1. jobs.nsw Guide for conveners

2. Index Accessing your job requisitionsPages 1 – 5 Preparing your advertisementPages 6 – 20 Managing your requisitionPages 21 – 23 Review Applicants for Short ListingPages 24 – 31 Short List Referee Check OutcomePages 33 – 40 Submit Short List to HRSOPages 42 – 46 Interview SchedulingPages 48 – 53 Interview Outcome pre-referee checkPages 54 – 60 Selection Process OutcomePages 62 – 68 Submit Selection Report to HRSOPages 70 – 74 Position OfferPages 75 – 79 e-Learning MaterialsPage 81

3. Accessing your job requisitions Add Jobs.NSW (eRecruitment Pilot) to your Essentials by clicking on My applications 1.

4. Click on Add to my Essentials Accessing your job requisitions 2.

5. Click on Requisitions Accessing your job requisitions The NSW Department of Education and Communities jobs.NSW home page will open 3.

6. Accessing your job requisitions Click on the vacancy / requisition matching the ID and title of the job for which you are creating the advertisement The requisition list page will open Convener / Hiring Manager for this requisition 4.

7. Accessing your job requisitions Job Title and reference number of requisition. This must include the full school name at the end Click the Edit button to add information – this will automatically open all fields Click on the arrow to expand and view each section Note: all sections will be expanded when in edit mode 5. Click on this button and select ‘Request Contribution’ if you wish to correspond via email with Staffing Services regarding this requistion

8. Preparing your advertisement 1. Position Details 2. Administration 3. Vacancy Information 4. Compensation and Panel Details 5. Submit for Approval 6.

9. Preparing your advertisement The pre-set fields which can’t be changed include: Schools details Position details Approved subjects Willing to teach subjects General Selection Criteria As Hiring Manager / convener you need to check the accuracy of all information This field must be completed as it is the title that will be used by the system in correspondance Add the title of the role, for example: Teacher, Assistant Principal, Deputy Principal 7. You may wish to change the title for teacher position and Head Teacher positions to include the KLA in the title, examples: Head Teacher Mathematics – Test High School Teacher Librarian – Test Public School

10. Preparing your advertisement As Hiring Manager / convener you need to check the accuracy of all information You need to select a “Publish Date” for your advertisement This will always say “Teacher” 8. If you are nominating another teacher to be the convener, you need to change the details in these fields

11. Preparing your advertisement Click on the calendar icon to see a large date pad. Select Wednesday in the week you would like to advertise the position 9.

12. Preparing your advertisement In this section there are four fields to complete: Position Information Specific Selection Criteria Conditions (as necessary) Special Notes (as necessary) As Hiring Manager / convener you need to enter this information Enter information about the school including: School name Student enrolment Relevant student background (do not use acronyms) and number or percentage Any relevant programs (do not use acronyms) 10.

13. Preparing your advertisement Sample completed field You may cut and paste from Notepad Some format errors may occur if you copy and paste from other applications The first sentence must state the full name of the school and enrolment details 11.

14. Preparing your advertisement Enter appropriate information, noting that it must align with the Position Details in Section 1 Approval to teach … must reflect subjects in Subjects – Approved in Position Details Willingness to teach … must reflect subjects in Subjects – Not Approved in Position Details Other selection criteria relating to the curriculum needs of the school should also be included 12. General Selection Criteria is prepopulated into executive positions

15. Preparing your advertisement It is not mandatory to enter anything in this field For some specialist positions this field will auto-populate 13.

16. Preparing your advertisement It is not mandatory to enter anything in this field For some specialist positions this field will auto-populate You may include a link to the local government website or school website. This is particularly useful for schools in rural or remote areas 14.

17. Preparing your advertisement Underneath these four fields you are required to add a contact name and phone number This will be the person a potential applicant will contact for package information and could be you or someone else 15.

18. Preparing your advertisement This information will auto-populate 16.

19. Preparing your advertisement Complete details for the convener and each panel member Add name and select from drop-down menus 17.

