Recruitment

RECRUITMENT FORMS

Use these forms to initiate recruitment process & generate Employment Offer

• Recruitment Request Forms - PERMANENT
• Recruitment Request Forms - CASUAL 

Related Documents

• CSCS Casual Staff Appointment Form
• Link to Position Description Templates Folder
• Change of Fraction
• Pay Day Calendar

SCREENING FORMS

Use these forms to conduct screening of potential candidates

• Functional Referral Form (Wagga, Albury and Canberra)
• Functional Checks for Northern Area please speak to Damien Blattman for current supplier
• Link to Police Check
• Working with Children Check

ONBOARDING FORMS

Use the forms below or the link to the online onboarding and induction webpage to finalise candidate's employment

• Online Onboarding
• Pre-Employment-Pack (PEP)
• Labour Hire - Pre Employment Pack (PEP)
• Change of Fraction
• Superannuation Standard Choice Form

PROCEDURES and POLICIES

All members of the recruitment panel should read and be familiar with the following recruitment related  procedure and policies.

• Recruitment Process - Simple
• Staff Recruitment and Selection  Policy
• Staff Recruitment and Selection Procedure
• Equal Opportunity Policy
• CSCS Enterprise Agreement 2019
• New Worker Checklist CSCS 

DEFINITIONS

Application for Reclassification:

The Position Reclassification Form is used when an employees Level and Step is adjusted either up or down. This could be a result of their current position changing (attach new position description) or progression within the role. (casuals and permanent)

Responsible – Area Manager up to level 5 and or General Manager all levels

Approved application forms are completed and signed by staff member. Declined application forms returned to employee with explanation and a copy saved in employee staff file. Start date preferably commencement of new pay week. Form sent to Human Resources & WH&S Officer (HR&WH&S) who checks then forwards to the Division of People & Culture (DPC), CC’s Area Managers, General Manager and Corporate Services officer (CSO) who updates data base. Minimum 10-14 days prior to commencement date.

Request for Change of Fraction:

The Change of Fraction Form  is used when a permanent employee’s employment hours change. This could occur when an employee either goes from part time to full time or full time to part time. It also occurs when an employee’s rostered hours on any day are adjusted either up or down. This form can be used for temporary adjustments to hours worked also. (permanent only)

Responsible – Area Manager up to level 5 and or General Manager all levels

Higher Duties:

The Higher Duties Allowance or Acting Appointment Form is used when an employee is asked to perform work above their normal responsibilities for an agreed period. This could be in relation to fulfilling a role when someone is on leave or the position is vacant.

Hours of work can also be adjusted in relation to the higher duties request.

Responsible – Area Manager up to level 5 and or General Manager all levels

Completed, signed by employee – authorised by Area Manager or General Manager. Forwarded to HR&WH&S who checks then forwards to DPC, CC’s Area Managers, General Manager and CSO who updates data base. Minimum 10-14 days prior to commencement date.

Permanent and fixed term engagement:

Request for Recruitment forms are used when a position becomes vacant, or a new position is created. This can be for permanent or fixed term. It is also used when a current employee is offered a new position with a different job description. See recruitment flow chart on CSCS web page.

Responsible – Area Manager up to level 5 and or General Manager all levels.

The forms are completed by the authorised responsible person and sent to the CSO whom undertakes recruitment activities finding a suitable candidate.

Once a suitable permanent or fixed term candidate is found, they are given a letter of offer by the person who requested recruitment (internal candidate) or the CSO for new employees. Start dates should align with future pay periods -post completion and receipt of employee information by DPC wherever possible. The letter of offer needs to be signed by the responsible persons and the incumbent.

If required e.g., tax, super, banking details. The CSO coordinates the collection of recruitment paperwork

Once the relevant paperwork is collated it is converted to an electronic version this includes:

1. Fully signed and completed letter of offer, includes health declaration
2. Banking details form
3. Tax declaration form
4. Choice of Superannuation form
5. New Employee information form
6. Fairwork information statement (goes to the incumbent only)
7. Position description (goes to the incumbent only and for CSCS Files)
8. Police check, Working with Children’s check, Functional results and Visa information, identification e.g. Drivers licence (CSCS Files only).

Note all hard copies of personal information other than letter of offer must either be destroyed or securely stored. Hard copies of letter of offer must be sent to corporate for secure storage.

For a new employee the CSO will send 1 to 5 along with the completed DPC email template to the HR&WH&S for checking and once checked the HR&WH&S will forward the relevant information to the DPC.

For an existing employee the CSO will send 1 & 3 (if changed) along with the completed DPC email template to the HR&WH&S for checking and once checked the HR&WH&S will forward the relevant information to the DPC. Minimum 10-14 days prior to commencement date.

Exits

Resignation & Notification of Exit form

Responsible - Area Manager up to level 5 and or General Manager all levels

Note. Includes casual exits.

Signed resignation (important) and Notification of Exit Form - Completed, signed by employee – authorised by Area Manager or General Manager. Forwarded to HR&WH&S who checks then forwards to DPC, CC’s Area Managers, General Manager and CSO who updates database after the final pay.

Employee Exit Form - Checklist for Managers

Responsible – Area Manager up to level 5 and or General Manager all levels

Exit interview form completed Forwarded to CSO cc HR&WH&S.

CSO adds attachment to data base and employee electronic file and updates exit tracking data.

Official exit letter sent to GM by the university Employee Service Centre, GM signs and sends to CSO to mail out.

For more information see  Employee Exits Webpage

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Exit interview

Responsible – CSO and HR&WH&S.

Exit interview is completed, incumbents are either spoken to directly over the phone or via a survey link if preferred. Information collected is used to drive recruitment and retention strategies.

Notice Period explained:

Employees are required to give a minimum notice period of fourteen days, ten working days. Shorter notice periods must be accepted by management. CSCS EA Part 6 Separation of Employment. Clause 28. “Employees shall be required to give written notice of not less than two (2) weeks of resignation”

It is preferred earlier departure times are arranged with the taking of leave entitlements, TIL in the first instance.

Long Service Leave (LSL) Pro Rata explained:

Long Service normally becomes available after ten years of service.

Employees who exit prior to ten years and after five years of service can request LSL Pro Rata. Special consideration Part 9, Clause 39.3. This must be in writing and prior to departure.

Leave Application:

Responsible: Staff, Senior Supervisor, Area Manager, General Manager

Where in place staff fill in an application form for leave of absence or time in lieu (TIL). Staff are required to enter personal leave into web kiosk.

To avoid disappointment staff are asked to have a conversation with management about booking leave in advance for distant future events or for personal reasons.

Direct managers receive web kiosk leave requests via email; where applicable direct managers will check leave application forms from operational staff to see if they match email notifications.

If a request in web kiosk has not been acknowledged, it will be escalated to the next direct manager for action.

Managers are responsible for subordinate leave authorisation and are responsible for checking if request dates are available, and that the staff member has got the appropriate leave balance available.

Managers will approve or reject leave applications within Web kiosk, & on paperwork.  Where applicable operational managers will hand a copy of approved paperwork back to staff and file the original copy in a leave form folder. If leave is rejected Direct managers will have a conversation with them explaining why leave has not been approved.

If staff arrange to use TIL they will need to fill in the application form. The Manager will remove the TIL leave amount from the CSCS Payroll database and then hand a copy of the paperwork with updated TIL balances back to the staff member and file the original copy.