Acting Arrangements

Acting opportunities arise when substantive occupants take periods of leave or act in other positions. These occasions should be used by supervisory staff to ensure that the efficiency of the operating unit is maintained and that the on-the-job experience is directed towards professional development.

There are three levels of acting arrangements:

• short term vacancies – three months or less
• medium term vacancies – between three and six months
• vacancies in excess of six months

Short term vacancies are filled at the discretion of the supervisor/manager. Supervisors/managers are encouraged to share such opportunities amongst eligible staff as a form of professional development.

An opportunity to act in a longer term vacancy offers significant advantages to the temporary occupant in terms of professional and personal development. It is critical that all interested parties have an opportunity to indicate their interest in the position. Long term vacancies, in most instances, are known in advance allowing time to advertise the position internally or externally for a fixed period via circulation of an expression of interest. This should be done in other than the most unusual circumstances. For periods of up to six months advertisement within the faculty is recommended; for periods greater than six months, advertisement throughout the University would be expected. In some circumstances an external advertisement might be appropriate.

Staff wishing to fill a long term acting vacancy should refer to the guidelines on selection. In general the following steps should be followed:

• Approval to fill is obtained from the relevant supervisor (applies also to short term vacancies).
• A selection committee formed.

An expression of interest outlining:

• the expected term of the vacancy
• selection criteria
• duty statement
• closing date

is circulated through the University via the Human Resources Employment Opportunities. Selection criteria and duty statements will be available through the School.

Interested staff submit brief written applications addressing the selection criteria and direct them to the head of school in which the vacancy has occurred.

Applicants are short listed by the selection committee on the basis of how well their applications demonstrate suitability and competitiveness against the selection criteria.

Where the pool is small a panel may choose to interview all applicants. Alternatively, if an obvious choice has emerged then they may recommend the applicant without interview.

Where there are several suitable applicants, those short listed are interviewed. Referees should normally be contacted.

A brief selection report, together with all other documentation, should be completed and securely stored within the school.

After informing the applicants of the decision the supervisor should submit a completed Higher Duties Allowance form to Human Resources.

It is recommended that committee chairs provide feedback to applicants.

If a manager chooses she/he may rotate staff through a long term vacancy as a means of providing professional development to staff. Appropriate selection procedures should be followed.

This policy should be read in conjunction with the University's policy on Redeployment, Redundancy and Retrenchment which provides that the Vice-Chancellor may direct the placement of a redeployee into any vacancy.