Recruitment and selection guideline for the appointment of sessional academic staff - D16/128374

Transcription

1 Uncontrolled if printed. Refer to the UON Policy Library website for current version. Recruitment and selection guideline for the appointment of sessional academic staff - D16/ TABLE OF CONTENTS 1. Introduction 2. Audience 3. Definitions 4. Identification of vacancy or need 5. Position description developed 6. Recruitment process 7. Selection process 8. Appointment procedure 9. Orientation and onboarding 10. Appendices 11. Administration Appendix 1 Sessional academic position description Appendix 2 Sessional academic reference check template Recruitment and selection guidelines for the appointment of sessional academic staff Page 1 of 17

2 Uncontrolled if printed. Refer to the UON Policy Library website for current version. 1. INTRODUCTION The University of Newcastle s (UON) sessional academic staff play a significant role in contributing to the achievement of our strategic objectives, particularly our strong commitment to an exceptional student experience and our high quality innovative teaching and learning practices. This guideline should be read in partnership with the Recruitment, Selection and Appointment of Academic and Professional Staff Procedure, which sets out the minimum selection process for the recruitment of sessional academic staff at UON. This guideline aims to build on the minimum requirement, to encourage Schools/Units to implement a best practice framework that ensures a quality assured, merit-based and consistent approach to the recruitment, selection and appointment of sessional academic staff. The following streamlined processes for sessional academic staff should not compromise the University s recruitment principles of merit, equity and diversity and fairness. 2. AUDIENCE Current and prospective UON staff. 3. DEFINITIONS In the context of this document: Sessional employment Hiring Manager Reference checks means employment by the hour and paid on an hourly basis that includes a loading in lieu of benefits. Sessional employment may be on an hourly or sessional basis. means the staff member who is facilitating the recruitment on behalf of the School/Unit. For sessional academic staff, this is typically the Head of School or their nominee. means contacting appropriate referees to gather information on the candidate s skills, experience and previous employment record. 4. IDENTIFICATION OF VACANCY OR NEED 4.1 The decision to appoint sessional academic staff should be made by the Head of School/Unit, within the context of the workforce plan and budget of the School/Unit in consultation with Course Coordinator. 4.2 Consideration of elements such as the types of duties, period of employment and hours required, staff profile and workload model will determine whether the position is suitable to be filled on a sessional academic basis. Recruitment and selection guidelines for the appointment of sessional academic staff Page 2 of 17

3 Uncontrolled if printed. Refer to the UON Policy Library website for current version. 5. POSITION DESCRIPTION DEVELOPED 5.1 Once the need for a sessional academic staff member is confirmed, a position description should be developed for the purpose of clearly setting out the role responsibilities and typical activities. 5.2 The position description will include selection criteria that outline the minimum skills, knowledge, experience and qualifications required for the role. The position description will be developed by the Hiring Manager and provided to the relevant Course Coordinator for review, who will be responsible for working with sessional academic staff. The position description must be approved by the Head of School (or delegate). 5.3 A generic sessional academic position description is attached to this guideline as Appendix 1. This draft should be used by Schools/Units as a starting point for developing their own more specific sessional academic position description. 6. RECRUITMENT PROCESS 6.1 To facilitate the filling of sessional roles at short notice, and to ensure a fair, transparent, merit-based and consistent approach, it is recommended that the School/Unit conducts an Expression of Interest (EOI) process to develop, maintain and refresh a register of suitable sessional academic appointees. 6.2 The EOI process should be conducted annually (advertised both internally and externally) to ensure equity of employment opportunity, quality of sessional academic resources, relevance and currency. 6.3 The EOI process should involve the following: The Hiring Manager completes a Sessional Academic EOI Request form and obtains Head of School approval. Once approved, the form is forwarded to the Recruitment Team in Human Resource Services The Recruitment Team will coordinate a call for expressions of interest which is advertised both internally and externally to the University as determined by the Hiring Manager and the Recruitment Team. It is recommended that the advertisement is placed at an appropriate time deemed by the School prior to the commencement of the relevant teaching period to allow adequate time for each appointed sessional academic to receive appropriate onboarding and orientation prior to the start of the teaching period Applicants complete an online application form through the University s job vacancies page. This form specifically addresses the School s needs and selection criteria. The applicant must attach a copy of their CV. Recruitment and selection guidelines for the appointment of sessional academic staff Page 3 of 17

