Merit-Based SelectionMerit-Based Selection

Practices & ProceduresPractices & Procedures

Terry LissonTerry LissonDirector Promotion Appeals & Director Promotion Appeals &

Grievance ReviewsGrievance Reviews

NT Public SectorNT Public SectorMerit SelectionMerit Selection

Pursuant to Pursuant to PSEMA PSEMA selection is selection is based on the based on the merit principle.merit principle.

What is Merit?What is Merit? Defined in PSEMA as: The Defined in PSEMA as: The capacity capacity

of the person to perform of the person to perform particular dutiesparticular duties, having regard , having regard to the person’s:to the person’s:

knowledgeknowledgeskillsskillsqualifications and qualifications and experienceexperience

potential for future potential for future developmentdevelopment

Across-Government Selection Across-Government Selection Process WorkshopProcess Workshop

A workshop was recently held A workshop was recently held with a number of senior HR with a number of senior HR representatives with the goal representatives with the goal of developing an ‘across of developing an ‘across government’ approach to government’ approach to selection, that concentrates selection, that concentrates more on substance and less more on substance and less on procedure.on procedure.

Practice and ProceduresPractice and ProceduresThe intention is to move away The intention is to move away

from selection processes that from selection processes that are unnecessarily rigid, and are unnecessarily rigid, and emphasise that it can be a emphasise that it can be a very flexible process, with the very flexible process, with the only requirement being that it only requirement being that it must be clear that merit is the must be clear that merit is the reason for the selection.reason for the selection.

Merit Selection GuideMerit Selection Guide Employment Instruction No.1– Part 10:Employment Instruction No.1– Part 10:

““All employees involved in the All employees involved in the selection process should refer to selection process should refer to agency selection procedures and to agency selection procedures and to the “Merit Selection Guide”. the “Merit Selection Guide”.

The Guide “provides the principles The Guide “provides the principles and guidelines for the filling of and guidelines for the filling of vacancies in the NTPS”. vacancies in the NTPS”.

Merit Selection GuideMerit Selection Guide

Is flexible, non-prescriptive, Is flexible, non-prescriptive, does not require specific does not require specific processes to be followedprocesses to be followed

Does not set out any hard and Does not set out any hard and fast rules for assessing merit fast rules for assessing merit or running selection processesor running selection processes

Need for StructureNeed for StructureAlthough the Merit Selection Although the Merit Selection

Guide is flexible, it is apparent Guide is flexible, it is apparent that many people want a that many people want a concrete procedure that is more concrete procedure that is more than: “just use your common than: “just use your common sense’, or “you can be as flexible sense’, or “you can be as flexible as you want, as long as you apply as you want, as long as you apply the merit principle.”the merit principle.”

Changes to Selection ProcessesChanges to Selection Processes

Nothing proposed in regard to Nothing proposed in regard to changing practices conflicts changing practices conflicts with the Merit Selection with the Merit Selection Guide, the Employment Guide, the Employment Instructions, or the guidelines Instructions, or the guidelines for selection found on the for selection found on the OCPE website.OCPE website.

Selection Report Templates Selection Report Templates Most selection templates say Most selection templates say

something like “something like “The panel The panel determined that the best method of determined that the best method of assessment would be to draw on assessment would be to draw on information obtained from written information obtained from written application, interview and refereesapplication, interview and referees.”.”

This is probably the main contributor This is probably the main contributor to the mistaken belief that merit- to the mistaken belief that merit- based assessment must be based on based assessment must be based on on “application, interview, referee.”on “application, interview, referee.”

The Pillars of RecruitmentThe Pillars of RecruitmentThe pillars of recruitment are The pillars of recruitment are not not

“application, interview and referees”.“application, interview and referees”.They are:They are:

knowledgeknowledgeskillsskillsqualifications and experiencequalifications and experiencepotential for future potential for future developmentdevelopment

Proposed new Selection TemplateProposed new Selection Template

““Applicants were assessed on Applicants were assessed on their capacity to perform the their capacity to perform the particular duties of the particular duties of the position having regard to position having regard to their knowledge, skills, their knowledge, skills, qualifications and experience qualifications and experience and potential for future and potential for future development in the Public development in the Public Service.”Service.”

So how will selections be made?So how will selections be made?Some will wonder how to conduct Some will wonder how to conduct

merit-based selections if there is merit-based selections if there is more flexibility in process. more flexibility in process.

They must remember that it is all They must remember that it is all about hiring the person with the about hiring the person with the best capacity to perform in best capacity to perform in the positionthe position (Not the best (Not the best capacity to perform in the capacity to perform in the selection process!)selection process!)

