Leadership and Management

Student Assessment Guide

BSBHRM405 Support the Recruitment, Selection and Induction

of Staff

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Table of Contents Intellectual Property Statement 2

Assessment Information 1

Assessment Event 1 – Knowledge Questions 3

Question 1 3

Question 2 3

Question 3 3

Question 4 3

Assessment Event 2: University of Great Australia Simulation 4

Task 1: Task 1 Plan for Recruitment 4 1.1 Obtain approval to fill position 4 1.2 Assist in preparing job descriptions 4 1.3 Consult with relevant personnel 4

Task 2: Plan for selection 5 2.1 Choose appropriate channels and technology for advertisement 5 2.2 Advertise the position 5 2.3 Convene selection panel 5 2.4 Assist in development of interview questions 5 2.5 Assist in short listing applicants 6 2.6 Develop a schedule for interviews from the shortlist 6

Task 3 Support Selection Process 7 3.1 Participate in the interview process with applicants 7 3.2 Contacts referees 7 3.3 Prepare selection report and make recommendations 7 3.4 Advise unsuccessful applicants 7 3.5 Advise successful applicant 7 3.6 Establish a cloud repository to name, save and store the template in accordance with organisational requirements 8

Task 4 Induct successful applicant 9 Prepare necessary documents and advise others for induction arrangements: 9

Appendix A: University of Great Australia Simulation 10

Simulation Background 10

Simulation Phases 10

Your Role in the Simulation 11 Phase 1: 11 Phase 2: 11

Simulation Setup 12

Assessment Conditions for the Observation 13

Appendix B: Observation Check Sheet 14

BSBHRM405 Student Assessment Guide v4.0 Page 1

Assessment Information

Welcome to your Student Assessment Guide for BSBHRM405 Support The Recruitment, Selection and Induction of

Staff.

This Guide provides you with information on the assessment particularly what you have to do and to what level of

performance.

This assessment has the following two events:

Assessment Event 1 – Knowledge Questions

There are four questions that will provide us with evidence of your general knowledge of tools, documents,

processes, and legislative context in relation to recruitment, selection and induction.

This assessment is completed in your own time and by a submission date provided by your Assessor. You may use

support material in the development of your responses, but you must indicate the source. In addition, you must not

‘cut and paste’ content from your source, rather, use your words, unless it is a direct quote.

Assessment Event 2 – Simulation: University of Great Australia

You will complete a number of tasks that will provide us with evidence of your skills with in recruiting, selecting and

inducting a staff member University of Great Australia (UGA), which operates in multiple locations across Australia.

These tasks will be based on your role as a Human Resources Officer.

To complete the Simulation, you will need to refer to the following resources:

UGA Recruitment and

Selection Policy and

Procedures

UGA’s policy and procedures related to recruitment, selecting and inducting staff. You

will use this policy and procedures document throughout the simulation in Assessment

Event 2.

Job Description for HR

Assistant

Template that contains the key requirements of the job. It also contains notes that were

provided by the HR Manager. You will complete this job description in Task 1.2

Mock Resumes This file contains five resumes that are applying for the position of HR Assistant. You will

use this in Task 2.5.

Interview Notes

Template

Template that contains the format for recording the responses of the applicant in the

interview. You will use this in Task 3.1

Selection Outcome

Report

This template is used to summarise the findings from the interview. You will use this in

Task 3. 3

Referee Reports This folder provides a sample of the feedback obtained from the Referees. You will use

this information to make a final decision on the preferred applicant in Task 3.4.

Induction Folder Folder that includes the organisation’s template of an employment contract and a

checklist for a new job starter. You will use these documents in Task 4.

Remember, you do not type your responses in this Student Assessment Guide, but use the Student Assessment

Workbook, which is a separate document. This document is simply a guide to explain what you are required to do, and

by doing so, this will assist you to perform at your best.

Please note that your responses for both assessment events can (where appropriate) use dot point format. See below

for an example of a dot point response and a full sentence response.

Dot point format Presentation Plan includes the following:

 outcomes

 needs of the audience

 context.

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Full sentence format When you are preparing for a Presentation, there are a number of tasks that must be

carried out. These are; listing the outcomes that you want to achieve, followed by the

identification of the needs of your audience. When you have completed these two tasks,

you then check on the room you will be conducting the simulation in etc.

Performance required

 complete all of the questions and tasks listed in the Student Assessment Workbook

 meet all the requirements listed in this Student Assessment Guide

 your responses to the questions and tasks must be relevant, accurate and specific

 submit your completed Student Assessment Workbook to your Assessor within the set timeframes

 your work must be in your own words

 where you use an external source of information, you must provide citation.

