(1) The University of Newcastle's ( (2) This guideline should be read in partnership with the Talent, Recruitment and Appointment Procedure, which sets out the minimum selection process for the recruitment of sessional (3) The following streamlined processes for sessional (4) Current and prospective (5) The decision to appoint sessional (6) Consideration of elements such as the types of duties, period of employment and hours required, (7) Once the need for a sessional (8) The position description will include selection criteria that outline the minimum skills, knowledge, experience and qualifications required for the role. The position description will be developed by the Hiring Manager and provided to the relevant Course Co-ordinator for review, who will be responsible for working with sessional (9) A generic Position Description Template - Sessional Academic is attached to this guideline. This draft should be used by (10) To facilitate the filling of sessional roles at short notice, and to ensure a fair, transparent, merit-based and consistent approach, it is recommended that the (11) The EOI process should be conducted annually (advertised both internally and externally) to ensure equity of employment opportunity, quality of sessional academic resources, relevance and currency. (12) The EOI process should involve the following: (13) The Hiring Manager will coordinate the selection of sessional (14) If the Hiring Manager has a financial, family or other close personal relationship with any appointee there is the potential for an actual or perceived conflict of interest. The Hiring Manager must adhere to the (15) The Hiring Manager is responsible for ensuring that all (16) (17) Where the (18) A minimum of two referee checks must be undertaken for (19) Once the selection process is complete, all EOI (20) While it is recommended that all appointments are made from the sessional academic register, circumstances such as lead-time, the availability of potential (21) An appointee's application documentation should be retained at the (22) Sessional (23) The duties, working arrangements and remuneration of sessional (24) A sessional academic appointment must be approved by the Head of School/Unit. (25) An online appointment form is submitted to Human Resource Support Services by the Hiring Manager or nominee. A completed (26) Where necessary, a completed New Working with Children Clearance Number Form will need to be submitted with the appointment paperwork. To determine whether a New Working with Children Clearance Number Form is required, please refer to the information at the top of the form. (27) Once the appointment is confirmed by Human Resources, the Hiring Manager or delegate will provide a letter of offer (and timetable) which includes the duties required, the number of hours, the rate of pay for each (28) The Hiring Manager must ensure that the letter of offer is received and signed by the sessional academic before they commence employment with the (29) The appointment procedure is outlined in the table below. (30) All sessional (31) It is recommended that the Recruitment and Selection Guideline for the Appointment of Sessional Academic Staff
Section 1 - Introduction
Section 2 - Audience
Section 3 - Identification of Vacancy or Need
Section 4 - Position Description Developed
Section 5 - Recruitment Process
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It is recommended that the advertisement is placed at an appropriate time deemed by the Section 6 - Selection Process
Section 7 - Appointment Procedure
Top of Page
Responsible Party
Action Required
Section 8 - Orientation and Onboarding
View Current
This is not a current document. It has been repealed and is no longer in force.
Head of School
- Grant Approval to appoint sessional academic staff
- Nominate a Hiring Manager to coordinate the recruitment and selection process for the School's academic staff
- Approve sessional academic position description and EOI request form
- Approve appointment of sessional academic selected - Approve appointment of a sessional academic outside the EOI process
- Ensure the School's sessional academic register is reviewed and refreshed annually
- Ensure the School has an effective orientation program in place for its sessional academic staff
- Manage the performance review process for sessional academic staff and provide feedback as appropriate, or nominate a delegate to perform this task
HR Recruitment Team
- Coordinate the internal and external advertisement of the EOI Provide the Hiring Manager with access to the EOI applications
Hiring Manager
- Develop position description in consultation with Course Co-ordinators
- Forward completed sessional academic EOI request form to the Recruitment Team
- Declare any conflict of interest
- Conduct interviews and reference checks as part of the selection process, where appropriate
- Obtain approval to appoint from the Head of School
- Sight and certify copies of qualifications and proof of working rights
- Forward sessional academic employment paperwork and related documents to Human Resource Services for processing
- Issue the sessional academic letter of offer (or nominate a delegate to perform this task on their behalf)
- Ensure a signed letter of offer is received from the sessional academic prior to commencement of duties
- Retain recruitment documentation for necessary period
- Ensure that the staff member completes their orientation
Course Co-ordinator
- Review and provide feedback on the position description
- Participate in the selection of sessional academic staff
- Participate in the orientation of sessional academic staff as required
HR Services
- Audit the appointment paperwork to ensure it complies with relevant legislation and University policy
- Approve the Staff Appointment Online form
Sessional academic staff
- Complete EOI application form
- Provide copy of CV
- Provide at least two referee's contact details
- Provide certified copies of qualifications
- Provide certified copies of proof of working rights
- Provide Working with Children Clearance Number where necessary
- Sign and return letter of offer prior to commencement of employment
- Complete all necessary onboarding and orientation requirements