Accessing Applications, Selection Panels and Shortlisting
Accessing Applications
How do I get the applications?
Applications are available online immediately as they are submitted. Panel members may view the applications on-line or Department Administrators may send the applications to the panel via email the applications as a PDF document after the closing date.
I have received an application directly from a candidate, what should I do?
If applications are sent directly to your department, please forward them, via email or the internal mail, to your HR Officer in Human Resources, so they can be processed in the e-recruitment system. This ensures these applicants are sent an acknowledgement.
Selection Panels
Responsibilities of Selection Panels
The Chairperson of the committee, besides presiding at the meeting, has the responsibility of reminding all members of:
- the confidentiality of the proceedings;
- the requirement to declare conflict of interest;
- the requirements of anti-discrimination and privacy legislation; and
- the University's policies on recruitment and selection and equal opportunity.
A Selection Panel may participate in the whole selection process, or delegate to one or a sub-group of its members the responsibility for short-listing, reference checking and/or interviewing. If this occurs, it is important to ensure that, before a decision is made all members have access to data on all candidates, including those who were not shortlisted. Selection panels may nominate one experienced member to interview a wider range of candidates than might otherwise be shortlisted, or, where a decision is not easily made, ask that the candidate attend a second interview with other staff members. At all times, the Chair of the Panel has a responsibility to ensure fair process and full consideration of conflict of interest issues.
Composition of panels
The University requires that selection panels approach gender balance and that at least 50% of members have received training (by the University of Melbourne) in recruitment methods and equal opportunity issues related to selection. The list of staff who are trained in recruitment and selection from your Faculty/Department will be soon be available as a Discoverer report from Themis. In the interim you can download the list of all University staff trained in recruitment and selection (.xls). This report is accurate as at 17th July 2008. If you would like to obtain a current listing of staff trained from your Faculty/Department, please contact Kerry Smith on 8344 4195 or email kerryas@unimelb.edu.au.
Recruitment and Selection Training
Course descriptions and dates are available at http://www.hr.unimelb.edu.au/development/programs/managing.
Application is via Themis Self Service.
Conflict of interest
No person who is a relative or close personal friend of an applicant or who has, or may appear to have, any other vested interest in selecting or not electing a particular applicant may be a member of a selection panel. Selection panel members should declare any conflict of interest before or during the process and, if necessary, withdraw from the committee.
Shortlisting Applicants
To assist the Selection Panel in its deliberations you can utilise the Shortlisting Evaluation Form.
How are candidates advised if they are unsuccessful?
Department Administrators or Panel Chairs can advise applicants of their status online. The Department Administrator Quick Reference Guide explains how to update an applicant status in PageUp and initiate email communication to advise applicants if they are unsuccessful. It is important to ensure all communication to applicants is accurate and timely.
Can Human Resources do this for me?
If you wish HR to administer the unsuccessing of candidates please do the following:
- In the 'Manage applications' screen tick the Red Traffic Lights against the unsuccessful candidates
- Print out the list of applicants
- Print and sign your name on the bottom of the page
- Fax to Human Resources (fax: 8344 4694, Attention: Your HR Officer). This ensures applicants receive accurate and timely notification of the outcome of their application.