Presiding Officer
Responsibilities &
Checklist
Who is the Presiding Officer?
The Presiding Officer is usually the person to whom the advertised position directly reports to.
Presiding Officer Responsibilities
At the beginning of recruitment action:
Have you
Attended CSU’s Recruitment and Selection training
Checked that the information pertaining to the position and selection criteria is current, ie duty
statement/position description prior to advertising the position (Job Analysis & Design)
Checked the selection committee is properly constituted:
 seeking gender representation and diversity of membership;
 ensuring members have sufficient expertise in the discipline area;
 consists of persons who are equal or senior in rank to that of the expected appointment; and
 ensure membership is relevant to the position being recruited, see Recruitment procedure
http://www.csu.edu.au/adminman/hum/RecruitProc.doc
Checked if Panel Members have declared any personal relationships with any applicants or possible conflict of
interest with any applicant. If this is declared, the Presiding Officer decides whether a member should serve on
or be replaced on the Panel.
Had a general discussion with Panel Members, ensuring knowledge about the position, role, work environment,
and the requirements and expectations of the incumbent
Ensured that all Panel Members understand:
 what is required of them as Panel Members;
 have some general interview knowledge/skills;
 have a sound knowledge of the conduct of selection committees; and
 that they are bound by a confidentiality requirement, ie the deliberations of the selection committee, and
that the views of its individual members are not to be disclosed to any person outside the recruitment
process and must remain confidential. This principle applies to applications, referee names and reports or
comments, shortlisting, interviews, discussions and deliberations. This applies equally during the
recruitment process and after it is completed.
Checked that each Panel Member has examined in detail the credentials of each applicant and has shortlisted
candidates against the selection criteria of the position, either at a group meeting or independently
Be prepared to provide feedback to applicants who request it and were not listed for interview
Developed questions (competency based) with Panel Members and coordinated the structure for the interviews
Decided how the Panel will record information from the candidates, e.g. an interview assessment form or other.
Ensured that the HR Service Centre has been notified of the applicants to be interviewed so they can coordinate
invitations and unsuccessful emails
Ensured that candidates needs have been considered – candidate care
Ensured you have allowed adequate time at the end of all interviews to facilitate post interview discussion with
the Panel and complete final documentation
Presiding Officer Responsibilities & Checklist
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Pre Interview:
Have you
Checked the layout of the interview room and ensured water is available for all candidates and Panel Members
Checked functionality and volume of video/teleconference facilities
Organised for one Panel Member to greet the applicant outside the interview room and:
 Welcome them and introduce self;
 Welcome the applicant into the room and introduce the applicant to the panel
 Advise them of the Panel Members’ names and titles;
 Advise them of the format of the interviews :
 that each member of the Panel has a copy of their application and may refer to it during the interview;
 that each Panel Member may ask questions;
 that Panel Members may take notes during the interview;
 that if something is not understood to please let the Panel know;
 that the interview is expected to take (X) time;
 that there will be time at the end of the interview for the candidate to ask any questions
 Advise that some of the Panel are attending via video or teleconference and explain (if applicable);
During the Interview:
Once the applicant has been seated, have you:
Thanked them for their application and time
Organised for a Panel Member to provide an overview of the University, workplace and details of the position
Built some rapport with the applicant and allowed them to feel at ease
Organised for a Panel Member to introduce questioning, usually a question which aids in rapport building
Ensured that the Panel has asked the agreed core questions as well as any follow up questions, ensuring the
Panel receives answers that best provide evidence of competency
Ensured that each applicant is given the opportunity to ask any questions or to make a final statement to the
Panel at the conclusion of the interview
Closure of the Interview:
Have you:
Ensured the applicant understands the conditions of the position:
 Title and classification of position;
 Fixed term or continuing employment; full time or part time. (If fixed term, include the expected start and
end dates and length of the contract);
 Hours per week and any special arrangements for hours (eg weekend work, rostered shifts);
 Salary range and whether or not this includes superannuation;
 Advise if there are any special conditions/considerations eg. Functional Assessment, Working with
Children Check
Checked campus preference (if applicable) … “This position could be located on campuses at (X or Y). If you
were successful, which would be your preference?”
Checked that referee details supplied are current. It is preferred that one referee is a CURRENT supervisor. If
the candidate cannot provide a current Supervisor, the candidate needs to know that, if an offer is imminent,
they will be contacted to gain their permission to contact the current Supervisor.
