Procedures

1. Appointment by Invitation
These circumstances are summarised as follows:

• An existing staff member may be appointed to a new or different position where to do so is a

necessary part of a restructuring or re-organisation.
• An existing staff member may be redeployed (e.g. to resolve personal difficulties; in a
redundancy situation; or in the case of a staff member returning from parental leave or a
former staff member returning under childcare re-entry provisions).
• An existing staff member may be transferred to a vacant position as a means of rotating staff
for staff development purposes.
• The University may use Work and commercial employment agencies for recruiting staff.
• Other justified exceptional circumstances include:
o The need to act quickly to secure a particular person who is unequivocally
appointable in circumstances of scarcity;
o The need to appoint for a fixed-term of longer than one year where specialist skills
are required and available;
o The need to appoint a particular person because of their attributes rather than to fill a
vacancy for a predetermined job.

Requests to waive advertising procedures and/or to appoint by invitation require the approval of the
Vice-Chancellor (operationally the Director, Human Resource Management Division or the Pro Vice-
Chancellor with staffing responsibilities).

2. Position Description and Person Specification

The position description and person specification form the basis of the selection process. These
documents provide a framework for advertising details, short-listing criteria, the focus of interview
questions and final selection. They are also distributed to prospective applicants. An accurate
position description and person specification should ideally be developed before advertising is
requested. Human Resource Advisors can assist with job analysis and the writing of appropriate
position descriptions and person specifications prior to a vacancy being advertised.

The timeliness of the appointment process is important. Managers and other appointment committee
members should anticipate their availability when placing recruitment advertisements to ensure they
can shortlist and interview within reasonable timeframes. This provides for good public relations and
helps to retain the best candidates among the pool of possible appointees.

3. Recruitment Request

The Human Resource Management Division arranges external recruitment advertising in

consultation with managers. Advertised vacancies also appear internally in abbreviated form in the
weekly edition of the Official Circular. They are available on the web at:
www.waikato.ac.nz/hrm/external/vacancies. Detailed information should be forwarded on the
Recruitment/Appointment Request form to the relevant Human Resource Advisor so that recruitment
processes can be initiated.

Under the State Sector Amendment Act 1989 the University has a legal obligation to notify vacancies
for continuing appointments wherever practicable in a manner sufficient to enable suitably qualified
persons to apply for the position.

The recommended minimum placements for advertised vacancies are as follows:

Type of Position Minimum Placement

Casual positions and Sessional Discretionary

Assistants Notice Boards or by nomination

Fixed-term positions of up to Discretionary

one year Official Circular or by nomination

Fixed-term positions in excess Official Circular and normally limited external advertising (or as
of one year appropriate to type of vacancy)

Continuing positions Official Circular and appropriate external advertising

4. Cost of Advertising

Costs vary enormously according to the placement and size of the advertisement. The cost of
external advertising is charged to the budget account code provided. Print media costs are based on
the number of column centimetres. Composite advertising helps to reduce costs. Quotes for
advertisements can be obtained by Human Resource Advisors to assist managerial decision-making
provided that final copy is available at least 2 days prior to the publishing deadline. Guidelines on
current costs are available from the HRM Division.

5. Drafting the Advertisement

5.1 Content should be consistent with the position description/person specification. Human Resource
Advisors may write or edit advertisements and other support documentation in consultation with
managers and will ensure that relevant legislative and University policy is adhered to.

5.2 Care should be taken not to include any potentially discriminating criteria (this also applies to the
position description and person specification). For example a requirement for a particular
qualification should not be specified unless it is needed for the performance of the job. Age related
terms such as mature, senior or junior should be avoided. Recruitment advertisements must
accurately describe the position. Deliberately misleading potential employees in job advertisements
can constitute a breach of the Fair Trading Act 1986.

5.3 Advertisements must be guided by the University's Equal Opportunities policy. No one should be
excluded from consideration for a position for which s/he is skilled and qualified as a result of
inappropriate processes, rules and attitudes. The University is firmly committed to the principle of
non-discrimination. The possibility of a vacancy being filled on a part-time or job share basis should
be made clear in advertisements where such flexibility is available. Managers should advertise in
both English and Maori and in the Maori media when appropriate.