20. Preparing your advertisement If the school has a significant enrolment of students with a language background other than English (60%), the selection panel will include a representative from the local ethnic community If the school has more than 20 Aboriginal students or 20% of enrolments, the selection panel will include an AECG representative For further information about selection panel procedures see: Selection Panel Procedures for School Teachers 2012 http://www.teach.nsw.edu.au/documents/sel_panelproc12.pdf 18.

21. Preparing your advertisement 19. At the bottom of this section you will need to complete further information about the panel members from drop- down menus It is critical that these certifications are completed to allow the requisition / advertisement to be approved

22. Preparing your advertisement When you are ready to submit the requisition to Staffing for approval, select ‘Yes’ from the drop-down menu Return to the top of the requisition and click ‘Save and Close’ 20.

23. Take a break You now need to wait until your advertisement closes

24. Managing your requisition 21. Candidate Selection Workflow (CSW) Yellow = Hiring Manager Green = Staffing Services

25. Managing your requisition Once the advertisement has closed, it will be available for the Hiring Manager / convener to manage the candidates Select the requisition required and commence the merit selection process 22. Use this button to change what you can see in this window, eg. include the school name column or remove the ID column from view or move the Applicant Number column to be after the Title column

26. Managing your requisition Status of the requisition Number of candidates / applicants Click on the number next to “Candidates for this requisition” to gain access to the candidates’ applications 23.

27. Managing your requisition - Review Applicants for Short Listing Click on “Review Applicants for Short Listing” to start the short listing process 24.

28. In the step “Review Applicants for Short Listing”, the Hiring Manager moves the candidates from “Select Step Outcome” to either: “Actively Considering For Short Listing“ OR “Not Considering For Short Listing” OR “Candidate Withdrawn” where an applicant has advised you they wish to withdraw their application Managing your requisition - Review Applicants for Short Listing 25.

29. Select each candidate, one at a time, to select them to be Short List for interview After the candidate has been selected, click on the green arrow to move them to the “Actively Considering For Short Listing” status Managing your requisition - Review Applicants for Short Listing 26.

30. Double check the “New Step” and “New Status” are correct Do not check the “Send correspondence” box Check the selection criteria boxes as appropriate Comments are mandatory. These should reflect the merit of the written application against the criteria Select “Save and Close” when you are finished with this candidate Managing your requisition - Review Applicants for Short Listing 27. If you wish to see the details of the candidate you are currently moving through the Candidate Selection Process use this link Instructions for this Step/Status can be accessed at any Step/Status

31. One candidate has been moved This process needs to be repeated for each candidate to be short listed Managing your requisition - Review Applicants for Short Listing 28.

32. Select the candidates, one at a time, to add them to the “Not Considering For Short Listing” status Click “More Actions” and then click “Change Step/status” to select the “Not Considering For Short Listing” status Managing your requisition - Review Applicants for Short Listing 29.

33. Managing your requisition - Review Applicants for Short Listing 30. Use the drop-down box to select “Not Considering For Short Listing” Check the selection criteria boxes as appropriate Comments are mandatory. These should reflect the reason/s for not considering for interview based on the selection criteria for the position Select “Save and Close” when you are finished with this candidate Do not check the “Send correspondence” box

34. Check all candidates have been moved to one of the other three statuses in this step Once all candidates have been moved to another status, you are ready to progress to the next step of the Merit Selection process Managing your requisition - Review Applicants for Short Listing 31.

35. Managing your requisition A total of 9 candidates applied for this position 4 candidates have been culled and referees would not need to be contacted 5 candidates have progressed in the short listing process and two referees need to be contacted for each candidate before a final decision regarding an interview is made 32.

36. Two referees for each candidate being considered for the short list for interview should now be contacted Click on “Short List Referee Check Outcome” to start the referee process Managing your requisition - Short List Referee Check Outcome 33.

