Red X iconGreen tick iconYellow tick icon
Category Human Resources
Type Guideline
Approved by Human Resources Senior Team, December 2010
Date Guideline Took Effect 1 December 2010
Last approved revision
Sponsor Director of Human Resources
Responsible officer Head of Organisational Development

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.


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.


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

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
Tel +64 3 479 5431

Back to top