5.4 Recruitment advertisements reflect on the University as an educational institution. We should aim
to:

• attract attention from readers;

• elicit a positive response from an appropriate range of people; and
• demonstrate that we are an equal opportunity employer.

It is vital that authors make the most of the space and budgets available by avoiding unnecessary -
and costly - words. Guidelines for writing recruitment advertising are attached in Appendix A.

Every advertisement includes the statement "Equal opportunity is University policy".

5.5 A salary range or an indication of the salary level of a position should generally be included in
advertisements but may be omitted where genuine flexibility in salary levels is possible.

5.6 Where a position is not continuing, the fixed-term for which it is available must be specified.
Similarly if a position is not full-time, an indication of the number of hours involved should be included
in the advertisement details.

6. Closing Dates

The closing date must allow sufficient time for applicants to receive relevant information and submit
an application. Longer periods will be required where advertisements need to be placed in specialist
journals that have long lead-in times for publication or are published infrequently.

7. Placement of Advertisements

7.1 The University uses a Recruitment Advertising Agency that provides comprehensive recruitment
advertising services. These include quotations for costs; placing advertisements in the media; and
quality assurance of the University's agreed branding and style. The University uses a standard
design format for all recruitment advertisements. All contacts with the Agency are channelled through
the HRM Division.
7.2 External advertisements can be placed in appropriate internet sites, newspapers, journals,
bulletins, networks, or notice boards depending on the nature of the position and the expected ease
or difficulty of securing an adequate field of candidates. The department concerned, in line with
Division/Faculty approval processes, will determine placement of advertisements. Human Resource
Advisors can outline the various options available.

7.3 Internet advertising can be extremely cost effective and is increasingly being used in conjunction
with the print media. Print advertisements can contain less detail and carry a reference to the
position on a job site where there is more cost-effective space available.

7.4 The deadlines for placement of advertisements are available from the Human Resource
Management Division. Provided that a fully completed Recruitment/Appointment Request form is
available, Human Resource Advisors can arrange advertising at very short notice, usually within 24
hours of a publication deadline.

8. Information for Applicants

All advertisements request applicants to contact the Human Resource Management Division for
further information. Relevant details are sent in response to all enquiries within one working day.

9. Receipt of Applications

Applications are sent to the Human Resource Management Division where they are held, in a secure
area, until the closing date. All applications are acknowledged promptly, normally within one working
day of receipt. This service ensures efficient co-ordination of the recruitment process and appropriate
notification to candidates at the conclusion of the process.

10. Interview Expenses

Travel expenses are not normally paid when a position has been advertised only locally.

When a position has been advertised in the print media beyond the Waikato, the actual cost of travel
will be re-imbursed from areas in which the advertisement appeared and charged to the relevant
budget code. (If the mileage allowance for car travel exceeds an airfare, then the airfare equivalent
should be paid instead.)

Managers have discretion to pay travel expenses in excess of these guidelines where it is in the
University's interests to do so (for example, if the candidate is a strong contender in a weak field).

The payment of interview expenses related to Internet advertising is discretionary given the
geographical range of potential applicants who may register interest in any particular vacancy.

Measures of Effectiveness
 • Effectiveness of response rates to advertisements ( Applicant Tracking)
• A high percentage of appointments made after first round advertising
• Prompt response to enquiries by Human Resource Management staff
• Applications acknowledged within standard timeframes
• Correct documentation sent out.

Appendix A - Guidelines for Writing Recruitment Advertising

Recruitment advertising, like any other form of advertising, is competitive and aimed at selling a
position. The challenge is to get the best response possible. The most suitable candidates probably
aren't even looking for a new job. This is your opportunity to get their attention and convince them to
apply for a position at the University of Waikato.

A recruitment advertisement must:

• Give the reader a good reason for applying for the position; and
• Have a selling point.

The less attractive the position and the scarcer the skills you are seeking, the harder you have to
sell. A selling point can be just about anything - increased responsibility, research opportunities, the
ability to work part-time hours - every position has some attractive points that you can illustrate.
However, a selling point should be substantiated, otherwise it is meaningless e.g. if you say a
position is challenging, you also need to say why it is challenging.

What Information Do You Need?