ApplicationsApplications““Your application is the first crucial Your application is the first crucial

step in showing that you possess step in showing that you possess superior merit to the other superior merit to the other applicants, and applicants, and its function is to its function is to bring you to the selection bring you to the selection advisory panel's attention.”advisory panel's attention.”

http://www.ocpe.nt.gov.au/ntps_careerhttp://www.ocpe.nt.gov.au/ntps_careerss

ApplicationsApplicationsIf the function of an application If the function of an application

is to attract the attention of the is to attract the attention of the selection panel, then why make selection panel, then why make applicants whose merit is applicants whose merit is already well known through already well known through their work performance, supply their work performance, supply lengthy written applications?lengthy written applications?

Unnecessarily Requiring Detailed Unnecessarily Requiring Detailed ApplicationsApplications

Recent appeals to PAB Recent appeals to PAB resulted from situations in resulted from situations in which applicants with many which applicants with many years’ experience working in years’ experience working in the agency were still required the agency were still required to submit lengthy applications to submit lengthy applications which were then used to which were then used to shortlist.shortlist.

Unnecessarily Requiring Detailed Unnecessarily Requiring Detailed Applications Applications (con)(con)

When asked why the panel didn’t When asked why the panel didn’t just ask for expressions of just ask for expressions of interest and then go on to select interest and then go on to select using theirs and referees long-using theirs and referees long-term knowledge as to the term knowledge as to the applicant’s capabilities, the applicant’s capabilities, the response was that they “response was that they “didn’t didn’t know they could thatknow they could that”, and ”, and thought it “thought it “wouldn’t be allowedwouldn’t be allowed”.”.

ApplicationsApplications““Merit-based selection is not Merit-based selection is not

an application-writing contest.” an application-writing contest.” (PAB decision)(PAB decision)

Remember applications are Remember applications are intended only to assist in intended only to assist in identifying which applicants identifying which applicants warrant further consideration.warrant further consideration.

DBE FormsDBE Forms DBE ‘Applicant Information’ Form currently DBE ‘Applicant Information’ Form currently

says applications should contain ‘claims says applications should contain ‘claims addressing the selection criteria’ along with addressing the selection criteria’ along with brief working history and “examples of brief working history and “examples of experience and knowledge for each experience and knowledge for each criterion”.criterion”.

Nothing in the form says application has to Nothing in the form says application has to be written in any particular form, or that the be written in any particular form, or that the examples cannot be simply “I have been examples cannot be simply “I have been performing in a position that has all the performing in a position that has all the same essential criterion for x years.”same essential criterion for x years.”

DBE Selection FormsDBE Selection FormsAs a flow-on from the HR As a flow-on from the HR

Selection Workshop DBE forms Selection Workshop DBE forms will be changed to better reflect will be changed to better reflect that applications can be in any that applications can be in any form – and are intended only to form – and are intended only to provide evidence to assist provide evidence to assist panels in deciding that an panels in deciding that an applicants warrants applicants warrants further further considerationconsideration

InterviewsInterviews

The Merit The Merit Selection Guide Selection Guide states clearly that states clearly that “an interview is “an interview is only one method only one method of assessment of assessment that that maymay form form part of the part of the selection process”selection process”

Don’t interview when you don’t Don’t interview when you don’t have tohave to

Remember: An Remember: An interview is just a tool interview is just a tool to gather more to gather more informationinformation – – if if you need it!you need it!

Interview QuestionsInterview QuestionsInterviews should be used to Interviews should be used to

discuss issues specific to discuss issues specific to particular applicants, not to particular applicants, not to ask a series of identical ask a series of identical questions to then ‘rate’ the questions to then ‘rate’ the applicants on the quality of applicants on the quality of their answers.their answers.

Interview QuestionsInterview QuestionsCareful thought should be Careful thought should be

given to exactly why a given to exactly why a question is being asked, and question is being asked, and whether or not you really whether or not you really need to know the answer need to know the answer from the applicant from the applicant themselves or could instead themselves or could instead obtain the information from obtain the information from appropriate referees.appropriate referees.

Why interview people whose merit for a Why interview people whose merit for a particular job is already well-known?particular job is already well-known?

The practice of conducting The practice of conducting interviews of long-standing interviews of long-standing employees often makes little employees often makes little sense and produces results sense and produces results where a person ends up “losing where a person ends up “losing the job on the day”. (Or perhaps the job on the day”. (Or perhaps “winning the job at interview”.)“winning the job at interview”.)

