Recruitment MythsRecruitment Myths&&

Promotion AppealsPromotion Appeals

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 does the Promotion Appeal What does the Promotion Appeal Board determine?Board determine?

Only ground of appeal is Only ground of appeal is that that “the appellant has superior merit to “the appellant has superior merit to the person selected” the person selected”

Appeals have only 3 possible Appeals have only 3 possible outcomes:outcomes:

DisallowedDisallowedAllowedAllowedCEO directed to re-advertiseCEO directed to re-advertise

PAB ProcessPAB Process

Board is made up of 3 persons:Board is made up of 3 persons:

Chairperson, agency nominee, Chairperson, agency nominee, union nomineeunion nominee

Appeal will usually be heard Appeal will usually be heard within 5-6 weeks of the date of within 5-6 weeks of the date of notification of selectionnotification of selection

PAB DecisionsPAB Decisions

New practice is to give detailed New practice is to give detailed reasons for decision. This is being reasons for decision. This is being done with a view to demystifying the done with a view to demystifying the process and hopefully providing process and hopefully providing useful advice regarding improving useful advice regarding improving selection processes and avoiding selection processes and avoiding appeals in the future.appeals in the future.

PAB will also begin publishing PAB will also begin publishing summaries of decisions summaries of decisions

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

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

knowledgeknowledgeskillsskillsqualifications and experiencequalifications and experiencepotential for future potential for future developmentdevelopment

Note: “Note: “EEO diversity the person EEO diversity the person brings to the workplacebrings to the workplace” – Will soon ” – Will soon become another aspect of the become another aspect of the definition of meritdefinition of merit

Merit Selection GuideMerit Selection Guide

Employment Instruction Number 1 – Employment Instruction Number 1 – Part 10: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, does Is flexible, non-prescriptive, does not require specific processes to not require specific processes to be followedbe followed

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

ReplacedReplaced the ‘Green Book’ the ‘Green Book’ which is no longer the guide to which is no longer the guide to NTPS selection practicesNTPS selection practices

How is Merit Assessed?How is Merit Assessed?Assessment process is chosen to Assessment process is chosen to suit the circumstances of the suit the circumstances of the vacancy and the business vacancy and the business environment in which it operates environment in which it operates and, in and, in mostmost cases, is carried cases, is carried out by a panel.out by a panel.

((Note: Does Note: Does notnot say there must be a say there must be a panel, does panel, does notnot say that the panel say that the panel must be 3 persons)must be 3 persons)

How is Merit Assessed?How is Merit Assessed?

The panel is responsible for The panel is responsible for conducting an assessment conducting an assessment process which ensures the most process which ensures the most meritorious outcome and which meritorious outcome and which will withstand scrutinywill withstand scrutiny..

(Presumably this means scrutiny not only (Presumably this means scrutiny not only from the Promotions Appeal Board, but from the Promotions Appeal Board, but also by the applicants themselves.)also by the applicants themselves.)

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”

Myth #1: An interview must be Myth #1: An interview must be held in every selection processheld in every selection process

If the panel understands that it is If the panel understands that it is possible to make a merit based possible to make a merit based selection without even selection without even conducting an interview, perhaps conducting an interview, perhaps they will be more likely to they will be more likely to remember that they should not remember that they should not place too much reliance on place too much reliance on interview performanceinterview performance

Note: Of course there will be many Note: Of course there will be many times when an interview is a useful times when an interview is a useful way to gather more information from way to gather more information from applicants and, more importantly, to applicants and, more importantly, to give applicants the opportunity to give applicants the opportunity to explain things that might not be explain things that might not be known by the panel or able to be known by the panel or able to be supplied by referees (e.g. – Their supplied by referees (e.g. – Their vision for new projects they might be vision for new projects they might be expected to develop in the job?) expected to develop in the job?)

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!

InterviewsInterviews

Merit Selection Guide states Merit Selection Guide states that selection panels:that selection panels:

“ “should not place an over-should not place an over-reliance on an applicant’s reliance on an applicant’s performance at interviewperformance at interview""

Do we put too much emphasis on Do we put too much emphasis on interview performance?interview performance?

““They were relatively equal in the quality of They were relatively equal in the quality of their applications, however, at interview, their applications, however, at interview, the panel felt that they were slightly more the panel felt that they were slightly more impressed by X’s performance, particularly impressed by X’s performance, particularly his oral communication.”his oral communication.”

