Steps for seeking placement of fixed term or continuing staff

Hiring managers are expected to exhaust the University’s normal recruitment process prior to engaging the services of the endorsed supplier.  It is recognised that in certain situations, it may be necessary to engage all four, any number or just one of the endorsed suppliers depending on time constraints surrounding the filling of a vacancy.  

Step 1: Identify the requirement

• Identify the requirement to engage the services of the endorsed supplier.

Step 2: Send request to the suppliers

• You may choose to circulate the position description of the vacant position to all four, any number or just one of the endorsed suppliers to provide you with suitable candidates.  
• Any additional information should be provided to the supplier separately e.g. project details. 

Note: The supplier will require the salary rate (i.e. the HEW level) of the position to assist with their search.  

Step 3: Receive candidates from panel suppliers

• Based on the HEW classification level of the vacancy, the suppliers are required to forward candidates as outlined in the Expected Service Standard.

Note: If you have distributed the vacancy to more than one endorsed supplier, you may wish to indicate that only the top 1-2 candidates are forwarded for consideration.

Step 4: Interview candidates

• Follow the University’s standard recruitment process.

Step 5: Reference checking

• Generally reference checking is conducted by the representative of the endorsed supplier.  
• It is strongly recommended that in cases of a fixed-term or permanent placement, the hiring manager or an appropriate delegate shares the responsibility of conducting reference check with the supplier representative. 

Step 6: Recommendation to appoint and letter of employment offer

• Following the University’s standard recruitment process complete a Recommendation to Appoint form and seek approval of the relevant Dean/Divisional Director or their delegate.

Note: In section '6. Additional comments of the Recommendation to Appoint form' please indicate that the appointment has been made with the assistance of the endorsed supplier. 

Where the endorsed supplier process has been followed after exhausting the standard recruitment process, indicate the relevant advertisement reference number which normally starts with P-------. 

The University’s offer letters to the candidates are generated and sent by the Human Resources Division and not by the endorsed supplier.

Step 7: Acceptance of the employment offer and payment of invoice

• Once the candidate has accepted the employment offer by Monash University and subsequently commenced the position, the endorsed supplier will forward the hiring manager an invoice for this placement.
• Forward the invoice to your finance area for payment. The hiring manager must ensure that the invoice is paid promptly as the guarantee period is linked to timely payment of invoice.
• The invoice is paid by raising a purchase order and following the goods receipting process.
• Ensure that you use the correct ICT materials group, materials code and GL account when paying endorsed supplier invoices in the SAP system.  For your convenience, the University has negotiated with endorsed suppliers to include the correct codes on their invoices.

Note: By using the correct ICT materials group, code and corresponding GL code, you will contribute to the University’s capability to track expenditure for this type of service, negotiate competitive rates in the future and provide you with accurate reports on request.