Head of School Selection Procedure

Related Policy: Recruitment Policy

1. Vacancy Preparation
2. Selection Committee Composition
3. Applications and Short-listing
4. Selection and Recommendation
5. Appointment
6. Support for Heads of School
7. Acting Head of School
8. Induction
9. Probation
10. Further Information

Purpose

Detail the selection process for Head of School positions.

Scope

This procedure applies to all staff or third parties appointing to a Head of School position.

General Information

• Professorial staff within a School are expected to make themselves available to be appointed as Head of School.
• The Head of School will be appointed for a period of up to five (5) years. The Executive Dean, in consultation with School staff, can recommend a further period of appointment upon expiration of the first term of office.

1. Vacancy Preparation

Responsibility: Executive Dean

Enterprise Agreement Information (as amended or replaced)

• Clause 7.7 - Management of Schools and Disciplines

1.1. Recruitment to all Head of School positions is centralised and the delegate must contact the recruitment team in Human Resources (HR).

1.2. Where possible, at least four months prior to the expiration of a current Head of School's term of appointment and once the consultation process outlined in the Enterprise Agreement (as amended or replaced) has been completed, propose for the Vice-Chancellor and President's approval: an internal or external recruitment process, advertisement, role statement, selection criteria, and a selection committee convened by the Vice-Chancellor and President (or delegate).

Responsibility: Human Resources (recruitment team)

1.3. Coordinate the Vice-Chancellor and President's approval on the recruitment process and the associated documentation proposed by the Executive Dean.

1.4. Co-ordinate the placement of the approved advertisement in the relevant media (if an external process has been approved) and on the University's website.

Responsibility: Executive Dean

1.5. Advise all staff within the relevant school (normally by email) that the vacant position of Head of School will be advertised through an internal or external process and provide staff with the approved advertisement, role statement, selection criteria and selection committee membership.

2. Selection Committee Composition

Enterprise Agreement Information (as amended or replaced)

• Clause 7.7 - Management of Schools and Disciplines

3. Applications and Short-listing

Responsibility: Executive Dean

3.1. If, following the consultation process, the Executive Dean recommends and the Vice-Chancellor and President approves an internal recruitment process, the following will apply:

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* All academic staff in the School at level D and E will be invited to apply. Academic staff at level C may also be invited to apply at the discretion of the Executive Dean. The invitation to apply will normally be sent by email to eligible academic staff in the School and must include the advertisement, role statement and selection criteria. Applications are received and acknowledged by Human Resources (recruitment team)

* All applicants must address the relevant selection criteria for the vacant position

* If no suitable application(s) is/are received then the University may advertise the position externally. Internal staff may still apply in response to an external advertisement.

3.2. If, following the consultation process, the Executive Dean recommends and the Vice-Chancellor and President approves an external recruitment process the following selection process will apply:

* The position will be advertised in the appropriate media

* Eligible internal staff within the school may still apply.

Responsibility: Human Resources (recruitment team)

3.3. Receive and acknowledge all applications.

3.4. Circulate applications and supporting documentation to the Selection Committee.

3.5. Co-ordinate all arrangements for the short-listing meeting.

Responsibility: Chair of the Selection Committee

3.6. Ensure committee members are aware of their obligation to maintain confidentiality, i.e. members must not discuss any aspect of an application, committee deliberation or referee report outside the committee's meetings.

3.7. In consultation with the Selection Committee, finalise a short-list of applicants by assessing all applications against the selection criteria. In the case of an internal recruitment process only, if no suitable applications are received the position may be advertised externally.

3.8. Determine, in consultation with the Selection Committee, if short-listed candidates are required to present a seminar and on what topic and/or if they are required to attend any other meetings as part of the selection process. Committee members should attend, if possible, short-listed applicants' seminar presentations.

3.9. Request that Human Resources (recruitment team) obtain referee reports for short-listed applicants.

3.10. In the case of an internal recruitment process, advise unsuccessful candidates in person.

3.11. Invite all staff within the relevant School to attend the short-listed applicants' seminar presentations and to provide their feedback based on the selection criteria only.

Responsibility: Human Resources (recruitment team)

3.12. Advise unsuccessful candidates (in the case of an external process only).

3.13. Co-ordinate arrangements for the selection process including short-listed candidates' participation.

3.14. Obtain two references, as a minimum, for short-listed candidates, and circulate these to the Selection Committee prior to interviews.

4. Selection and Recommendation

Responsibility: Chair of the Selection Committee

4.1. Prepare the interview questions, based on the selection criteria, and in consultation with the committee members, prior to interviews being held.