““However, while they met all of the essential However, while they met all of the essential and desirable selection criteria, the panel and desirable selection criteria, the panel felt that their performance at interview was felt that their performance at interview was slightly behind that of [the successful slightly behind that of [the successful applicant]”applicant]”

Do we put too much emphasis on Do we put too much emphasis on interview performance?interview performance?

““Z met all of the selection criteria, Z met all of the selection criteria, showing a sound understanding of showing a sound understanding of the role and demonstrating a good the role and demonstrating a good capacity to perform the job. Her capacity to perform the job. Her application was also of a high application was also of a high standard, however, during the standard, however, during the interview, while all of Z’s answers interview, while all of Z’s answers were technically correct, the panel were technically correct, the panel believed she could have provided a believed she could have provided a greater depth to her answers, when greater depth to her answers, when compared with others.”compared with others.”

Do we put too much emphasis on Do we put too much emphasis on interview performance?interview performance?

““Examples at interview lacked the Examples at interview lacked the same detail as the successful same detail as the successful applicant”applicant”

““Unlike the successful applicant, the Unlike the successful applicant, the Panel regularly needed to prompt Panel regularly needed to prompt him to respond to the question”him to respond to the question”

““She didn’t perform well at interview She didn’t perform well at interview and was advised in her feedback and was advised in her feedback session that she should obtain session that she should obtain training in better presenting herself training in better presenting herself at interview ”at interview ”

What are we really assessing at What are we really assessing at interview?interview?

Groups particularly disadvantaged Groups particularly disadvantaged by interview process:by interview process:

Indigenous personsIndigenous persons People from non-English speaking People from non-English speaking

backgroundbackground Some persons with disabilitiesSome persons with disabilities Shy, modest personsShy, modest persons Older women (and men) who may Older women (and men) who may

have been raised to not ‘big-note’ have been raised to not ‘big-note’ themselvesthemselves

The ability to impress at interview The ability to impress at interview is is notnot synonymous with merit synonymous with merit!!

WarningWarning: Over reliance on interview : Over reliance on interview performance, without due performance, without due consideration of other assessment consideration of other assessment methods, may result in the methods, may result in the Promotions Appeal Board sending Promotions Appeal Board sending selections back to be readvertised, selections back to be readvertised, on the basis that merit has not been on the basis that merit has not been adequately assessedadequately assessed

Myth #2 – If you are on the Myth #2 – If you are on the selection panel you must not bring selection panel you must not bring your ‘personal’ knowledge of the your ‘personal’ knowledge of the applicant to the interview and applicant to the interview and selection processselection process

This practice has the potential to This practice has the potential to result in very flawed selection result in very flawed selection processes, particularly in the case of processes, particularly in the case of applicants who perform very well on applicants who perform very well on the job, but very badly at interview.the job, but very badly at interview.

Effect of this MythEffect of this Myth Panel members may know very well Panel members may know very well

that the person floundering for an that the person floundering for an “example” of something they’ve “example” of something they’ve done on the job is actually quite done on the job is actually quite capable of and regularly performs capable of and regularly performs the task being asked about – yet the task being asked about – yet they may have been told that they they may have been told that they cannot use this knowledge, not even cannot use this knowledge, not even to prompt the applicant. to prompt the applicant.

This does not make senseThis does not make sense

Confession BoxConfession Box

““Don’t make the assumption I already know Don’t make the assumption I already know what you can do in this job, you have to what you can do in this job, you have to convince me just like the other convince me just like the other interviewees” interviewees” Rationale for this may be that it is ‘unfair’ Rationale for this may be that it is ‘unfair’ to other applicants if one applicant receives to other applicants if one applicant receives the benefit of a panel member’s knowledge the benefit of a panel member’s knowledge of their actual work performance. of their actual work performance.

However, the best way to deal with this However, the best way to deal with this isn’t to not let that information be isn’t to not let that information be considered at all. Rather it is to make sure considered at all. Rather it is to make sure that you give the other applicants the same that you give the other applicants the same benefit, by going to their supervisors to get benefit, by going to their supervisors to get similar information. similar information.

Debunking the MythDebunking the Myth

A person who is being considered for A person who is being considered for selection by a panel that includes selection by a panel that includes someone who knows firsthand about someone who knows firsthand about their actual work performance, their actual work performance, shouldshould be able to make the be able to make the assumption that the person already assumption that the person already knows what they can do on the job, knows what they can do on the job, and will bring that knowledge to the and will bring that knowledge to the selection process.selection process.

