Recruitment and Appointment of Pro Vice-Chancellor Procedure

Document Number000977
Date Approved25 February 2012

1.      Context

This procedure supports the University’s commitment to transparent merit-based appointments and reflects the provisions of the University of Newcastle Act 1989 in relation to the delegation of responsibility for the recruitment and appointment of staff.

This Procedure should be read in conjunction with the Delegation of Authority Policy 000083, the Conflicts of Interest Policy 000934 and the values of the University’s Code of Conduct 000059.

2.      Procedure

2.1.     Recruitment

2.1.1.   The recruitment of a Pro Vice-Chancellor will be initiated by the Vice Chancellor in anticipation of, or due to the creation of, a vacancy resulting from a resignation/retirement of a current Pro Vice-Chancellor or the creation of a new position. 

2.1.2.   The Vice-Chancellor can approve the creation [or disestablishment] of a Pro Vice-Chancellor position.

2.1.3.   The Vice-Chancellor will oversee the completion of this procedure which will usually include the engagement of a search firm and/or advertising, the formulation of a selection committee and determining the selection techniques and processes to be utilised (for example, presentations at interview, tasks and the timing of referee reports).  Background checks and referee reports will be required.  The nature of the procedure will form part of the report to Council (s2.4.3).

2.2.     Position Description and Selection Criteria

2.2.1.   A Position Description (PD) which includes information about the position, the selection criteria, qualifications and skills required of the role will be created and approved by the Vice-Chancellor prior to advertising. 

2.2.2.   Additionally an ‘Information Booklet’ which captures relevant and appropriate information about the position, the University and the Newcastle community and environment should be developed through consultation with the Vice Chancellor, Human Resource Services, Marketing and Public Relations and the search firm (if relevant).

2.2.3.  In forming the selection criteria, the Vice-Chancellor will consider the qualifications, experience, knowledge and personal attributes relevant to the position.  The selection criteria used must enable accurate assessment by the selection committee.

2.3.     Selection Committee

2.3.1.   The Vice-Chancellor will convene a selection committee which will usually comprise:

  1. the Vice-Chancellor (Chair);
  2. up to two Deputy Vice-Chancellors
  3. President Academic Senate
  4. up to three (3) senior members of staff appointed by the Vice-Chancellor
  5. up to two external distinguished persons appointed by the Vice-Chancellor
  6. Director Human Resource Services


2.3.2. Where one of the above members is not available, a substitute member at a similar level of seniority, and from either inside or outside the University as required, may be nominated by the Vice-Chancellor. 

2.3.3. All members of the selection committee are required to meet in person wherever possible.  Where it is not possible to attend in person a committee member may join the proceedings via teleconference.

2.4.     Approval of Appointment

2.4.1  The selection committee is an advisory committee to the Vice-Chancellor who will make a final determination, approving the appointment of the Pro Vice-Chancellor. 

2.4.2. The Vice-Chancellor will determine the terms and conditions of the offer of employment to the Pro Vice-Chancellor.

2.4.3.   The Vice-Chancellor will provide a report to Council via the Nominations and Legislation Committee on the recruitment process and appointment of the Pro Vice-Chancellor. 

2.5.     Documentation

2.5.1.   All documentation associated with the recruitment and appointment will be created and retained by Human Resource Services (Director or nominee).

2.6     Re-appointment

2.6.1  The Vice-Chancellor will make a determination on the re-appointment of the Pro Vice-Chancellor.  The process for making this determination is at the discretion of the Vice Chancellor and will include consideration of the Pro Vice-Chancellor’s performance in the role, their contribution to the broader University objectives and the University’s strategic directions.

2.6.2    The Vice-Chancellor will provide a report to the Nominations and Legislation Committee of Council on the process for consideration of re-appointment and the Vice-Chancellor’s determination in relation to the re-appointment [or otherwise] of the Pro Vice-Chancellor. 

3.      Essential Supporting Documents

          Conflicts of Interest Policy 000934 

          Delegation of Authority Policy 000083

4.      Related Documents

           University of Newcastle Act 1989

           Code of Conduct 000059

Approval AuthorityVice-Chancellor
Date Approved25 February 2012
Date for Review25 February 2015
Policy SponsorVice-Chancellor
Policy OwnerDirector, Human Resource Services
Policy ContactDirector, Human Resource Services
Amendment History

New Procedure approved by the Vice-Chancellor, 25 February 2012.