Pre-employment checks

Pre-employment checks

Human Resources will undertake pre-employment checks to ensure that the University is meeting legislative obligations and the information a candidate provides is accurate.

For all roles, an offer of employment will be subject to the following pre-employment checks:

  • identity check
  • right to work in Australia (citizen and visa status).

For roles with specific requirements, an offer of employment may also be subject to additional pre-employment checks including:

  • qualifications check (all academic roles and some professional roles)
  • Working with Children Check (for child-related work)
  • criminal record check (for senior and high risk positions as outlined below)
  • professional registration check
  • medical check
  • other necessary checks depending on the specific nature of the position.

Types of pre-employment checks

Right to work

All staff employed by Macquarie University must have the right to work in Australia.

Australian citizens, Australian Permanent Residents and New Zealand citizens automatically have the right to work in Australia. All other staff are required to hold a current visa with work rights in order to gain employment in Australia.

The following documents are accepted as proof of right to work in Australia:

  • Australian birth certificate
  • Certificate of Australian Citizenship
  • Australian or New Zealand Passport
  • Evidence of permanent residence status
  • Temporary visa with entitlement to work.

New starters are required to bring proof of right to work in Australia to HR induction on commencement.

Identity check

All staff employed by Macquarie University must verify their identity on commencement of work. Photo identification will be required if not already presented in the documents above.

New starters are required to bring a photo ID to HR induction on commencement.

Qualifications check

HR will verify the highest qualification as part of pre-employment checks for the following positions:

  • All academic staff
  • Professional staff who are
    • employed at Level 10 or above
    • members of the Executive
    • employed in a role where an academic qualification is an essential criterion of the position
    • employed in a role where they require professional registration (e.g. Psychologists, Solicitors)

Working with Children Check

A Working with Children Check (WWCC) involves a national criminal history check and review of reported workplace misconduct. The result is either a clearance to work with children for five years, or a bar against working with children.

A WWCC clearance is a prerequisite for anyone in child-related work. Child-related work is defined as work in a specific, child-related role or face-to-face contact with children in a child-related sector (see NSW Office of the Children’s Guardian) . Examples include, but are not limited to:

  • early education and childcare workers
  • Macquarie University Sport and Aquatic Centre staff working with children, e.g. swimming coaches
  • staff conducting child-related research projects
  • health professionals required to work unsupervised with children.

When recruiting for a position requiring a WWCC, the Hiring Manager should:

  • record the need for a WWCC in the Position Description / Task Description
  • indicate the need for a WWCC on the recruitment requisition in Talent e-recruitment system
  • include the requirement for a WWCC in the job advertisement.

If the position requires a WWCC clearance, it is the responsibility of the applicant to apply for a WWCC and supply their WWCC clearance number.

If the preferred candidate already has a current WWCC clearance, they should supply their clearance number via an onboarding form in Talent e-recruitment system or by email to staffworkingwithchildrenchecks@mq.edu.au.

If the preferred candidate does not hold a WWCC clearance, they need to apply online via NSW Office of the Children’s Guardian. The candidate will have to pay a fee for the WWCC. Once the clearance is received, the candidate should provide their WWCC clearance number via an onboarding form in Talent e-recruitment system or by email to staffworkingwithchildrenchecks@mq.edu.au.

HR will verify the WWCC clearance.

Criminal record check

A criminal record check involves a search of an individual’s criminal record and history to determine whether there are any convictions relevant to the person’s ability to perform the inherent requirements of the position.

A criminal record check is required for the following positions (including continuing, fixed-term and casual positions or temporary contractor placements):

  • that have a financial delegation of more than $100,000
  • all positions within Finance
  • all positions within Human Resources
  • positions handling monies and financial transactions (including cash, credit cards, EFT etc.)
  • that have access to confidential information pertaining to staff and/or students to a level where identity fraud may be possible
  • that have authority to approve financial transactions
  • that are required to have a campus-wide access card or master keys
  • any other position identified by the Director, Human Resources or their nominated delegate.

When recruiting for a position requiring a criminal record check, the Hiring Manager should:

  • record the need for a criminal record check in the Position Description / Task Description and indicate reasons
  • indicate the need for a criminal record check on the recruitment requisition in Talent e-recruitment system
  • include the requirement for a criminal record check in the job advertisement
  • advise HR that a criminal record check is required.

When a criminal record check is required, applicants will be asked to provide their consent in the online job application form. If consent to a criminal record check is not provided, an applicant will be ineligible to proceed with their application.

HR will conduct the criminal record check for the preferred candidate, following reference checks and prior to an offer being made.

Where a criminal record is found, HR will ascertain the relevance of the result to the requirements of the role and the candidate’s suitability, and will advise the Hiring Manager. A preferred candidate is not automatically precluded from working at Macquarie University on the basis of having a criminal record.

Professional registration check

A professional registration check is required for all positions where holding a professional registration is a mandatory requirement of the position.

Professional registration checks may apply to medical and health professionals, accountants, psychologists, solicitors, etc.

Medical check

Pre-employment medical checks will be required if they are directly relevant to the applicant’s ability to perform the essential requirements of the role.

Please check with your HR Client Team or Work Health and Safety representative before recruitment.

For a quick reference guide refer to Pre-employment Checks Matrix.

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