Selection

Selection

Once a pool of applicants has been drawn through the advertising process, the most appropriate candidates are identified through a selection process.

The hiring manager should nominate the Chair of the selection committee. Commonly the hiring manager is also the Chair, however in some instances this may not be the case.

The hiring manager/Chair will nominate members of the selection committee before starting the selection process in accordance with the following composition guidelines:

Composition requirements for all selection committees

  • Members should have relevant and sufficient expertise in the area of appointment.
  • At least one male and one female with gender balance as far as possible.
  • Include representatives from diverse backgrounds (e.g. Indigenous Australians, people from culturally and linguistically diverse backgrounds, people with disability) as far as possible.

Position-specific composition requirements

The following specific requirements depend on the nature of a position (i.e. level, academic/ professional, leadership responsibilities). These are guidelines for minimum composition requirements. You can have additional members if required, but avoid having unnecessarily large selection committees.

Position

Committee composition

Number of members

Vice-Chancellor

  • Chancellor (Chair)
  • Selection Committee to be determined by the Chancellor in consultation with the Council

Minimum three

Members of the Executive Group

  • Vice-Chancellor (Chair)
  • A Deputy Vice-Chancellor, as nominated by the Vice-Chancellor
  • An Executive Dean

Minimum three

Pro Vice-Chancellor

  • A relevant Deputy Vice-Chancellor (Chair)
  • An Executive Dean

Minimum three

Head of Department

  • Executive Dean (Chair)
  • Deputy Vice-Chancellor (Academic) or Deputy Vice-Chancellor (Research) or their nominee
  • Director, HR or Chief Operating Officer or their nominee
  • A Head of Department from within or external to faculty
  • A senior academic with expertise in the subject area, if not covered above. The senior academic can be internal or external to Macquarie University.

Minimum four

Professor

  • Executive Dean or nominee (Chair)
  • Deputy Vice-Chancellor (Academic) or Deputy Vice-Chancellor (Research) or their nominee
  • A Head of Department
  • A member of the department or external academic with expertise in the subject area

Minimum four

Associate Professor

  • Executive Dean or nominee (Chair)
  • A Head of Department
  • A member of the department or external academic with expertise in the subject area

Minimum three

Senior Lecturer

Lecturer

Associate Lecturer

  • Head of Department (Chair)
  • Executive Dean or nominee
  • A member of the department or senior academic with expertise in the subject area external to the department

Minimum three

Senior professional management roles (above HEW 10) other than members of the Executive Group

  • A Deputy Vice-Chancellor or Chief Operating Officer or Chief Financial Officer (Chair)
  • Director (HR) or nominee
  • A senior staff member with expertise in the subject area

Minimum three

Faculty General Manager

  • Executive Dean (Chair)
  • Chief Operating Officer (or nominee)
  • Director, HR (or nominee)

Minimum three

Professional roles, HEW 10

  • Head/ Director of Office (Chair)
  • Relevant member of the Executive or nominee
  • Senior members of the Office with expertise in the subject area where possible
  • A staff member external to the Office, or HR representative

Minimum three

Professional roles, HEW 7-9

  • Immediate supervisor or manager in work unit (Chair)
  • Staff member from the immediate work unit with relevant skills and expertise
  • Individual external to the immediate work unit for more senior roles or where the position has significant stakeholder management responsibilities

Minimum three

Professional roles, HEW 1-6

  • Immediate supervisor or manager in work unit (Chair)
  • Staff member from the immediate work unit with relevant skills and expertise

Minimum two

Conflict of interest

Individuals involved in the selection process must declare any conflict of interest (actual, potential or perceived) to the Chair of the selection committee.

If a conflict of interest is declared, the Chair will, in consultation with the selection committee, determine an appropriate method for managing the conflict. Normally, the conflict can be effectively managed with disclosure and transparency being the key principles. If the member remains on the selection committee, their views should be canvassed last. In rare circumstances (e.g. when a candidate is a family member) a person may need to step down from the committee.

If changes to the selection committee are necessary, they should occur prior to the commencement of interviews. When this is not possible, the Chair is responsible for ensuring this does not affect the equity and fairness of the process.

Prepare for interviews

Develop interview questions

The hiring manager should develop interview questions in consultation with the selection committee and HR. The interview questions should relate directly to the selection criteria and, for professional roles, Position Description.

The core set of interview questions should be the same for all candidates. You may also ask additional questions (which will be different for each applicant) to clarify information given by the applicant in the interview or specific questions about the individual’s application, work history, etc.

For more information on developing interview questions see Selecting candidates: Interview.

Use Interview Guide template to record the questions:
Interview Guide (PDF) | Interview Guide (Word)

Organise interview venue

The hiring manager should ensure:

  • the interview venue is comfortable, welcoming and creates a professional environment
  • the venue is accessible as necessary, i.e. in a room on the ground floor without steps, or in a room accessible by a lift where there are applicants with physical disabilities.

It is good practice to ask all candidates proceeding to interview if they have any access requirements or need any adjustment to participate in the interview.

Invite candidates

The hiring manager should ensure the candidates proceeding to interview receive all relevant information, including:

  • the time and location of the interview
  • who will be interviewing them
  • any preparation requirements
  • any additional assessment methods (if relevant).
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