4.2. Ensure members are familiar with the range of assessment techniques that may be used to form part of the selection process and that they apply them consistently.

4.3. Ensure the committee's practices are in accordance with the law.

Responsibility: Chair of the Selection Committee (or delegate)

4.4. Collate feedback from staff in the relevant school on the seminar presentations and any other meetings that formed part of the consultation process.

4.5. Provide this feedback to the selection committee after all candidates have been interviewed.

Responsibility: Selection Committee

4.6. Interview applicants and undertake any further assessments deemed necessary.

4.7. Consider and decide which applicants are recommended as appointable and their ranking based on their application, referee reports, qualifications, interview, seminar presentations, meetings and other assessment information. For a recommendation to appoint, or for a decision not to appoint, the committee must reach a majority decision.

4.8. Recommend the preferred candidate to the Vice-Chancellor and President through Human Resources (recruitment team) who will co-ordinate this approval process.

Responsibility: Chair of the Selection Committee (or delegate)

4.9. In the case of an internal recruitment process, provide feedback in person to unsuccessful candidates in a timely manner.

Responsibility: Human Resources (recruitment team)

4.10. In the case of an external recruitment process, provide written advice to unsuccessful candidates in a timely manner.

5. Appointment

Responsibility: Vice-Chancellor and President

5.1. Approve/do not approve the selection committee's recommendation.

Responsibility: Executive Dean

5.2. Propose a Head of School loading (in the case of an internal process).

5.3. Contact the preferred candidate to advise them of the outcome i.e. that they are the preferred candidate, once the Vice-Chancellor and President has approved the selection committee's recommendation.

5.4. Negotiate the remuneration package and any other assistance (in the case of an external process) and advise the amount of the Head of School loading (in the case of an internal process).

5.5. Negotiate relocation packages. Such packages may be available to all newly appointed staff and existing staff members (excluding casual staff) who are required to relocate from their current place of residence (note: relocation packages are normally made to an appointee whose period of employment is greater than one year. If an employee resigns, repatriation expenses will not be paid by the University where a relocation package was offered).

5.6. Complete Hit the Ground Running and ensure it is authorised by the appropriate delegate.

5.7. Agree key accountabilities with the new Head of School.

5.8. After consultation with School staff, recommend a further period of appointment upon expiration of a Head of School's first term of office.

5.9. Approve the appointment and loading of a Deputy Head of School.

5.10. Approve the appointment of an Acting Head of School as and when necessary.

6. Support for Heads of School

Responsibility: Executive Dean

6.1. Heads of School may be provided with additional assistance to perform all the administrative responsibilities in their School.

6.2. Heads of School may delegate significant duties to other academic staff within the School, in particular Professors and Heads of Discipline.

6.3. On recommendation from a Head of School, the Executive Dean may approve the appointment of a Deputy Head to assist the Head of School.

6.4. A Deputy Head may receive an appropriate loading, as determined by the Executive Dean.

7. Acting Head of School

Responsibility: Executive Dean

7.1. Where a Head of School resigns (and prior to a selection process) or may be absent from the School for an extended period of time, the Executive Dean may appoint an Acting Head of School after open consultation with School staff.

Responsibility: Human Resources (recruitment team)

7.2. Co-ordinate the approval of the Request to Appoint Form and the remuneration and relocation package with the appropriate delegate.

7.3. Ensure a contract and any supporting documentation is sent to the preferred candidate.

7.4. Notify the appropriate delegate upon receipt of acceptance by the preferred candidate.

7.5. Ensure visa and relocation requirements are arranged in collaboration with the relevant school.

Responsibility: Supervisor

7.6. Ensure that the new staff member has access to essential services and the relevant buildings on their first day

8. Induction

Responsibility: Supervisor

8.1. Ensure that the new staff member completes the online corporate induction courses found at: http://www.adelaide.edu.au/hr/career/induction/

8.2. Ensure that the new staff member undergoes a local area and team induction within the first month of their employment.

Responsibility: Human Resources (learning and development team)

8.3. Invite the new staff member to the Vice-Chancellor and President's welcome.

9. Probation

Responsibility: Supervisor

9.1. Ensure that the new staff member undergoes a probation period relevant to their type and level of appointment.

10. Further Information

If you require assistance in understanding any aspect of this document, please contact the Human Resources Service Centre, extension: 31111 or email: hrservicecentre@adelaide.edu.au

Please use the following URL instead of linking to individual documents:
http://www.adelaide.edu.au/policies/177