The danger in not considering the The danger in not considering the actual knowledge of a person’s ability actual knowledge of a person’s ability to perform a job:to perform a job:

““You work so hard for years, do You work so hard for years, do everything right, get along with your everything right, get along with your co-workers, and your supervisor co-workers, and your supervisor praises you at every performance praises you at every performance review – and then you get nervous review – and then you get nervous and do badly at interview, or don’t and do badly at interview, or don’t give the example they want on your give the example they want on your application, and the job goes to application, and the job goes to someone else.”someone else.”

Promotion AppealsPromotion AppealsWarning: Several appeals have Warning: Several appeals have

been allowed, or directed to be been allowed, or directed to be re-advertised specifically re-advertised specifically because of failure to properly because of failure to properly consider the knowledge panel consider the knowledge panel members, or direct supervisors members, or direct supervisors who were not contacted, had of who were not contacted, had of the appellant’s actual ability to the appellant’s actual ability to perform the job.perform the job.

Myth # 3 – At interview you must ask Myth # 3 – At interview you must ask the same questions of every applicantthe same questions of every applicant

This myth has probably based on the This myth has probably based on the premise that it would be unfair to ask premise that it would be unfair to ask one person a very hard question, and one person a very hard question, and another a very easy one. However, it another a very easy one. However, it is easy to see that it is not sensible, is easy to see that it is not sensible, or useful, to ask the same questions or useful, to ask the same questions of someone already working in a job, of someone already working in a job, as you might want to ask someone as you might want to ask someone from outside the public service, or from outside the public service, or from another area.from another area.

The fact that this myth has grown The fact that this myth has grown up suggests that interviews have up suggests that interviews have ceased to be a way to find out ceased to be a way to find out useful information from an useful information from an applicant, and instead moved to a applicant, and instead moved to a “right or wrong answer” approach.“right or wrong answer” approach.

Panels should feel free to ask Panels should feel free to ask anything they want that will help anything they want that will help them to better assess the merit of them to better assess the merit of the candidate and give the the candidate and give the applicant a better chance of applicant a better chance of providing useful information providing useful information

Questions at InterviewQuestions at Interview Panels should ensure the questions they Panels should ensure the questions they

ask of applicants really are relevant to the ask of applicants really are relevant to the person’s merit against the position person’s merit against the position

Perhaps, if the panel wants meaningful Perhaps, if the panel wants meaningful answers, not affected by nervousness, answers, not affected by nervousness, thought should be given to telling the thought should be given to telling the candidates well in advance, perhaps even candidates well in advance, perhaps even the night before, exactly what the panel is the night before, exactly what the panel is interested in hearing about (might save interested in hearing about (might save many a sleepless night for applicant)many a sleepless night for applicant)

Myth # 4: Interview questions can Myth # 4: Interview questions can only go directly to specific selection only go directly to specific selection criteriacriteria There is no ‘rule’ that interview There is no ‘rule’ that interview

questions must be linked directly to a questions must be linked directly to a selection criterion, and sometimes selection criterion, and sometimes trying to do so results in stilted, trying to do so results in stilted, unhelpful information being gathered unhelpful information being gathered at interview.at interview.

Interview QuestionsInterview Questions An example: For the selection An example: For the selection

criterion “criterion “Proven ability to lead and Proven ability to lead and manage personnel effectively, manage personnel effectively, including the ability to capacity build, including the ability to capacity build, mentor, and guide indigenous staffmentor, and guide indigenous staff” ” the question asked at interview was:the question asked at interview was:

““What is your vision for this position What is your vision for this position and what is your understanding of and what is your understanding of the genesis of the position?”the genesis of the position?”

This question, along with several This question, along with several similar ones used in this selection similar ones used in this selection process, was one of the reasons the process, was one of the reasons the appeal board directed the position be appeal board directed the position be re-advertised, stating that: “re-advertised, stating that: “The Board The Board was unable to see any clear linkage was unable to see any clear linkage between the interview questions and between the interview questions and the criteria that would allow the panel the criteria that would allow the panel to meaningfully assess and to meaningfully assess and differentiate between the candidates.”differentiate between the candidates.”

The PAB went on to sayThe PAB went on to say “ It is the “ It is the view of the Board that the view of the Board that the selection process and the selection process and the questions asked at interview questions asked at interview unfortunately created a situation unfortunately created a situation where there was more emphasis where there was more emphasis on responses to questions at on responses to questions at interview than to the actual merit interview than to the actual merit of the applicants against of the applicants against measurable criteria.”measurable criteria.”