37. In the step “Short List Referee Check Outcome”, the Hiring Manager moves the candidates from “Select Step Outcome” to either: “Recommended for Short Listing“ OR “Not Short Listed (Unsuccessful)” OR “Candidate Withdrawn” where an applicant has advised you they wish to withdraw their application Managing your requisition - Short List Referee Check Outcome 34.

38. Select each candidate, one at a time, to move them to the Short List for interview status After the candidate has been selected, click on the green arrow to move them to the “Recommended for Short Listing” status Managing your requisition - Short List Referee Check Outcome 35.

39. Double check the “New Step” and “New Status” are correct Do not check the “Send correspondence” box Comments are mandatory. These should reflect the referee comments against the criteria Select “Save and Close” when you are finished with this candidate Managing your requisition - Short List Referee Check Outcome 36.

40. One candidate has been moved The green tick is confirmation that they have been successfully moved to the next status This process needs to be repeated for each candidate to be short listed Managing your requisition - Short List Referee Check Outcome 37.

41. Select each candidate, one at a time, to move them to the “Not Short Listed (Unsuccessful)” status or “Candidate Withdrawn” Click “More Actions” and then click “Change Step/status” to select the “Not Short Listed (Unsuccessful)” status Managing your requisition - Short List Referee Check Outcome 38.

42. Use the drop-down box to select the “Not Short Listed (Unsuccessful)” Comments are mandatory. These should reflect the reason/s for not considering for interview Select “Save and Close” when you are finished with this candidate Managing your requisition - Short List Referee Check Outcome 39. Do not check the “Send correspondence” box

43. Check all candidates have been moved to one of the other status groups in this step Once all candidates have been moved to another status, you are ready to progress to the next step of the Merit Selection process Managing your requisition - Short List Referee Check Outcome 40.

44. A total of 9 candidates applied for this position 4 candidates have been culled and referees would not need to be contacted – “Review Applicants for Short Listing” 2 candidates have been culled following contact with referees – “Short List Referee Check Outcome” 3 candidates have been moved to the short list step to be reviewed by Staffing Services – “Submit Short List to HRSO” Managing your requisition 41.

45. Managing your requisition - Submit Short List to HRSO Click on “Submit Short List HRSO” to release the requisition to Staffing for review and approval of the candidates short listed 42.

46. Managing your requisition - Submit Short List to HRSO In the step “Submit Short List to HRSO”, the Hiring Manager moves the candidates from “Select Step Outcome” to “All Panel Part of Process” to allow Staffing to consider and approve the Short Listed candidates 43.

47. Managing your requisition - Submit Short List to HRSO This is one of the times you can ‘bulk’ select all candidates to move them to the next status After all candidates have been selected, click on the green arrow to move them to the “All Panel Part of Process” status 44.

48. Managing your requisition - Submit Short List to HRSO Double check the “New Step” and “New Status” are correct Do not check the “Send correspondence” box Comments are optional. Please note: any notes made when you are ‘bulk’ moving candidates will only be entered by the system on the first candidate’s application. So if you need to make comments on specific candidates you should move candidates individually instead of using the ‘bulk’ move function Select “Save and Close” when you are finished Check this box to certify that all panel members have participated fully in the Short Listing process 45.

49. Managing your requisition - Submit Short List to HRSO Check all candidates have been moved to the “All Panel Part of Process” status The green ticks are confirmation that the candidates have been successfully moved to the next status 46.

50. Managing your requisition Staffing now need to review and approve the Short List prior to any further action by the Hiring Manager / Convener or contact being made with the candidates to schedule the interviews 47.

51. Take a break You need to wait until you receive a system generated email to proceed

52. Click on “Interview Scheduling” to commence the interview process Managing your requisition - Interview Scheduling 48.

53. Managing your requisition - Interview Scheduling In the step “Interview Scheduling”, the Hiring Manager moves the candidates from “Select Step Outcome” to “Interview scheduled” status 49.