Please be aware that your Assessor is here to provide you with the necessary support throughout the assessment

process. If you have questions, then contact them for guidance.

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Assessment Event 1 – Knowledge Questions

The information contained in this assessment event lists the questions that you will need to develop a written

response. These questions are theoretical and provide evidence of your understanding of the principles and practices

of recruitment, selection and induction in terms of processes and legislative context.

Each question includes the requirements which indicate what you have to do and the depth of your response to

achieve a satisfactory result.

Question 1

Explain the human resources life cycle (HRLC) and the place of recruitment and selection.

R 1. explain the HRLC:

 provide an explanation of the six stages

 word count is approximately 150 words in total

R 2. explain the place of recruitment and selection:

 explain the importance of recruitment and selection within the model

 word count is approximately 50 words.

Question 2

Identify legislation relevant to recruitment, selection and induction (RSI) of staff.

R 1. list and explain three legislations

R 2. explanation will include an example of their relevance to RSI

R 3. word count is approximately 50 words per legislation.

Question 3

Describe channels and technology to advertise vacancies.

R 1. identify and explain four channels

R 2. these descriptions will include the type of technology being used

R 3. word count is approximately 50 words for each channel

Question 4

Explain a range of interviewing techniques and their application.

R 1. list and explain four interviewing techniques

R 2. provide an example of their application including pros and cons

R 3. word count is approximately 50 words for each technique.

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Assessment Event 2: University of Great Australia Simulation

In this assessment, you will undertake a number of tasks associated with the recruitment, selection and induction of

staff for the ‘Human Resource Assistant’ position for the University of Great Australia (UGA).

In this simulation, you will perform the following actions:

 plan for the recruitment and selection process

 support the selection process

 plan the induction process.

Please ensure that you familiarise yourself with this set of requirements that underpin this simulation. This includes

understanding the background of the simulation and the criteria you will be assessed on. These are located in the

Appendix of this document.

Task 1: Task 1 Plan for Recruitment

In this task, you will analyse the relevant information provided and then finalise a job description that is compliant

with relevant laws, national standards and UGA’s policies in order to ensure that the job is ready to be advertised.

1.1 Obtain approval to fill position

R 1. read the UGA Policy and Procedures and prepare an email for the HR Manager:

 email will cover key procedures to initiate the recruitment process

 include a request for approval

R 2. send the email to the HR Manager

R 3. word count of this email is approximately 200 words.

1.2 Assist in preparing job descriptions

R 1. review the abbreviated job description for the position (the ‘Job Description for HR Assistant’ document):

 complete the selection criteria using the notes from the HR Manager

 populate the terms and conditions

 all sections must contain appropriate requirements

R 2. word count is not critical.

1.3 Consult with relevant personnel

R 1. send an email to the HR Manager and include the following content:

 attach the completed position description

 attach a summary on how you ensure that the job description is compliant with:

- role requirements

- relevant legislation, codes and national standards

- organisational policies and procedures

 request feedback on the accuracy of your position description

 include any feedback in the finalisation of the job description

 if no further change, sought approval to advertise for the position

R 2. word count for this email is approximately 200 words.

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Task 2: Plan for selection

In this task, you will prepare for the selection process. This will include advertising the vacancy, convening the selection

panel, developing interview questions, short-listing applicants, and scheduling the interviews with relevant

stakeholders.

2.1 Choose appropriate channels and technology for advertisement

R 1. review policies and procedures and select three appropriate advertising channels

R 2. provide justification for each selection

R 3. word count is approximately 250 words.

2.2 Advertise the position

R 1. prepare an advertisement for the staff website and email to the HR Manager

R 2. seek approval from the HR Manager to advertise position:

 request feedback on the accuracy of your advertisement

 include any feedback in the finalisation of the advertisement

R 3. word count is approximately 200 words.

2.3 Convene selection panel

R 1. prepare a check sheet for the tasks as convener of a panel

R 2. prepare a check sheet for the responsibilities of the panel members

R 3. each check sheet must contain a minimum of six criteria

R 4. send email to HR Manager requesting that they contact panel members that meet the check sheet criteria:

 request feedback on the accuracy of your check sheets

 include any feedback in the finalisation of the check sheets

R 5. word count is not critical.

2.4 Assist in development of interview questions

R 1. using the table below, list questions to be asked to applicants:

 list in the essential selection criteria column which selection criteria is being used

 comment on the appropriateness of the question

 provide a recommendation to improve accuracy

R 2. word count is approximately 50 words per question.