Myth #5: Job descriptions must always Myth #5: Job descriptions must always include ‘essential’ selection criteriainclude ‘essential’ selection criteria The merit selection process does not The merit selection process does not

require that specific ‘essential’ criteria be require that specific ‘essential’ criteria be stated and it is likely that current NTPS stated and it is likely that current NTPS selection practices identify far too many selection practices identify far too many criteria as being essential. Other than criteria as being essential. Other than truly essential skills or qualifications – eg. truly essential skills or qualifications – eg. ability to use a computer, driver’s licence, ability to use a computer, driver’s licence, accounting skills, medical or legal training, accounting skills, medical or legal training, etc) it would perhaps be better to avoid etc) it would perhaps be better to avoid making criteria ‘essential’.making criteria ‘essential’.

Where possible it is quite acceptable, Where possible it is quite acceptable, and perhaps even preferable to have and perhaps even preferable to have ‘General’ rather than ‘Essential’ Criteria‘General’ rather than ‘Essential’ Criteria The CPE has expressed a clear view The CPE has expressed a clear view

that in most cases it would be that in most cases it would be preferable to just list ‘general preferable to just list ‘general selection criteria’ and let the panel selection criteria’ and let the panel decide what weight to give the decide what weight to give the various aspects of a person’s merit various aspects of a person’s merit (skills, experience, qualifications, (skills, experience, qualifications, knowledge, and potential for future knowledge, and potential for future development) against those general development) against those general criteria. criteria.

Example General Criteria- Keep them Example General Criteria- Keep them simple without overlap or duplicationsimple without overlap or duplication

The ideal candidate will:The ideal candidate will:1)1) be able to quickly research information be able to quickly research information

from a variety of sources from a variety of sources 2)2) have highly developed analytical skillshave highly developed analytical skills3)3) have excellent written communication have excellent written communication

skillsskills4)4) be conscientious and pleasant to deal be conscientious and pleasant to deal

with with 5)5) be able to negotiate outcomesbe able to negotiate outcomes(Qld Government OPSC Recruitment and Selection Processes (Qld Government OPSC Recruitment and Selection Processes

October 2007)October 2007)

Myth #6 – Applicants must address Myth #6 – Applicants must address all the selection criteria in their job all the selection criteria in their job application and provide examples to application and provide examples to support their claimssupport their claims Bear in mind that an overly strict Bear in mind that an overly strict

approach to considering job approach to considering job applications may result in losing applications may result in losing potentially good applicants – potentially good applicants – especially those from outside the especially those from outside the public sector or other states where public sector or other states where there is not this rigid adherence to there is not this rigid adherence to addressing strict criteriaaddressing strict criteria

Job ApplicationsJob Applications Possible that NTPS selection Possible that NTPS selection

procedure has been placing far too procedure has been placing far too much emphasis on much emphasis on howhow the job the job application is written, rather than application is written, rather than simply using it as a source of simply using it as a source of information to help to identify what information to help to identify what the person is capable of doing in the the person is capable of doing in the jobjob

e.g. An application should not be e.g. An application should not be rejected just because it uses bad rejected just because it uses bad grammar, unless the job specifically grammar, unless the job specifically requires good grammar skillsrequires good grammar skills

Job ApplicationsJob Applications It should It should notnot be fatal to be fatal to

someone’s application that they someone’s application that they “failed to provide a good enough “failed to provide a good enough example in their written example in their written application”application”

It should be sufficient ‘example’ in an It should be sufficient ‘example’ in an application to say “I have been doing application to say “I have been doing this job for x years”.this job for x years”.

There is no requirement that There is no requirement that applicants will use the ‘S.T.A.R’ (?) applicants will use the ‘S.T.A.R’ (?) system in job applicationssystem in job applications

Do not place too much weight on the Do not place too much weight on the content and quality of the written content and quality of the written application aloneapplication alone

For all the panel knows the For all the panel knows the application could have been application could have been written by someone else! written by someone else!

Myth #7 – You only need to contact Myth #7 – You only need to contact referees if the applicant has performed referees if the applicant has performed well enough at interview that they have well enough at interview that they have a good chance at getting the job.a good chance at getting the job.

This practice virtually guarantees This practice virtually guarantees that the person with poor interview that the person with poor interview skills doesn’t get the benefit of their skills doesn’t get the benefit of their referees to help counter the bad referees to help counter the bad impression made at interview.impression made at interview.