4 Uncontrolled if printed. Refer to the UON Policy Library website for current version Once the EOI has closed, the Recruitment Team will provide the Hiring Manager (or nominee) with access to the applications in order for them to conduct the selection process. 7. SELECTION PROCESS 7.1 The Hiring Manager will coordinate the selection of sessional academic staff. The selection should be made in consultation with the relevant Course Coordinator (or delegate) and selection decisions must be approved by the Head of School. 7.2 If the Hiring Manager has a financial, family or other close personal relationship with any appointee there is the potential for an actual or perceived conflict of interest. The Hiring Manager must adhere to the University s Conflicts of Interest policy (clause 5.2 Prejudicial Relationships) and the Code of Conduct before any appointment is made to ensure that there is no actual or perceived conflict of interest. 7.3 The Hiring Manager is responsible for ensuring that all applicants deemed appointable are able to provide evidence of their proof of working rights. If the applicant cannot provide this then their application cannot be considered. 7.4 Applicants are assessed against the following: Whether they hold the relevant qualifications; and How they meet the selection criteria; and Past teaching performance if they have previously worked in the employing Faculty/ Division. 7.5 Where the applicant has not previously worked in the employing Faculty/ Division, it is necessary to conduct an informal interview to determine if the applicant is suitable for the role. 7.6 A minimum of two referee checks must be undertaken for applicants not previously engaged as sessional academic staff in the employing area. The attached reference check form (appendix 2) provides a guide for the types of questions that should be asked. 7.7 Once the selection process is complete, all EOI applicants who are deemed appointable will be added to the School/Unit s sessional academic register which will be held for the Academic year. 7.8 While it is recommended that all appointments are made from the sessional academic register, circumstances such as lead-time, the availability of potential applicants for emergency situations such as illness, the failure to attract suitable candidates by the EOI or the scheduling of extra classes at short notice may mean that selection from the register is not always possible. In these circumstances the Head of School may use their discretion to appoint a suitable candidate not on the register. In this situation a CV, certified copies of qualifications and proof of working rights and two referee checks must be obtained. The Recruitment and selection guidelines for the appointment of sessional academic staff Page 4 of 17

5 Uncontrolled if printed. Refer to the UON Policy Library website for current version. position description should also be provided to the sessional academic staff member prior to an offer of employment. 7.9 An appointee s application documentation should be retained at the School/Unit level for the duration of their employment and then destroyed after 2 years (unless required for purposes such as worker s compensation legal proceedings) or kept for eligibility purposes Sessional academic staff who are currently teaching in the School/Unit do not need to reapply through the EOI each year. Instead the Head of School or delegate should undertake an appraisal of performance using Faculty/School based metrics which should inform whether they remain on the School s sessional academic register. 8. APPOINTMENT PROCEDURE 8.1 The duties, working arrangements and remuneration of sessional academic staff must be in accordance with the University of Newcastle Academic Staff Enterprise Agreement A sessional academic appointment must be approved by the Head of School/Unit. 8.3 An online appointment form is submitted to Human Resource Support Services by the Hiring Manager or nominee. A completed UON Employment Pack, including certified copies of proof of working rights and qualifications is to be attached to all new sessional academic staff appointments. 8.4 Where necessary, a completed New Working with Children Clearance Number Form will need to be submitted with the appointment paperwork. To determine whether a New Working with Children Clearance Number Form is required, please refer to the information at the top of the form. 8.5 Once the appointment is confirmed by Human Resources, the Hiring Manager or delegate will provide a letter of offer (and timetable) which includes the duties required, the number of hours, the rate of pay for each class of duty required and a statement that any additional duties required during the term will be paid for. 8.6 The Hiring Manager must ensure that the letter of offer is received and signed by the sessional academic before they commence employment with the University. 8.7 The appointment procedure is outlined in the table below. Responsible party Action required Head of School Grant Approval to appoint sessional academic staff Nominate a Hiring Manager to coordinate the recruitment and selection process for the School s academic staff Approve sessional academic position description and EOI request form Approve appointment of sessional academic selected Approve appointment of a sessional academic outside the EOI process Recruitment and selection guidelines for the appointment of sessional academic staff Page 5 of 17

6 Uncontrolled if printed. Refer to the UON Policy Library website for current version. Responsible party Action required Ensure the School s sessional academic register is reviewed and refreshed annually Ensure the School has an effective orientation program in place for its sessional academic staff Manage the performance review process for sessional academic staff and provide feedback as appropriate, or nominate a delegate to perform this task HR Recruitment Team Coordinate the internal and external advertisement of the EOI Provide the Hiring Manager with access to the EOI applications Hiring Manager Develop position description in consultation with Course Coordinators Forward completed sessional academic EOI request form to the Recruitment Team Declare any conflict of interest Conduct interviews and reference checks as part of the selection process, where appropriate Obtain approval to appoint from the Head of School Sight and certify copies of qualifications and proof of working rights Forward sessional academic employment paperwork and related documents to Human Resource Services for processing Issue the sessional academic letter of offer (or nominate a delegate to perform this task on their behalf) Ensure a signed letter of offer is received from the sessional academic prior to commencement of duties Retain recruitment documentation for necessary period Ensure that the staff member completes their orientation Course Coordinator Review and provide feedback on the position description Participate in the selection of sessional academic staff Participate in the orientation of sessional academic staff as required HR Services Audit the appointment paperwork to ensure it complies with relevant legislation and University policy Approve the Staff Appointment Online form Sessional academic staff Complete EOI application form Provide copy of CV Provide at least two referee s contact details Provide certified copies of qualifications Provide certified copies of proof of working rights Provide Working with Children Clearance Number where necessary Sign and return letter of offer prior to commencement of employment Recruitment and selection guidelines for the appointment of sessional academic staff Page 6 of 17

