What you do (Hiring Manager)

Before commencing recruitment, determine whether you have an approved position available to recruit against.

Ask yourself:

• Do you have an existing position number?
• Is this a replacement position, or does a new position need to be created?
• Does the position description need updating?
• Has the position been reviewed or classified within the last two years?

If you need to create a new position, update a position description, or request a classification review, visit the Position Creation & Classification page before proceeding with recruitment.

If the position number is current and no changes are required to the position description, proceed to Step 2: Request to Advertise and Fill a Position.

If you have already identified a suitable candidate for appointment (for example, from a previous recruitment process) and advertising is not required, submit an External Appointment Form in Staff Connect. The Appointments Team can provide advice and support on the appointment process.

What you do (Hiring Manager)

Complete a Request to Fill (RTF) Form in Staff Connect, including:

• Reason for the recruitment request
• Campus/location
• Employment type and hours
• Fixed-term justification (if applicable)
• Compliance requirements
• Selection panel members
• Endorsers
• Approvers

Tip: Notify your endorsers and approvers before submitting the Request to Fill form to help avoid approval delays.

Refer to the Request to Fill Guide for detailed instructions.

What happens next

• Your Talent Partner reviews the Request to Fill form.
• The request is submitted for the required approvals:
  • Finance & Planning Business Partner (FPBP)
  • Executive
  • Senior Executive (where applicable)
• Once approved, you will receive a Staff Connect notification confirming recruitment can commence.

Approval checkpoint

• Review and routing typically takes 2-3 business days
• Timeframes may vary depending on approval availability and response times

What happens next (Talent Team)

• Your Talent Partner prepares and publishes the job advertisement across relevant platforms, including Careers at ACU, SEEK, LinkedIn, and other sourcing channels.
• Advertising is typically open for 14 days, although academic and international recruitment campaigns may be advertised for longer.

What you can do during this time (Hiring Manager)

• Complete the required Role of the Chair training (if not already completed).
• Advise Selection Panel members that interviews are likely to occur in the coming weeks.
• Discuss potential interview dates so panel members can reserve availability.
• Ensure panel members understand their responsibilities throughout the recruitment and selection process.
• Remind panel members that they will be required to complete a Recruitment and Selection - Conflict of Interest (COI) form

What to expect

• Advertising periods are a planned part of the recruitment process and cannot usually be shortened, as sufficient time is required to attract suitable applicants.

What you do (Hiring Manager)

Once advertising closes:

• Review applications in Staff Connect
• Assess candidates against:
  • Position Description
  • Selection Criteria
  • Qualifications and experience
  • Mandatory role requirements (e.g. registrations, licenses, accreditation, and work rights)
• Conduct shortlisting discussions with the Selection Panel (where applicable)
• Document your assessments in Staff Connect
• Update candidate statuses and finalise a shortlist for interview

Work Rights Requirements

Before progressing candidates to interview, ensure they hold appropriate work rights to work in Australia. Refer to the Work Rights Guide for Hiring Managers for guidance.

Candidate Communication

The Hiring Manager is responsible for:

• Contacting shortlisted candidates and scheduling interviews
• Confirming interview dates, times, and arrangements
• Keeping candidates informed throughout the recruitment process
• Advising unsuccessful candidates at the appropriate stage of the recruitment process
• As a courtesy, internal ACU applicants should be advised of shortlisting outcomes directly and offered an opportunity to seek feedback

Typical timeframe

• Approximately 7 days, depending on application volumes and panel availability

Where delays can occur

• High application volumes
• Panel member availability
• Candidate availability for interviews
• Clarification required regarding qualifications, registrations, or work rights

What you do (Hiring Manager and Selection Panel)

• Conduct interviews with shortlisted candidates
• Assess candidates against:
  • Position Description
  • Selection Criteria
  • Relevant qualifications, skills, and experience
  • Alignment with ACU's Mission and Values
• Complete interview assessments in Staff Connect
• Discuss outcomes with the Selection Panel
• Identify and rank appointable candidate(s)
• Update candidate statuses in Staff Connect

Ensure all panel members declare any actual, potential, or perceived Conflict of Interest (COI) before participating in interviews using this Microsoft Form.

Candidate Communication

The Hiring Manager is responsible for:

• Confirming interview arrangements with candidates
• Advising candidates of any changes to interview schedules
• Keeping candidates informed of recruitment progress
• Advising unsuccessful candidates once they are no longer being considered for the role

Typical timeframe

• Approximately 7-14 days, depending on candidate and panel availability

Where delays can occur

• Candidate availability
• Selection Panel availability
• Additional interview rounds or assessments
• Delays in panel feedback or assessment completion

What you do (Hiring Manager)

1. Contact the preferred candidate

Before completing the Preferred Candidate Form, contact the preferred candidate by phone (not email) to:

• Confirm they are still interested in the position
• Advise they have been identified as the preferred candidate and are progressing to the next stage
• Confirm key conditions of employment, including:
  • remuneration
  • hours/work pattern
  • anticipated commencement date
• Identify any changes in circumstances that may affect the appointment

This conversation confirms intent and employment conditions only. It is not a verbal offer of employment.

