Policy University Management Talent Planning, Acquisition, and Onboarding Policy

Talent Planning, Acquisition, and Onboarding Policy

Policy
Procedures
Other related documents

Intent

This Policy ensures talent planning, acquisition and onboarding practices are aligned with James Cook University’s (JCU; the University) strategic goals, grow our Aboriginal and Torres Strait Islander workforce, support diversity and inclusion objectives, are compliant with relevant legislation, and promote JCU as an employer of choice.

Scope

This Policy applies to all JCU Australia staff members employed by the University under the JCU Enterprise Agreement, including casual, fixed-term and continuing appointments. This Policy does not apply to volunteers, honorary appointments or occupational trainees.

This Policy does not apply to the Singapore or Brisbane campuses, or any JCU controlled entities.

Definitions

Except as otherwise specified in this Policy, the meaning of terms used are as per the Human Resources Policy Glossary.

Policy

1. Resource planning and position establishment

1.1 Hiring actions and decisions are predicated on the work area’s strategic workforce plan, in consideration of current staffing profile, workload models, future workforce objectives, succession plans and diversity and equity requirements.

1.2 All positions must be established with requirements formally documented through an approved role profile or duty descriptor in accordance with the JCU Enterprise Agreement, for positions of greater than six (6) months’ duration.

1.3 Where a position is a possible redeployment opportunity, the redeployment process must be finalised before advertising or selection proceeds.

1.4 An existing position which has been formally evaluated and reclassified to two or more levels above the current classification level must be advertised.

1.5 Fixed-term positions under six (6) months do not require advertisement. Positions over six months must be advertised or filled through a merit-based process or direct appointment in accordance with clause 2.3 of the Talent Planning, Acquisition and Onboarding Procedure.

1.6 Fixed‑term and continuing positions must be established at a JCU campus, study centre, site, or node. Work from alternate locations is non‑standard and must comply with the Remote Working Policy and Procedure.

2. Talent Assessment and Selection

2.1 Assessment and selection processes must be undertaken by an appointed and appropriately trained panel in accordance with the requirements outlined in the Talent Planning, Acquisition and Onboarding Procedure.

2.2 Any conflicts of interest and/or prior knowledge of candidates must be declared in line with the Staff Code of Conduct and Conflict of Interest Policy and Procedures.

3. Appointment and Onboarding

3.1 Declaration of gender-based violence investigations

3.1.1 Consistent with the University’s duty of care to provide a safe environment for students and staff, all prospective staff members are required to declare whether they have been the subject of an investigation, allegation or finding of conduct that constitutes gender-based violence during previous employment or otherwise in a legal process prior to being offered employment with the University. The declaration process is administered by Human Resources.

3.1.2 Where a declaration is made, the University will undertake a risk assessment to determine the individual’s suitability for appointment and any necessary risk mitigation measures. The risk assessment will be coordinated by the Director, Human Resources, in consultation with the Chief of Staff.

3.1.3 Decisions to appoint, decline appointment, or implement alternative working, teaching, supervision, or research arrangements will be made by the delegated approver, having regard to the risk assessment and the University’s duty of care.

3.2 The appointing delegate, in consultation with Human Resources, may withhold or suspend any selection or proposed appointment where due process has not been followed or the candidate is deemed unfit for employment considering information gained during the selection or probity checking process.

3.3 An appointment may be conditional upon a staff member relocating to a JCU campus, study centre, site or node within a pre-determined timeframe. Failure to meet such a condition will represent a frustration of the contract of employment and may result in termination of employment.

3.4 Staff members must not commence or continue employment with JCU until a contract of employment has been issued and formally accepted.

3.5 Fixed-term appointments and extensions must meet the required criteria as outlined in the JCU Enterprise Agreement and Fair Work Act 2009.

3.6 Full-time academic staff members are ineligible to hold a casual appointment as an academic or professional and technical staff member in addition to their academic appointment.

3.7 Full-time professional and technical staff members may be permitted to undertake casual teaching or other academic duties, subject to Supervisor approval and completion of an appropriate risk assessment prior to the allocation of additional hours. Any such academic duties will be remunerated in accordance with the appropriate casual academic activity rate under the Enterprise Agreement.

3.8 Recommendations for direct appointments must meet the criteria as stated in the Talent Planning, Acquisition and Onboarding Procedure.

3.9 Staff members in academic oversight, teaching, or supervision roles must, prior to commencement, hold a qualification one level above the course or equivalent expertise, in accordance with the Higher Education Standards Framework 2021, standard 3.2.3.

3.10 An offer of appointment shall not be made to a previous JCU staff member who has received a redundancy package within the period equivalent to the payment/severance benefit paid.

3.11 An offer of appointment shall not be made to a previous JCU staff member who has received an Early Retirement or Transition to Retirement for a period of at least 2 years from their date of separation.

3.12 An appointment will not be offered at a HEWL or Academic classification higher than was advertised.

3.13 All staff members must hold working rights in Australia prior to commencement or renewal of employment contract.

3.14 Where the University seeks to employ a person who does not hold appropriate working rights in Australia, sponsorship may be offered in accordance with Department of Home Affairs specifications and must be facilitated through Human Resources. Costs associated with nomination and sponsorship are the responsibility of the hiring work unit.

3.15 Where the appointment of an internationally based staff member is approved, they must be employed by a third-party employer, or an employment agency, and facilitated by Human Resources.

3.16 Hiring managers are responsible for Induction and Probation processes for new staff members in accordance with the Mandatory Training Policy, Academic Staff Probation Procedure or the Professional and Technical Staff Probation Procedure.

3.17 All documentation associated with the acquisition process is to be stored in line with the Public Records Act 2023 and any applicable retention and disposal schedules issued or approved by Queensland State Archives.

Related policy instruments

JCU Enterprise Agreement

University Management Sub-delegation Register

Staff Code of Conduct

Talent Planning, Acquisition and Onboarding Procedure

Relocation Assistance Policy

Employment Probity Checking Procedure

Records Management Policy

Transition to Retirement Policy

Early Retirement Policy

Academic Staff Probation Procedure

Professional and Technical Staff Probation Procedure

Mandatory Training Policy

Remote Working Policy

Conflict of Interest Policy

Schedules/Appendices

Nil

Administration

NOTE: Printed copies of this policy are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Policy Domain	University Management
Policy Sub-domain	Human Resources
Policy Custodian	Chief Operating Officer
Approval Authority	Vice Chancellor
Date for next Major Review	11/08/2031

Revision History

Version no.	Approval date	Approved by	Implementation date	Details	Author
26-1	11/08/2026	Vice Chancellor	17/08/2026	Policy established, replaces Recruitment, Selection and Appointment Policy.	Manager, HR Service Delivery

Keywords
Contact person	Director, Human Resources