54. Managing your requisition - Interview Scheduling Select each candidate, one at a time, to provide their interview details After the candidate has been selected, click on the green arrow to move them to the “Interview scheduled” status 50.

55. Managing your requisition - Interview Scheduling Double check the “New Step” and “New Status” are correct Do not check the “Send correspondence” box Enter the interview date Select the type of interview to be conducted Select “Save and Close” when you are finished 51. € €

56. Managing your requisition - Interview Scheduling One candidate has been moved The green tick is confirmation that they have been successfully moved to the “Interview scheduled” status This process needs to be repeated for each candidate to be interviewed 52.

57. Managing your requisition - Interview Scheduling Check all candidates have been moved to one of the three statuses available in this Step. If a candidate is not to be interviewed because for example Staffing Services has advised they are not eligible then move them to the status “No interview scheduled – (Unsuccessful)”. Move candidates to “Candidate Withdrawn” if a candidate advises the panel of their withdrawal from the selection process at this point Once all candidates have been moved to “Interview scheduled” status you are ready to progress to the next step of the Merit Selection process Click on the double blue arrows to move candidates to the next step This is one of the times you can ‘bulk’ select all candidates to move them to the next status 53.

58. Click on “Interview Scheduling” to commence the interview process Managing your requisition - Interview Outcome pre-referee check 54.

59. Managing your requisition - Interview Outcome pre-referee check In the step “Interview Outcome pre-referee check”, the Hiring Manager moves the candidates from “Select Step Outcome” to either: “Referee to be Contacted“ OR “Unsuccessful at Interview” OR “Not Eligible” is Staffing Services has advised the panel at this point that the candidate not eligible to be considered for the position OR “Candidate Withdrawn” if the candidate advises the panel they wish to withdraw their application for the position at this point 55.

60. Managing your requisition - Interview Outcome pre-referee check Select each candidate, one at a time, to indicate the third referee has been contacted After the candidate has been selected, click on the green arrow to move them to the “Referee to be Contacted” status 56.

61. Managing your requisition - Interview Outcome pre-referee check Select each candidate, one at a time, to add them to the “Unsuccessful at Interview” status or “Not Eligible” or “Candidate Withdrawn” where relevant Click “More Actions” and then click “Change Step/status” to select the “Unsuccessful at Interview” status 57.

62. Managing your requisition - Interview Outcome pre-referee check Double check the “New Step” and “New Status” are correct Select “Save and Close” when you are finished Do not check the “Send correspondence” box Comments are mandatory 58.

63. Managing your requisition - Interview Outcome pre-referee check Check all candidates have been moved to the another status in this step 59.

64. Managing your requisition - Interview Outcome pre-referee check Check all candidates have been moved to another status in this step Once all candidates have been moved to “Referee to be Contacted” status you are ready to progress to the next step of the Merit Selection process Click on the double blue arrows to move candidates to the next step This is one of the times you can ‘bulk’ select all candidates to move them to the next status 60.

65. A total of 9 candidates applied for this position. 4 candidates have been culled and referees would not need to be contacted – “Review Applicants for Short Listing” 2 candidates have been culled following contact with referees – “Short List Referee Check Outcome” 1 candidate has been culled following the interviews – “ Interview Outcome pre-referee check” 2 candidates have been successful following the interview. They need to be ranked as: Recommended applicant Eligibility List (rank) or Not Recommended Managing your requisition 61.

66. Managing your requisition - Selection Process Outcome Click on “Selection Process Outcome” to progress the Merit selection process to the next stage 62.

67. Managing your requisition - Selection Process Outcome In the step “Selection Process Outcome”, the Hiring Manager moves the candidates from “Select Step Outcome” to either: “Recommended Applicant“ “Eligibility List (Ranking)” OR “Not Recommended (Unsuccessful)” OR “Candidate Withdrawn” 63.

