Charles Sturt University
Charles Sturt University

Recruitment

SCREENING FORMS

Use these forms to conduct screening of potential candidates

ONBOARDING FORMS

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

PROCEDURES and POLICIES

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

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

Completed then sent onto staff member to sign. Staff new 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.


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.


Casual Engagement:

Request for Recruitment forms are used when a casual position becomes vacant, or a new position is created.

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 casual candidate is found, they are given a letter of engagement 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 receival of employee information by DPC wherever possible. The letter of engagement 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 engagement, includes health declaration
  2. Banking details form
  3. Tax declaration form
  4. Choice of Superannuation form
  5. New Employee information form
  6. Casual staff appointment form
  7. Fairwork information statement and Fairwork casual employment information statement (goes to the incumbent only)
  8. Position description (goes to the incumbent only and for CSCS Files)
  9. 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 2-6 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 6 & 3 (if changed) along with exit information and 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

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

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.

Related  Downloads Library

Related to Employment Basis

Document/Task Name Doc #Comments/Instructions
All CSCS Employees

Part time
Full time

Recruitment Request Forms - Permanent Staff (Includes Letter of Offer)

CSCS.131

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

- See Recruitment for further details.

Casual Recruitment Request Forms - Casual Engagement (Includes Casual Engagement Letter) CSCS.132

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

- See Recruitment for further details.

All CSCS Employees

Casual
Part time
Full time
Position Descriptions Link to folder Links to a folder on the shared drive containing Position Descriptions.
All CSCS Employees
 
Casual
Part time
Full time
Labour Hire
New Worker Checklist CSCS HR.032 This is the first step for CSCS management use.. print it off and use to ensure all the required steps are taken for new workers. Don't give this to employee - for internal use only.
All CSCS Employees
 
Casual
Part time
Full time
Banking Details Form CSU Issued Form Used to obtain banking details to enable payment
Casual

Casual Staff Appointment Form

CSU Issued Form Used to obtain employee details for CSU HR Department
All CSCS Employees

Casual
Part time
Full time
Labour Hire
New Employee Information Form CSU Issued Form Used to obtain personal, emergency and bank account details from new employee for CSU HR and CSCS
All CSCS Employees
 
Casual
Part time
Full time
Australian Superannuation Application form CSU Issued Form Used to set up employees superannuation payment
All CSCS Employees

Casual
Part time
Full time
Superannuation Standard Choice Form ATO FormFor more details go to: Superannuation standard choice form | Australian Taxation Office (ato.gov.au)
All CSCS Employees
 
Casual
Part time
Full time
Tax file Declaration Form ATO Form You can order these from ATO website or collect from CSCS Admin
All CSCS Employees
 
Casual
Part time
Full time
Labour Hire
Image Use Consent Form HR.067 Employee to sign if ok with CSCS using their image on newsletter, website etc.
Part time
Full time
CSU Card Staff Application Form CSU Issued  Form Application form to be completed and sent to CSCS Administration cscs@csu.edu with a photo. Contact Admin team if you need help with the form.
All CSCS Employees
 
Casual
Part time
Full time
Labour Hire
Document Agreement Form HR.066 This document should be printed by the employees Supervisor/Manager and kept in employees file. Each time a document or important information is given to employee they should sign this form to acknowledge and record acceptance.
All CSCS Employees
 
Casual
Part time
Full time
Labour Hire
Receipt Acknowledgment Form CSCS.105 This document should be printed and kept in employees file. Each time an item is issued to employee (eg: safety goggles, new uniforms, mobile phone etc.) the employee should sign to acknowledge receipt. All details should also be recorded in the HR database.
All CSCS Employees
 
Casual
Part time
Full time
Labour Hire
Fairwork Information Statement Fairwork Australia Issued Document

All employees must be given a copy of this document and acceptance recorded on Document Agreement Form .

Further information can be found at https://www.fairwork.gov.au/employee-entitlements/national-employment-standards/fair-work-information-statement

All CSCS Employees
 
Casual
Part time
Full time
Charles Sturt Campus Services Enterprise Agreement HR.025 All employees must be given a copy of this document and acceptance recorded on Document Agreement Form
All CSCS Employees
 
Casual
Part time
Full time
Labour Hire

Induction Resources

Web Page All employees must complete the Online Induction and their results must be saved in their HR folder.
All CSCS Employees
 
Casual
Part time
Full time
Labour Hire
Work Health and Safety Policy WHS.005 All employees must be given a copy of this document and acceptance recorded on Document Agreement Form.
They should then complete the Induction
All CSCS Employees
 
Casual
Part time
Full time
Labour Hire
Equal Employment Opportunity Policy HR.026 All employees must be given a copy of this document and acceptance recorded on Document Agreement Form.
They should then complete the Induction
All CSCS Employees
 
Casual
Part time
Full time
Labour Hire
Code of Conduct for Employees HR.001 All employees must be given a copy of this document and acceptance recorded on Document Agreement Form.
They should then complete the Induction
All CSCS Employees
 
Casual
Part time
Full time
Labour Hire

CSCS Vision and Mission Statement

WHS.006 All employees must be given a copy of this document and acceptance recorded on Document Agreement Form.
They should then complete the Induction
All CSCS Employees
 
Casual
Part time
Full time
Labour Hire
Personal Protective Equipment PPE Policy WHS.017 All employees issued with PPE must be given a copy of this document and acceptance recorded on Document Agreement Form.
All CSCS Employees
 
Casual
Part time
Full time
Labour Hire
National Police Checking Information Sheet www.police.nsw.gov.au Use this information sheet to give directions for employees to obtain a police check
All CSCS Employees
 
Casual
Part time
Full time
Labour Hire

Uniform Policy and Procedures

Uniform Order Form

HR.070 Use for information about ordering staff uniforms
All CSCS Employees
 
Casual
Part time
Full time
Labour Hire
Training Acknowledgement Form CSCS107 Used to record all training provided to staff
All CSCS Employees

Casual
Part time
Full time
Labour Hire
Equal Opportunity Data Collection Form CSCS108 Used to collect Equal Opportunity Data. Users/Managers are to electronically complete this form and email to cscs@csu.edu.au.
All CSCS Employees

Casual
Part time
Full time
CSU Finance
Purchase Cards
Travel approval & Booking
Journal Funds Transfer
OfficeMax
Travel Car
Travel Card Application Form and Guidelines Policies etc.
CSU Website At the Division of Finance Webpage you will find all the information that you need about ordering and using  Purchase Cards and Travel Cards
All CSCS Employees

Casual
Part time
Full time
Position Reclassification FormCSCS083

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

Completed - sent to GM to authorise, sent back to Area Manager then onto staff member to sign. Form sent to RO who updates data base then forwards to Finance Operations Manager (FOM) who checks and forwards to University Employee Service Centre.

All CSCS Employees

Casual
Part time
Full time
Change of Fraction FormCSU Form Asset ID # 70093

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

Completed - sent to GM to authorise, sent back to Area Manager then onto staff member to sign. Form sent to RO who updates data base and sends calendar reminder to Area Manager and Senior Supervisor regarding the end of any temporary adjustments. RO then forwards to FOM who checks and forwards to University Employee Service Centre.

All CSCS Employees

Casual
Part time
Full time
Higher Duties Allowance or Acting Appointment FormCSU Form Asset # 700981

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

Completed - sent to GM to authorise, sent back to Area Manager then onto staff member to sign. Form sent to RO who updates data base and sends calendar reminder to Area Manager, then forwards to FOM who checks and forwards to University Employee Service Centre.