Once the preferred candidate has been identified through the selection process, you can proceed to the final step in the recruitment process - offer and appointment.
Contact the preferred candidate
The hiring manager, or the appointed selection committee member, should contact the preferred candidate to:
- let them know they are the preferred candidate
- let them know the University intends to make a formal offer of employment
- let them know the University will conduct reference checks
- discuss commencement date
- discuss proposed remuneration package
The hiring manager must not make a formal verbal or written offer of employment. All formal offers of employment are made by HR.
Contact with the preferred candidate may result in discussion about terms and condition of employment. The hiring manager must not commit to any terms or conditions which have not been approved or are outside the control of the University (e.g. the issuing or timing of visas).
The hiring manager/appointed selection committee member will contact HR to discuss the next steps.
Perform reference checks
The hiring manager (or a nominated member of the selection committee) will conduct reference checks for the preferred candidate. Important considerations include:
- It is mandatory to obtain at least two confidential verbal (or, in limited circumstances, written) references for the preferred candidate.
- At least one reference should be obtained from a person to whom the preferred candidate reported directly in the last five years. If an applicant does not include their current or most recent manager as a referee, the applicant should be asked for permission to contact them. If there are good reasons for not contacting a current or recent manager (e.g. the person is external and this manager is not aware of the application), the selection committee should discuss another suitable person to provide a reference and seek the candidate’s consent.
- Only referees nominated by the candidate should be contacted for a reference. Permission will be deemed to have been given where referee contact details are listed on the application. Candidates should be consulted before approaching alternative or additional referees.
Verbal references must be
documented using the relevant form:
Reference Check Form - Academic Staff (PDF) | Reference Check Form - Academic Staff (Word)
Reference Check Form - Professional Staff (PDF) | Reference Check Form - Professional Staff (Word)
The hiring manager should send completed Reference Check Forms to HR for placing on personnel file. HR must receive the Reference Check Forms before they can make a formal offer of employment to the preferred candidate.
HR undertakes pre-employment checks as per the Pre-employment Checks guide to ensure that the University meets its legislative obligations and the information a candidate provides is accurate.
All offers of employment are conditional on the satisfactory completion of these checks, which should be completed prior to commencement of employment.
Offer of Employment
Making an offer
All offers of employment must be made in writing by HR to ensure compliance with the relevant legal instruments. Under no circumstances should anyone other than HR make an offer of employment (including verbal offers).
The candidate may not commence employment until they accept the offer of employment.
If the preferred candidate declines the offer, the hiring manager should consider whether an offer should be made to the second-ranked candidate, following reference checks and any pre-employment screening.
If this is not appropriate, the hiring manager may consider re-advertising or re-convening the selection committee for further discussion.
Notify unsuccessful candidates
After the preferred candidate accepted the offer, the hiring manager or a nominated member of the selection committee should notify candidates unsuccessful at interviews of the outcome.
It is good practice to contact unsuccessful candidates in a timely manner (two-three days after the offer was accepted) and via phone where possible.
It is also good practice to offer unsuccessful candidates feedback on request. For more information see Selecting candidates: Providing feedback.
Visa and relocation requirements
All appointed staff members who are not Australian citizens or permanent residents, are required to hold an appropriate Australian visa. Employment at the University cannot commence until an appropriate visa with the relevant work right condition is obtained.
The University may sponsor individuals from overseas. Information on suitable visa types and visa process is outlined in Working rights and visas.
The hiring manager should notify HR as early in the process as possible when visa sponsorship is required.