It is after a poor result at interview It is after a poor result at interview that referee reports become even that referee reports become even more importantmore important

Myth #8 - You cannot contact non-Myth #8 - You cannot contact non-nominated refereesnominated referees

Sometimes non-nominated referees are Sometimes non-nominated referees are the source with the most current and the source with the most current and relevant information about the person’s relevant information about the person’s ability to perform the job.ability to perform the job.

If non-nominated referees are contacted, If non-nominated referees are contacted, the rules of natural justice create a the rules of natural justice create a requirement to give the applicant the requirement to give the applicant the chance to hear and respond to any chance to hear and respond to any seriously damaging comment.seriously damaging comment.

A nominated referee should also always be A nominated referee should also always be contacted contacted

Myth #9 – You can only ask Myth #9 – You can only ask referees to address the specific referees to address the specific selection criteria and cannot ask selection criteria and cannot ask questions that go beyond this questions that go beyond this ““Referee checking can be one of the Referee checking can be one of the most valuable parts of the most valuable parts of the assessment process. However its assessment process. However its effectiveness can be limited by panel effectiveness can be limited by panel perceptions of what they can, and perceptions of what they can, and importantly, cannot, ask of referees.”importantly, cannot, ask of referees.”(Qld Government OPSC Recruitment and Selection (Qld Government OPSC Recruitment and Selection Processes October 2007Processes October 2007))

Speaking to RefereesSpeaking to Referees

By simply knowing what information By simply knowing what information it is appropriate to ask for, panels it is appropriate to ask for, panels can add value to the assessment can add value to the assessment process.process.

Knowing about past performance can Knowing about past performance can alert you to both strengths and alert you to both strengths and weaknesses that may not be obvious weaknesses that may not be obvious from the application and interviewfrom the application and interview

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, then ask!then 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?

Myth #10 – There Myth #10 – There mustmust be a be a ‘gender balanced’ selection panel‘gender balanced’ selection panel

While this may be a good idea in While this may be a good idea in some specific cases, there may be some specific cases, there may be many job vacancies where there is many job vacancies where there is no reason at all to think that gender no reason at all to think that gender balance is required in order to balance is required in order to properly assess meritproperly assess merit

This is This is not not a situation that would be a situation that would be likely to lead to a successful likely to lead to a successful promotion appeal, unless some level promotion appeal, unless some level of discrimination or bias arose out of of discrimination or bias arose out of the processthe process

Myth # 11 - There must be a person Myth # 11 - There must be a person from outside the work unit on the from outside the work unit on the panelpanel

Many times this is not needed to Many times this is not needed to achieve fairness in assessing merit, achieve fairness in assessing merit, and insisting on it can unnecessarily and insisting on it can unnecessarily prolong the selection process. prolong the selection process.

Myth #12 - You cannot make Myth #12 - You cannot make comparisons between the individual comparisons between the individual and the successful applicant in the and the successful applicant in the written Individual Selection Reportwritten Individual Selection Report

““Rating against specific criteria may Rating against specific criteria may be useful to those with identifiable be useful to those with identifiable deficiencies. But for applicants who deficiencies. But for applicants who meet or exceed the criteria, meet or exceed the criteria, only a only a comparison against even better comparison against even better applicants will help them applicants will help them understand why they were not understand why they were not selected.” selected.” (Qld Government OPSC Recruitment and (Qld Government OPSC Recruitment and Selection Processes October 2007Selection Processes October 2007))

Lack of understanding as to why the Lack of understanding as to why the promotee was found to be of superior promotee was found to be of superior merit appears to be one of the main merit appears to be one of the main reasons why people appealreasons why people appeal

(This is particularly so in cases where (This is particularly so in cases where the unsuccessful applicant was found the unsuccessful applicant was found to meet all the selection criteria)to meet all the selection criteria)

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

Why is it important to get selection Why is it important to get selection right?right?

It can be very upsetting and It can be very upsetting and distressing for employees to be distressing for employees to be unsuccessful in job applications – unsuccessful in job applications – especially if they are found to be especially if they are found to be “unsuitable”“unsuitable”

Also can undermine employee confidence Also can undermine employee confidence if a person is selected who does not if a person is selected who does not appear to have superior merit.appear to have superior merit.

Questions?Questions?

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

Terry LissonTerry Lisson

8999 41288999 4128

Promotion AppealsPromotion Appeals

&&

Grievance ReviewGrievance Review