The most important step in producing a good recruitment advertisement is knowing the position.
Initially you may not realise that certain aspects of the position and/or the University may be very
interesting and appealing to potential applicants. It is important to look at information beyond the
position description.

A Checklist of Questions for Gathering Background Information

Selling Points
Why would someone want this position? What is it that will motivate the target audience to apply?
(Be specific) You should also substantiate the selling point - why will this particular selling point get
the target audience to apply?

Job Title
Will it mean anything to anyone outside the University or the tertiary education sector - or New
Zealand? (If no, then you may need to consider a more helpful title.)
Headline
Does the advertisement need a headline to get the reader's attention? (May only be appropriate if it
is a difficult position to fill.)

Job Structure
Where does this particular role fit within the overall organisation or where does the department fit in?

Type of Environment
Small/large team, lively/go-ahead, etc.

Description of the Role

Is there anything important, unusual or interesting about it? Don't state the obvious or regurgitate the
position description. Concentrate on the positive aspects.

Description of the Person Required

Qualifications, key skills, relevant experience, personal qualities. Be specific and keep it short.

Salary/benefits/training/opportunities
A selection of these may be worth mentioning.

Writing a Good Recruitment Advertisement

Standard Format
Job Title
Where (describe the University or Department)
Why (would anyone want to apply for this position)
What (are the key responsibilities)
Who (the person specification)
How much (the rewards)
What next (reply instructions)

Points to Remember:

• Read the background information;

• Identify what needs to be included and what can be omitted - highlight the selling point/s and
substantiate them;
• The use of we/you (first person/second person) gives a more friendly and informal feel which
tends to be more successful. The company/the applicant (third person) is much more formal.
Whichever you choose - be consistent throughout;
• Don't regurgitate the position description, re-phrase it to make it more direct;
 • Provide an overview of the position but don't list every detail - this is boring and a waste of
valuable space (most academics know what the position involves so why not tell them
something different or interesting about this position);
• Write simply, imagine describing a position to a friend;
• Be concise, use short words, sentences and paragraphs;
• Eliminate unnecessary words;
• Avoid clichs and commonly used words such as 'self-motivated, friendly and enthusiastic' as
you are trying to differentiate your advertisement from others;
• Avoid repetition and think of other ways you can start a sentence;
• Avoid excessive use of punctuation but use plenty of full stops, short sentences help the
reader;
• Bullet points take up a lot of space and interrupt the flow of copy; it is often more cost effective
to write in sentences.

Proof Reading and Review

When you have drafted your advertisement, read it through carefully and critically. Check
punctuation, spelling and sense. The copy should read smoothly and easily. Test it by reading it out
loud. If you have time, ask for a second opinion. Finally assess whether the advertisement contains a
compelling reason why anyone should apply for this position. If it meets these criteria, then you have
written a good recruitment advertisement.

An example of advertising copy is available here using the University's standard design.

Prepared by the Human Resource Management Division

An enthusiastic person with excellent
organisational and administrative skills is sought
after to join our team.
Involved in the admission and enrolment of
domestic and international students, you will
assess applications to enrol, make placement
offers and process enquiries for students,
educational agents and partner institutions,
ensuring an overall smooth enrolment process.
Working quickly and accurately while maintaining
a methodical and thorough approach is vital. Your
communication, computing and customer service
skills will be put to use in this busy environment
and you will be working with a wide variety of
people, so sensitivity to people from different
cultural backgrounds is essential.
A tertiary qualification and a working knowledge
of the tertiary education system would be an
advantage.
Salary will be in the range of $37,143 to $49,233
per year, depending on qualifications, skills and
experience.
Closing date: 26 October 2010 Vacancy
number: 300274
For more information and to apply, visit
www.jobs.waikato.ac.nz
Ko te Tangata – For the People
At the University of Waikato we define ourselves
by our academic and research excellence and the
strength of our international connections. Our
distinctiveness is driven by our focus on
sustainability, our commitment to Māori learning
and research, and our role as leaders and
innovators.
Our motto, Ko te Tangata, underlines our
acknowledgement of the Treaty of Waitangi,
equal opportunity for all, the importance of
collegiality, and the individuals who are our staff,
students and stakeholders.
E herea ana te Whare Wānanga ki te kaupapa
kia whakaratohia te mea angitū ōrite ki ngā
tāngata katoa.