DBE FormsDBE FormsWill be changed to no longer Will be changed to no longer

automatically contemplate being automatically contemplate being selected for interview, but rather selected for interview, but rather being selected being selected for further for further considerationconsideration.. (Current form says (Current form says things like “Prior to interviews being things like “Prior to interviews being conducted, please inform DBE Recruitment conducted, please inform DBE Recruitment of applicants who have not been selected of applicants who have not been selected for interview”, when what is meant is ‘who for interview”, when what is meant is ‘who have not been selected for further have not been selected for further consideration’)consideration’)

Examples of Changes - DETExamples of Changes - DET

DET has now introduced selection DET has now introduced selection guidelines that specifically state that guidelines that specifically state that interviews should only be conducted interviews should only be conducted to obtain information which cannot to obtain information which cannot be otherwise obtained and verified be otherwise obtained and verified through referees, and that both the through referees, and that both the reason for the decision to interview, reason for the decision to interview, and the focus of questions asked of a and the focus of questions asked of a particular applicant, must be stated.particular applicant, must be stated.

How will people react?How will people react? Concern has been expressed by some Concern has been expressed by some

that varying assessment methods for that varying assessment methods for applicants, including not interviewing applicants, including not interviewing some has “some has “real potential to create real potential to create discontent amongst applicants who discontent amongst applicants who may believe they have been treated may believe they have been treated unfairly or that a panel is biasedunfairly or that a panel is biased.”.”

These concerns can be easily dealt These concerns can be easily dealt with by providing honest feedbackwith by providing honest feedback

How will people react?How will people react?

The concerns about non-interview The concerns about non-interview of some applicants will evaporate of some applicants will evaporate once people begin to believe that once people begin to believe that it will not be interview it will not be interview performance that wins them a performance that wins them a job, but rather their actual merit job, but rather their actual merit as demonstrated though their as demonstrated though their work history.work history.

Performance Based AssessmentPerformance Based Assessment The best source for assessment of The best source for assessment of

applicants should be their known applicants should be their known and and demonstrated work demonstrated work performanceperformance..

Any employee should be able to Any employee should be able to rely on the fact that their rely on the fact that their day-to-day-to-day performance on the job will day performance on the job will count towards their achieving count towards their achieving promotionpromotion

The Importance of RefereesThe Importance of Referees If the main source for assessing the If the main source for assessing the

merit of applicants is to be their merit of applicants is to be their demonstrated work performance, demonstrated work performance, then referee reports become very then referee reports become very important in the selection process important in the selection process

The best way to assess work The best way to assess work performance is through the knowledge performance is through the knowledge of supervisors and managersof supervisors and managers

Message from the CommissionerMessage from the Commissioner If an employee has been promoted If an employee has been promoted

to a position where they are to a position where they are supervising and managing staff supervising and managing staff then it becomes part of their job to then it becomes part of their job to give give fairfair, , completecomplete, , honesthonest and and accurateaccurate information about work information about work performance, as part of any NTPS performance, as part of any NTPS selection process involving their selection process involving their staff.staff.

Future Direction - PDPsFuture Direction - PDPs As the NTPS puts in place Performance As the NTPS puts in place Performance

Development Plans those regular written Development Plans those regular written reports will become a source – perhaps reports will become a source – perhaps the best one – of information to inform the best one – of information to inform selection processes.selection processes.

This does not mean the PDPs will be used This does not mean the PDPs will be used ‘against’ people – it simply means that ‘against’ people – it simply means that the best available information about an the best available information about an employees’ demonstrated work history is employees’ demonstrated work history is being used to assess merit. being used to assess merit.

Who are Referees?Who are Referees? Referees are not just someone Referees are not just someone

nominated by an applicant to say nominated by an applicant to say good things about themgood things about them

Referees must be the persons best-Referees must be the persons best-placed to give current, relevant placed to give current, relevant feedback on an applicant’s merit – feedback on an applicant’s merit – e.g.present supervisors and e.g.present supervisors and managers, clients, perhaps managers, clients, perhaps colleagues of the applicant, or staff colleagues of the applicant, or staff the applicant has managed the applicant has managed

Speaking to RefereesSpeaking to Referees

If you want information If you want information about both general and about both general and specific job performance, specific job performance, and capacity to perform in and capacity to perform in the job in question then the job in question then ask!ask!

Things you Things you cancan ask Referees ask Referees How would you summarise the How would you summarise the

applicant’s performance in general?applicant’s performance in general? What degree of supervision do they What degree of supervision do they

require?require? Have there been poor performance Have there been poor performance

issues and what was the outcome?issues and what was the outcome? What are the applicant’s strengths What are the applicant’s strengths

and weakness in relation to this job?and weakness in relation to this job? Would you hire this person if you had Would you hire this person if you had

a similar job in your workplace?a similar job in your workplace?

