Recruitment of Staff - OP Business Division Procedure
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Note: This Former Otago Polytechnic Limited Policy has changed status to an Otago Polytechnic Business Division Procedure and will be read in conjunction with the approved Te Pūkenga policy/ies and be applied to our ongoing operations and activities until further notice.
Otago Polytechnic | Te Pūkenga follows impartial and transparent employment processes to attract, appoint and retain suitably skilled, qualified, and experienced people.
Employment Relations Act 2000 and subsequent amendments
Public Service Act 2020 and subsequent amendments
Crimes Act 1961 and subsequent amendments
Criminal Records (Clean Slate) Act 2004 and subsequent amendments
Human Rights Act 1993 and subsequent amendments
Privacy Act 2020 and subsequent amendments
Immigration Act 2009 and subsequent amendments
Common Law and Judicial Decisions and subsequent amendments
Vulnerable Children’s Act 2017 and subsequent amendments
Children’s (Requirements for Safety Checks of Children’s Workers) Regulations 2015 and subsequent amendments
Health and Safety at Work Act 2015 and subsequent amendments
Minimum Wage regulations and subsequent amendments
This procedure applies to all vacancies at Otago Polytechnic | Te Pūkenga.
- Permanent appointments refer to when the staff member is employed for an indefinite duration.
- Fixed-term appointments refer to when the staff member is employed for a specific time period and for a specific purpose and must be for a genuine reason.
- Casual appointments refer to when the staff member is employed as and when required with no guaranteed hours of work.
- Proportional appointments refer to a role when the staff member is employed to undertake a specified proportion of a full-time equivalent (FTE) academic workload up to 0.8 FTE.
- Part-time appointments refer to a role where a Professional staff member is employed to undertake a specified proportion of a full-time workload and to an OP Academic staff member that is employed for less than 0.4 FTE.
The recruitment process will be led by People, Culture and Wellbeing who will ensure adherence to the process.
1.1 All recruitment and selection processes must use the appropriate forms and systems and have the appropriate approvals as per the Te Pū kenga Kaupapa-here / National Delegations Policy overseen, and supported by People, Culture and Wellbeing.
1.2 All employment applications require a standard application for employment form to be completed before an application can be considered.
1.3 Permanent vacancies or fixed-term vacancies that are greater than twelve (12) months require advertising of the role, shortlisting, a selection panel, and pre-employment checks, led by People, Culture and Wellbeing.
1.5 Casual and Fixed Term vacancies that are less than twelve (12) months in duration require a selection panel and pre-employment checks, led by the Formal Leader with support from the People and Culture Director
1.6 All advertising (internal and external) shall be placed through People, Culture and Wellbeing. Only People, Culture and Wellbeing may engage the services of an external recruitment agency.
2.1 Selection criteria will be based on the vacant position and the person specifications for that The shortlisting will be completed by People, Culture and Wellbeing in conjunction with the appointing Formal Leader.
2.2. Members of a selection panel must have undertaken the required recruitment and selection training programme prior to participating in the process or have had previous equivalent experience approved by People, Culture and Wellbeing.
2.3 Involvement of customers, learners, Unions, Kaitohutohu Office, and teams on selection panels is encouraged as appropriate and will be guided by People, Culture and Wellbeing ensuring the panel numbers are appropriate for the level of the position.
2.4 Selection panel members are required to declare any conflict of interest, as defined by the Te Pūkenga Kaupapa-here / Conflict of Interest policy including family connection and/or being a business associate or a close friend that may exist in relation to any candidates for the role, as soon as they become aware of that to People and Culture who will advise on this.
2.5 The selection panel will maintain strict confidentiality regarding all information pertaining to the recruitment process including the candidate information. All paperwork is to be returned to People, Culture and Wellbeing following the interview process in a timely manner.
2.6 Selection methods may include but are not limited to First Interview, Presentation, Second Interviews, Meet the Team opportunities and Candidate Testing.
2.7 The role of the selection panel is to make a recommendation on who to appoint to the position to the appointing Formal Leader and People, Culture and Wellbeing.
2.8 People, Culture and Wellbeing will ensure that no fewer than two (2) nominated referees (for permanent and fixed-term positions) and one (1) nominated referee (for casual positions) is to be consulted prior to an offer being made, at least one (1) of whom must be a person to whom the candidate has recently been directly responsible for work performance.
2.9 All reference checks must follow the template and associated processes.
3. Employment Offer
3.1 Any offer of employment must be in line with the Te Pūkenga Kaupapa-here / National Delegations Policy and Standing Delegations Register, Te Pūkenga Kaupapa-here / Remuneration Policy and the Remuneration – OPBD Procedure and have approval from People, Culture and Wellbeing prior to the offer being The offer of employment will be followed up in writing by People, Culture and Wellbeing to the new staff member. The new staff member cannot start work until the employment agreement has been signed and returned to People, Culture and Wellbeing.
3.2 Offers of employment may be subject to satisfactory pre-employment checks, including medical examinations, police vetting and/or credit checks.
3.3 Employment will be confirmed on the results of those checks being satisfactory to OP, and the OP employee will be notified by People, Culture and Wellbeing.
3.4 Costs associated with any pre-employment checks will be met by Otago Polytechnic | Te Pūkenga.
New staff may have a financial contribution made to assist with the process of relocation.
4.1 Any relocation contribution is to be agreed upon in accordance with Te Pūkenga Kaupapa-here / National Delegations Policy and Standing Delegations Register by People, Culture and Wellbeing before an offer of employment is made and will be made to the successful candidate at the time of the offer of employment and included within the offer of employment.
4.2 Assistance with relocation is discretionary and would generally be for a new permanent staff member to an agreed amount, which would usually be by direct payment to the provider(s), although reimbursement on the production of receipts may occur where this is not practicable.
4.3 Assistance or contributions may be made towards temporary accommodation, travel, insurance, and removal of personal effects including vehicles or Costs associated with buying/selling houses will not be taken into consideration.
4.4 Two (2) quotes for the removal of effects will be arranged by People, Culture and Wellbeing.
4.5 Any relocation contribution is subject to a bond which will be included in the offer of employment.
4.6 If the new staff member has committed to a relocation plan and incurred expenses but is unable to take up employment, they will be responsible for the reimbursement of all costs incurred by Otago Polytechnic | Te Pūkenga and for any return of their personal and household effects.
Te Pūkenga Transitioning (Grandparenting) Former Subsidiaries Policies
OP Business Division Procedures: