General Staff Appointments

Probation (General Staff)

Staff wishing to apply for an internal transfer (temporary) should seek agreement from their supervisor that they would be released for a fixed term period prior to submitting an application or expression of interest.

The head/school manager/supervisor of the recruiting/receiving school or administrative department should contact the head/school manager/supervisor of the relinquishing school or administrative department to inform them of the offer.

The head of school/school manager/supervisor should negotiate a mutually convenient date of transfer.

The minimum period of notice is one month, for an employee not on probation, but a lesser or greater period of notice could be negotiated if mutually agreed by the employee and the head/school manager/supervisor of both schools or administrative departments.

Where an ongoing employee transfers to a fixed-term appointment her/his substantive position can only be filled for the term of the transfer.

Ultimately, the employee would resume the substantive position or transfer to the new position on a permanent basis unless the transfer is at Level 10 which would be on a fixed term basis.

Any arrangements negotiated under this clause must be included in the letter of appointment and acknowledged by the transferee.

The letter of appointment, prepared by Human Resources, to the employee should reflect any particular arrangements which may have been negotiated.

When an employee transfers from one work area to another funds for Recreation Leave, Annual Leave Loading and Long Service Leave (including pro-rata Long Service Leave) balances, together with oncosts, are to be transferred from the relinquishing to the receiving work area.

HR Services will advise both work areas the amount and value of leave and leave loading, including oncosts, prior to the internal transfer of funds being organised through Financial Services by the receiving work area. The value of the leave and leave loading will be calculated at the hourly rate applicable on the employee’s final work day in the relinquishing work area.

Transfer of funds for leave is limited to Recreation Leave, Annual Leave Loading and Long Service Leave.

Periods beyond the initial fixed term appointment must be mutually agreed between the individual and supervisor from the relinquishing work area.

Consideration should be given to the efficient running of the relinquishing work area while also considering developmental opportunities for the employee.

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.