review Panel will be final.

7.05 Increasing Opportunities for Further Employment of Casual and Fixed Term staff

7.05.02 At the end of your fixed-term, you will have your name placed on a 'Register for Fixed-Term Employment', maintained by the Personnel Office, if you were appointed from a merit-based selection process and assessed as satisfactory through the PMS.

7.05.03 When on this Register, you may be offered further fixed-term appointments at the same Level if you satisfy the selection criteria and the criteria in 6.02. No further selection process will be needed unless more than one suitable person is available on the Register.

7.05.04 A system of 'pooling' of a part of the non-recurrent funding in each Office and Division could allow for longer fixed-term, or even continuing, appointments of people with generic skills at appropriate levels.

7.05.05 This 'pooling' would involve a careful estimate of the likelihood of funding for employment.

7.05.06 Staff in each pool would be available for placement in 'client' units, with their services being costed at hourly rates.

7.05.07 Normal selection processes, salaries and terms of employment, including performance management, would apply to members in a 'pool'.

7.06 Induction

7.06.02 The Head will make sure that you receive:

• information and documentation needed for the payment of salary and for deductions from salary;
• an instrument of appointment, this Enterprise Agreement (for non casual staff), and University policy documents on OH&S, EEO, etc.;
• information kits as provided by the Union branches; and
• details on parking, campus facilities and locations.

7.06.04 The Head will make sure that you receive the Discipline Profile or Job Description and are made aware of probation and performance requirements.

7.06.05 As an Academic staff member, you will also be made aware of, and be given an opportunity to take part in, the CPD 'Introduction to Teaching' and 'Introduction to Research' programs. This may involve reduced teaching loads during the first semester each year when these are held.

7.06.06 The Head will encourage you to go to the 'Welcome to New Staff' seminar run by CPD at the start of each year. You will get:

• an overview and background to the University, including its governance, structure and organisation;
• an overview of the University's facilities and resources; and
• an introduction to, and opportunity to meet, key office holders in the University and the Union.