7 Uncontrolled if printed. Refer to the UON Policy Library website for current version. Responsible party Action required Complete all necessary onboarding and orientation requirements 9. ORIENTATION AND ONBOARDING 9.1 All sessional academic staff must complete an online orientation program at the time of their first appointment. The following modules must be completed: UON Academy orientation; Health and safety induction; and Equity and Diversity orientation. 9.2 It is recommended that the School design a local orientation program that covers the following: a tour of the work area and personal work space (if applicable); provision of keys/swipe cards; what is expected of them in their role; core University/Faculty/School policies, directions and guidelines related to the role; performance and development, including access to training; safety and emergency procedures; the resources that will be provided to them; assign a contact within the School/Faculty/University who can provide them with advice and support; the Course Coordinator details to provide advice in relation to course design, timetable, curriculum, course outcomes and assessment; awareness of the online CTL resources that are available to new teachers. 10. APPENDICES Appendix 1 Appendix 2 Sessional Academic Position Description Sessional Academic Referee Check Template 11. ADMINISTRATION TRIM number D16/ Recruitment and selection guidelines for the appointment of sessional academic staff Page 7 of 17

8 Uncontrolled if printed. Refer to the UON Policy Library website for current version. Document owner Document approver Lisa Fairlie, Manager, Recruitment and Support Services Sharon Champness, Director, People and Workforce Strategy Other stakeholders Date of this version 16 May 2016 Review date 16 May 2018 Legislation Supporting documents Further information Code of Conduct Conflicts of Interest Policy Recruitment, Selection and Appointment of Academic and Professional Staff Procedure Position Description Template Sessional Academic EOI Require Form Staff Appointments Online Referee Check Form Previous versions Date Amendment 8 August 2016 Approval to change the terminology from casual academic to sessional academic. 16 May 2016 New guideline, first version. Recruitment and selection guidelines for the appointment of sessional academic staff Page 8 of 17

9 APPENDIX 1 SESSIONAL ACADEMIC POSITION DESCRIPTION Position Title Academic Level School / Unit Faculty / Division Reports to Direct Reports Contract Type Sessional Academic NA School to populate School to populate Head of School, with an informal reporting to line to the Course Coordinator School to populate Sessional ROLE DESCRIPTION Writing tips: A succinct description of the role; its purpose and key functions. Describe how the role contributes to the achievement of objectives/strategies as outlined in the UON Strategic Plan. Our sessional academic staff play a large role in contributing to the achievement of our strategic objectives, particularly our strong commitment to an exceptional student experience and our high quality innovative teaching and learning practices. Their contribution to our success can be in many forms, including sessional coordination, lecturing, tutoring, marking, student consultations and other appropriate administrative tasks. School to populate with information on teaching areas and teaching models used. OVERVIEW OF UNIT/SCHOOL AND POSITION CONTEXT Writing tips: A succinct description of the role of the work unit / school in the Division or Faculty within the context of the University as a whole. School to populate with information about the School and Faculty ORGANISATION CHART

10 Pro Vice- Chancellor Head of School Course Coordinator Sessional Academic

11 ROLE RESPONSIBILITIES AND TYPICAL ACTIVITIES The following list of responsibilities is to be used as a guide only. Duties may vary from course to course, and at the various locations. Course Coordinators will outline the exact role and expected duties of each position, as deemed appropriate, from this list of responsibilities. Area of accountability Teaching and Learning Core Responsibilities & Typical Activities Enhance student s skills, knowledge and understanding through the efficient and timely preparation and delivery of lectures, tutorials, demonstrations and/or workshops. Engage students in intellectual inquiry appropriate to the level of the course of study and unit being taught. Provide students with timely access to the information and support needed to complete their work for the course. Mark assessment items. Ensure a supportive and positive learning environment for all students. Be familiar with and follow relevant policies and procedures. Be aware of institutional student support such as academic skills programs, counselling and disability services and liaise with these supports as required. Maintain regular and timely communication with course coordinator and School administrative office. Work as a member of a team and attend meetings when required. Observe principles and practices of equity and diversity in the workplace. Ensure a safe working environment for self and others. Measures of Performance Informal and formal feedback from students Assignments marked and returned to students with appropriate feedback within agreed timelines UON Code of Conduct adhered to at all times Participate in all mandatory induction courses Feedback from University staff POSITION CHARACTERISTICS Organisational Knowledge UON s Vision, Values & Strategic Objectives Professional / Industry Knowledge Level of supervision / independence Must be qualified to at least one AQF qualification level higher than the course of study being taught, or with equivalent professional experience Utilise initiative and work with minimal supervision