Referees as a SourceReferees as a Source In order to protect against an In order to protect against an

‘unreliable’ referee it is usually ‘unreliable’ referee it is usually best practice to canvass several best practice to canvass several available sources, particularly in available sources, particularly in situations where there may be situations where there may be personal conflict between the personal conflict between the referee and the applicant, or where referee and the applicant, or where little is known about the applicant’s little is known about the applicant’s demonstrated work performancedemonstrated work performance

Using Referee Reports to compare Using Referee Reports to compare ApplicantsApplicants

Referee reports limited to Referee reports limited to an individual applicant’s an individual applicant’s merit are often not merit are often not particularly helpful in particularly helpful in distinguishing between distinguishing between suitable candidates.suitable candidates.

Using Referee Reports to compare Using Referee Reports to compare Applicants Applicants (con)(con)

If a referee is in a position which If a referee is in a position which supervises a number of applicants supervises a number of applicants for a position, then it is not only for a position, then it is not only permissible, but sensible, to ask permissible, but sensible, to ask them for them for comparative informationcomparative information about the capacity of each of the about the capacity of each of the applicants to perform in the position.applicants to perform in the position.

Selection ReportsSelection ReportsCurrent process for writing up Current process for writing up

individual selection reports is individual selection reports is cumbersome, time-cumbersome, time-consuming, not useful or consuming, not useful or meaningful to applicants, and meaningful to applicants, and a major contributing factor to a major contributing factor to the unacceptable delays in the unacceptable delays in finalising selection processes.finalising selection processes.

Selection ReportsSelection ReportsMany times a Promotion Appeal is Many times a Promotion Appeal is

made simply because the made simply because the appellant is not given an appellant is not given an adequate explanation of why the adequate explanation of why the promotee is of superior merit. promotee is of superior merit.

The best Individual Selection The best Individual Selection report should be one that report should be one that answers all the questions the answers all the questions the unsuccessful applicant might unsuccessful applicant might havehave

New approach to Selection ReportsNew approach to Selection ReportsOne of the easiest things for the One of the easiest things for the

HR Workshop group to agree to HR Workshop group to agree to was scrapping the current was scrapping the current practice of the practice of writing practice of the practice of writing up Individual Selection Reports up Individual Selection Reports by way of a paragraph against by way of a paragraph against each criterion, with no each criterion, with no comparative information about comparative information about the successful applicantthe successful applicant

New approach to Selection ReportsNew approach to Selection Reports

Reports will be done in a ‘Narrative’ Reports will be done in a ‘Narrative’ style, setting out the reasons why style, setting out the reasons why the successful applicant was found to the successful applicant was found to have more merit, in terms of have more merit, in terms of knowledge, skills, qualifications and knowledge, skills, qualifications and experience, and potential for future experience, and potential for future development, and incorporating development, and incorporating referee comments in the body of the referee comments in the body of the report.report.

What is Coming?What is Coming? A ‘good practice’ Information Sheet – A ‘good practice’ Information Sheet –

setting out some specific information setting out some specific information about what is permitted in selection about what is permitted in selection processesprocesses

A ‘generic’ Selection Template A ‘generic’ Selection Template emphasising merit rather than set emphasising merit rather than set process – designed for use, perhaps with process – designed for use, perhaps with minor adaptations, by all agenciesminor adaptations, by all agencies

Sample ‘narrative style’ selection and Sample ‘narrative style’ selection and individual reportsindividual reports

What is Coming What is Coming (con.)(con.)

Examples of questions that can Examples of questions that can (and should) be asked of (and should) be asked of refereesreferees

Specific information, for both Specific information, for both selection panels and potential selection panels and potential referees, about the issues referees, about the issues surrounding referee reportssurrounding referee reports

Training and education on Training and education on selection processesselection processes

What is Coming What is Coming (con)(con)

A letter from the CPE to CEOs A letter from the CPE to CEOs explaining that these ‘new’, explaining that these ‘new’, good practice procedures have good practice procedures have been developed in collaboration been developed in collaboration with Agencies and, while with Agencies and, while entirely optional, are supported entirely optional, are supported and encouraged by OCPEand encouraged by OCPE

Questions?Questions?

Please feel free to Please feel free to contact:contact:

Terry LissonTerry Lisson

8999 41288999 4128

Promotion AppealsPromotion Appeals

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Grievance ReviewGrievance Review