Checked availability of the candidate to commence if successful … “If you are successful, when would be your
preferred start date?”
Advised the candidate of the next stage of the process:
“At the conclusion of all the interviews, the Panel will make a decision and referees will be contacted. We hope
to be able to advise you of the outcome within (X) timeframe.” (Preferable one week if possible)
Checked if the candidate or the Panel have any final questions
Thanked the applicant for their time and application
Post Interview:
Presiding Officer Responsibilities & Checklist
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At the conclusion of the interviews, have you:
Facilitated discussion with the Panel about each of the candidates
Ensured that selection has been based on merit, which is determined through an assessment of an applicant's
qualifications, experience, standard of work performance and personal qualities relevant to the requirements for
the position and relative to the credentials and attributes of other applicants
Ensured that selection processes have been conducted in accordance with CSU principles, policies and
procedures
Arrived at a consensus about the preferred candidate and why. If the Panel cannot reach consensus, a course
of action needs to be decided with the Presiding Officer in conjunction with the Delegated Officer and HR.
Arrived at a consensus about any candidates to be placed on the eligibility list and why
Arrived at a consensus about any candidates deemed not appointable and why
Completed and signed the Recommendation for Appointment Form
Completed and signed the Selection Committee Report
Nominated a Panel Member to complete referee checks, if you are not going to complete them. Two referees
must be contacted, with one being the current supervisor.
 The person selected to conduct the referees should be confident to do this;
 They need to understand which are the areas that need clarification or further investigation;
 They need to know other questions that need to be asked of referees to support the recruitment decision;
and
 They need to complete the Reference Check form and return to the Presiding Officer
Determined who on the Panel will be available to provide feedback to any candidate that requests it
Returned the completed Recommendation for Appointment form, Selection Committee Report and Referee
Check Form to your HR Liaison Officer/Manager along with all documentation and notes from the interview
Understood that the Presiding Officer needs to manage any complaints processes arising from this recruitment
action in consultation with the Division of Human Resources and the Delegated Officer.
Presiding Officer Responsibilities & Checklist
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Delegated Officer
Responsibilities of the Delegated Officer:
Delegated Officer will approve:





initial recruitment action, including method of recruitment;
membership of the selection committee as per Recruitment Procedure
final recommendation for appointment, the offer letter and the terms and conditions of appointment, ensuring all
requirements for recruitment have been satisfied and any requirements for travel, removal and accommodation
expenses for the new employee have been considered for academic staff and for general staff at Level 6 and
above;
replacement of a selection committee member, if the need arises at short notice and if practicable
the course of action required if the selection committee cannot reach consensus, in conjunction with the Presiding
Officer and HR
Who is the Delegated Officer?
Action
Approve recruitment action,
selection committee membership,
appointment of candidate and
starting salary
For position/level
Vice Chancellor
Deputy Vice Chancellor
Executive Director,
Finance
University Auditor
University Secretary
and Director, Corporate
Affairs
Other Executive Staff
(not included above)
Levels 1-2
Senior Staff Levels 3-5
Associate Dean
Associate Head of
School
Academic staff levels
D-E
Academic Staff levels
A-C
Approve Fixed Term
Appointments
Up to and including 12
mths for:
General staff levels 110
Academic Staff levels
A-C
Up to and including 12
mths for:
Academic staff levels
D-E
Senior Staff
Up to and including 2
years
Exceeding 2 years
Presiding Officer Responsibilities & Checklist
Delegated Officer
Council
Vice Chancellor
Deputy Vice Chancellor, Executive Director, Finance and
Executive Director, Human Resources
Deputy Vice-Chancellor (Academic)
Dean
Senior Executive Committee Member, Deputy Vice Chancellor,
Executive Director, Finance and Executive Director, Human
Resources
Deans, Executive Directors and Heads of Campus, Research
Centre Directors, Director, Corporate Affairs, Director, Office of
International Relations, Director, Marketing, and Director, Office of
Planning and Audit.
Deans, Executive Directors and Heads of Campus, Research
Centre Directors, Director, Corporate Affairs, Director, Office of
International Relations, Director, Marketing, and Director, Office of
Planning and Audit.
Senior Executive Committee Member, Deputy Vice Chancellor,
Executive Director, Finance and Executive Director, Human
Resources
Executive Director, HR
Vice Chancellor
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