Agreement on remuneration should occur at this stage. Changes after contract preparation may require additional approvals and delay the appointment process.

2. Complete reference checks

Determine whether you will conduct:

• Manual reference checks, using the Manual Referee Report; or
• Xref reference checks

If using Xref:

• Explain the Xref process to the candidate
• Refer to the Preferred Candidate User Guide

Xref charges ($55) apply per candidate, not per referee.

3. Prepare and submit the Preferred Candidate Form

Complete the Preferred Candidate Form (PCAN) in Staff Connect. A link to complete the form will be sent to you via email.

• Add the preferred candidate details
• Complete and attach reference checks
• Update candidate statuses
• Submit the form to the Talent Team

Candidate preparation

To minimise delays, encourage the preferred candidate to begin preparing certified copies of relevant documentation, including:

• Working Rights (e.g. Passport, Visa, Birth Certificate)
• Academic qualifications
• Professional registrations or memberships
• Working With Children / Vulnerable People (this will include registering ACU as the nominated employer upon commencement for every state they work in)
• Teacher registration certificates (where applicable)

Work rights will be formally verified during the pre-employment check process.

Typical timeframe

• Approximately 7 days

Where delays can occur

• Referee availability
• Delays in completing reference checks
• Changes to remuneration after discussions have occurred
• Delays obtaining required documentation from the candidate

What happens next (Talent Team)

Once the Preferred Candidate Form has been submitted, the Talent Team reviews the submission and initiates the required pre-employment checks.

The preferred candidate will be asked to complete:

• Conflict of Interest (COI) declaration
• Gender-Based Violence (GBV) declaration
• Work rights documentation and assessment
• Foreign influence and interference assessment
• Any additional compliance requirements relevant to the role

For more information about these requirements, refer to the Conflict of Interest Declaration FAQs and Gender-Based Violence Declaration FAQs.

Declaration and Compliance Assessments

• No issues identified
  • Where no concerns are identified, the Talent Team will endorse the preferred candidate and progress the appointment to the next stage.
• Conflict of Interest (COI)
  • If a Conflict of Interest is declared:
    • The declaration will be provided to the Hiring Manager for review and assessment
    • A Conflict-of-Interest Management Plan may be required before the recruitment can proceed
• Foreign Influence or Interference
  • Where information provided by the candidate requires further assessment. The matter may be referred to the Research Office for review
• Gender-Based Violence Declaration
  • Where a declaration is made:
    • The information will be assessed in the context of the role and ACU compliance requirements

Typical timeframe

• Approximately 1-14 days, depending on candidate responsiveness and assessment approvals

Where delays can occur

• Candidates taking time to complete declarations or provide documentation
• Additional clarification required for declarations
• Development and approval of Conflict-of-Interest Management Plans
• Compliance assessments requiring additional review

What you do (Hiring Manager)

• Complete the Appointment Approval Form in Staff Connect. You will receive a notification via email 
• Confirm employment details, including:
  • appointment type
  • salary and remuneration
  • commencement date
  • work location
• Upload any required supporting certified documentation
• Submit the form for delegations of approval

Ensure all appointment details have been confirmed with the preferred candidate before submitting the form, as changes after submission may require additional approvals and delay the appointment process.

Typical timeframe

• Approximately 7-14 days due to approvals

Where delays can occur

• Missing or incomplete documentation
• Candidates obtaining certified copies of required documents
• Changes to employment conditions after submission
• Delegated approval availability

What happens next (Appointments Team)

Once the appointment has been approved:

• The Appointments Team prepares the employment contract
• The contract is issued to the preferred candidate
• The candidate reviews and accepts the offer
• You receive notification once the contract has been accepted

Typical timeframe

• Approximately 14-21 days

Where delays can occur

• Candidate obtaining certified documentation
• Candidate availability to review and accept the offer
• Queries regarding employment conditions

What happens next

Once the candidate has accepted their employment contract:

• The new employee completes onboarding activities in Staff Connect
• The Appointments Team finalises employee setup activities
• The Hiring Manager prepares for the employee's commencement and local induction

What you do (Hiring Manager)

• Prepare the employee's workspace, equipment, and system access
• Plan local induction activities
• Schedule introductory meetings and key onboarding activities
• Support the employee throughout their first weeks at ACU

Visit the Onboarding Page for detailed information about preparing for your new employee's commencement.