12 Problem solving and judgement Key relationships (internal & external) & immediate team Challenges Special Characteristics WWC Check Required Criminal Record Check required High level problem solving skills and ability to utilise academic judgement to make decisions Course Coordinator, Program Convenor, School Administrators, Teaching Team staff Prioritisation, time management, maintaining regular communication when away from campus Availability between the hours of 8am 9pm Monday to Friday, as required by course timetable(s) School to populate - Such as travel, ability to work outside hours (overtime / weekends), flexibility School to populate yes/no School to populate yes/no EXPECTED BEHAVIOURS The role is expected to display personal qualities and behaviours consistent with the Individual Contributor Level as outlined in the Leadership Framework. INHERENT REQUIREMENTS This Position Description outlines the major accountabilities/responsibilities and the selection criteria against which you will be assessed as suitable for the position. As such there will be specific job requirements that we refer to as Inherent Requirements. Inherent Requirements refer to your ability to: Perform the duties and functional requirements of the job; Meet the productivity and quality requirements of the position; Work effectively in the team or other type of work organisation concerned; and Do the job without undue risk to your own or others health, safety and welfare at work. If you have any injuries, illness, disorder, impairment, condition or incapacity that may affect your ability to perform the inherent requirements of the position, we encourage you to discuss this with the University to assist in the process of identifying reasonable adjustments to enable you to perform the duties of the position. ESSENTIAL CRITERIA Relevant tertiary qualifications in School to populate. Knowledge and understanding of current scholarship and/or professional practice in School to populate. Experience teaching at the tertiary level with a sound understanding of pedagogical and/or adult learning principles.

13 Computer, administrative and record keeping skills (for example , Blackboard, internet). Demonstrated ability to deal effectively with individuals from diverse backgrounds. Effective interpersonal skills with a proven capacity to communicate effectively and work collaboratively in a team. Demonstrated ability to maintain high levels of professionalism, act with direction and maintain confidentiality. Knowledge of, and experience in adhering to workplace policies and procedures in the areas of work health safety, equity, diversity and promoting a respectful workplace culture. PD Last reviewed: School to populate

14 It is recommended that you fill out this form using the latest version of Adobe Acrobat or Reader. 1

15 APPENDIX 2 SESSIONAL ACADEMIC REFERENCE CHECK TEMPLATE You are required to announce the following statement to the referee: Candidate Name has applied for a position with the University of Newcastle, Australia. They have given us your name as a referee. Your responses to the following questions will be used to inform the selection process and the file note will be stored by the University, should they be appointed. This information will not generally be provided to the applicant and will be treated as confidential, however, in certain cases it could become available (for example if it is requested under the Government Information (Public Access) Act). Conducted by Date of Reference Check Candidate s Name Position Applied for Referee Name Title Company QUESTIONS You should provide the referee with some basic information about the position being applied for. What was the candidate's job title? What was the reporting relationship to the referee and for how long? (if not direct, who did the candidate report to?) When did the candidate work for the company? Confirm dates. What were the main responsibilities of the job? What was the candidate s reason for leaving? Were there any issues with regard to attendance, punctuality, fitness for work? (Was the candidate willing to work extra hours at busy times?) 1 Version 2, 3 February 2015

16 The University of Newcastle SESSIONAL ACADEMIC REFEREE TELEPHONE CHECK The following questions must be based on the selection criteria in the position description 1. Criteria relating to.. 2. Criteria relating to.. 3. Criteria relating to.. 4. Criteria relating to.. 5. Criteria relating to.. 6. Criteria relating to.. 7. Criteria relating to.. 2

17 The University of Newcastle SESSIONAL ACADEMIC REFEREE TELEPHONE CHECK How is the candidate best managed? What motivates him/her? What were his/her significant achievements whilst with your organisation? What are the candidate s overall strengths or skills (technical and interpersonal)? In what areas do you feel the candidate could further develop their knowledge or skills? Would you reemploy the candidate? Additional comments To support ongoing improvements in UON systems and processes, Human Resource Services can now accept and store forms electronically. An approved form can be submitted as: an attachment to an that contains the approval as text in the body of the , OR a signed and scanned copy. Chairperson/or nominee signature Date Any personal information collected on this form must be collected, stored and used in accordance with the Privacy and Personal Information Protection Act NSW 1998 and the University s Privacy Management Plan. Click here to form to your Recruitment Officer 3