68. Managing your requisition - Selection Process Outcome Select the candidate to be recommended for the position After the candidate has been selected, click on the green arrow to move them to the “Recommended Applicant” status 64.

69. Managing your requisition - Selection Process Outcome Double check the “New Step” and “New Status” are correct Select “Save and Close” when you are finished Do not check the “Send correspondence” box Comments are mandatory Reasons need to reflect a summary of how the selection criteria was addressed at interview 65.

70. Managing your requisition - Selection Process Outcome Select the candidate to be placed on the eligibility list Click “More Actions” and then click “Change Step/status” to select the “Eligibility List (Ranking)” status 66.

71. Managing your requisition - Selection Process Outcome Double check the “New Step” and “New Status” are correct Select “Save and Close” when you are finished Comments are mandatory Reasons for suitability need to reflect a summary of how the selection criteria was addressed with a degree of difference between applicants Do not check the “Send correspondence” box Select the “Merit Rank” for the candidate on the Eligibility list 67.

72. Managing your requisition - Selection Process Outcome Check all candidates have been moved to another status group in this step Select the candidate that is the recommended applicant and click on the double blue arrows to move the recommended applicant to the step “Submit Selection Report to HRSO” 68.

73. A total of 9 candidates applied for this position 4 candidates have been culled and referees would not need to be contacted – “Review Applicants for Short Listing” 2 candidates have been culled following contact with referees – “Short List Referee Check Outcome” 1 candidate has been culled following the interviews – “ Interview Outcome pre-referee check” 1 candidate is on the eligibility list – “Selection Process Outcome” 1 candidate is the Recommended Applicant – “Submit Selection Report to HRSO” Managing your requisition 69.

74. Managing your requisition - Submit Selection Report to HRSO Click on “Submit Selection Report to HRSO” to progress the Merit selection process to the next step 70.

75. Managing your requisition - Submit Selection Report to HRSO Select the recommended applicant to move them to the next status and certify the panel process and participation After the candidate has been selected, click on the green arrow to move them to the “All Panel Part of Process” status 71.

76. Managing your requisition - Submit Selection Report to HRSO Double check the “New Step” and “New Status” are correct Do not check the “Send correspondence” box Select “Save and Close” when you are finished Check this box to certify that all panel members have participated fully in the Merit Selection process 72.

77. Managing your requisition - Submit Selection Report to HRSO Check the recommended applicant has been moved to the “All Panel Part of Process” status The green tick is confirmation that the candidate has been successfully moved to the next status 73.

78. Staffing now need to review and approve the “Selection Report” prior to any further action by the Hiring Manager / Convener or contact being made with the candidates Managing your requisition 74.

79. Take a break You need to wait until you receive a system generated email to proceed

80. Managing your requisition - Position Offer Click on “Position Offer” to progress to the next step of the merit selection process 75.

81. In the step “Position Offer”, the Hiring Manager moves the recommended and approved applicant from “Select Step Outcome” to either: “Accepted“ OR “Declined” Managing your requisition - Position Offer 76.

82. Select the Recommended Applicant to move them to the next status After the candidate has been selected, click on the green arrow to move them to the “Accepted” status Managing your requisition - Position Offer 77.

83. Managing your requisition - Position Offer 78. Double check the “New Step” and “New Status” are correct Do not check the “Send correspondence” box Select “Save and Close” when you are finished The anticipated Entry on Duty (EOD) date to be provided by the Hiring Manager These boxes MUST be ticked

84. Managing your requisition - Position Offer Check the recommended applicant has been moved to the “Accepted” status The green tick is confirmation that the recommended candidate has been successfully moved to the next status 79.

85. Staffing Services now has the responsibility of finalising the merit selection process 80. Managing your requisition

86. Congratulations You have now successfully completed the Merit Selection eRecrutiment process

87. 81. e-Learning Materials The e-Learning materials for jobs.nsw can be accessed at: http://www.teach.nsw.edu.au/jobsnsw/elearning.htm