Guidelines for the Recruitment and Selection of General Staff

Please note that compliance with University Guidelines is expected in normal circumstances, and any deviation from Guidelines – which should only be in exceptional circumstances – needs to be justifiable.

Purpose

These Guidelines are provided to affirm the University's commitment to legislative employment requirements and the implementation of principles which build consistency and best recruitment and selection practice.

Organisational scope

Recruitment and selection of staff throughout the University.

Content

Recruitment and Selection Guidelines and process information are  provided online in a toolkit designed to help recruit quality  staff.  Advice is included on relevant policies and procedures and legal  requirements of recruitment and subsequent appointment.

1. Record Keeping

Records  of recruitment decisions, including interview notes, should be stored  securely for 12 months then confidentially destroyed. Ensure that all  notes made are appropriate for both your information and for disclosure,  if required.

2.Our legislative framework and University expectations

The  primary impact of legislation relevant to recruitment and selection  practices is to avoid bias or discrimination and thus ensure  appointments are based on merit.

University policy requires  vacancies for permanent positions or for fixed term positions of more  than one year's duration to be advertised. Fixed term vacancies of one  year or less are not required to be advertised, though Departments may  choose to do so.

In exceptional cases, Departments may seek  approval from Human Resources not to advertise a fixed-term position  that is for more than one year's duration. This request, setting out the  reasons why not to advertise, can be sought prior to or at the same  time as the specific appointment documentation.

Once a  decision has been made who to appoint, departments can verbally advise  the successful candidate that they have been recommended for  appointment. Only Human Resources has the delegation to issue formal  offers of appointment.

In making remuneration decisions, refer to the Remuneration Policy.

Related policies, procedures and forms

• Authority to Appoint Academic Staff (PDF)
• Further Guidelines and Information on Recruitment and Selection
• Remuneration Policy

Contact for further information

If you have any queries regarding the content of this policy or need further clarification, contact the

Head of Organisational Development
Email yourcareer@otago.ac.nz