Interview Question Essential Selection Criteria Appropriateness and

recommendations

1. Please demonstrate your experience by giving a five minute presentation about the key processes with recruitment, selection and induction

2. What do you think will be a challenge in this role and how will you address this?

3. What skills do you have that will be useful in this position?

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Interview Question Essential Selection Criteria Appropriateness and

recommendations

4. Describe the documents you have produced in your previous roles?

5. What would be the tasks you would carry out in the first week

6. With the written document provided to you, please circle as many mistakes as possible in the five minutes available

7. What do you think are the attributes to be an effective team member?

2.5 Assist in short listing applicants

R 1. using the resumes provided:

 review each resume and put each in order of preference

 include a reason for this prioritisation

R 2. word count is approximately 50 words per applicant.

2.6 Develop a schedule for interviews from the shortlist

R 1. with your prioritisation of resumes, prepare a schedule of interviews, including:

 status of interview

 date of interview

 time of interview

 location

 stakeholders to be informed

R 2. include both the successful and unsuccessful applicants

R 3. send this to the HR Manager

R 4. word count is not critical.

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Task 3 Support Selection Process

In this task, you will participate in the interview process with two other stakeholders (Selection Panel members) where

you will conduct a face-to-face interview with each of the two job applicants. After the interview, you will interact with

these two panel members to negotiate for the preferred applicant. Then you will finalise the selection process using

the appropriate documentation.

3.1 Participate in the interview process with applicants

R 1. participate in a 30-minutes interview with each of the two applicants:

 ask a minimum of three questions

 take notes of responses for all questions and document in the ‘Interview Notes Template’ provided

 use a rating system to evaluate each applicant’s performance

 hold a 15 minutes meeting with the Selection Panel members and negotiate the preferred applicant

R 2. actions within this 45-minute session must demonstrate all the criteria listed in the Observation Check Sheet.

3.2 Contacts referees

R 1. review the referee reports received for the two applicants:

 summarise the strengths

 summarise the limitations

R 2. include this summary in the ‘Selection Outcome Report’ provided

R 3. word count is not critical.

3.3 Prepare selection report and make recommendations

R 1. prepare the ‘Selection Outcome Report’ using the template provided

R 2. send to HR Manager with recommendations

R 3. word count is not critical.

3.4 Advise unsuccessful applicants

R 1. develop draft ‘Regret Emails’:

 Regret Email 1: covering email for the unsuccessful applicants

 Regret Email 2: response to these applicants who may seek more information on the outcome

R 2. send an email to the HR Manager:

 include a formal introduction, body and closure

 attach the draft Regret Emails

 seek feedback on these drafts

R 3. include any feedback in the finalisation of the ‘Regret Emails’ (if required)

R 4. word count is approximately 100 words per email.

3.5 Advise successful applicant

R 1. develop draft ‘Letter of Offer’ that is in line with UGA’s policy and procedures

R 2. send the draft ‘Letter of Offer’ to the HR Manager:

 include an overview to the situation

 seek feedback on the draft

R 3. include any feedback in the finalisation of the ‘Letter of Offer’ (if required)

R 4. word count is approximately 300 words for the letter.

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3.6 Establish a cloud repository to name, save and store the template in accordance with

organisational requirements

R 1. setup the HR Database

R 2. store HR files in the database

R 3. all of the above must be in line with UGA’s policy and procedures

R 4. share the database with the HR Manager for their review.

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Task 4 Induct successful applicant

In this task, you will plan the induction process for the new team member. To achieve this, you will send an email to

your HR Manager and request that the new applicant’s work team are informed of their start date and orientation.

Prepare necessary documents and advise others for induction arrangements:

R 1. collate necessary documentation:

 populate the ‘Employment Contract’ template

 upload the completed ‘Employment Contract’ template to the HR database

 upload the ‘New Job Starter Checklist’ template to the HR database

R 2. send an email to the HR Manager which contained:

 an overview to the appointment

 requests an induction with the Team Leader

 this induction includes all relevant key points that are in line with UGA procedures

 seek feedback on the completed ‘Employee Contract’ and the arrangements noted

R 3. use feedback make the necessary amendments (where required)

R 4. word count is approximately 200 words for the email.

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Appendix A: University of Great Australia Simulation

Simulation Background

The University of Great Australia (UGA) is based in Sydney with campuses in Brisbane, Adelaide and Perth. The

University has an international outlook which celebrates diversity through hosting 18,000 students in total, with 5,000

international students enrolled from 35 countries. At UGA, students have the opportunity to participate in student

exchange programs offered in conjunction with over 50 partner institutions across the globe.

UGA is a major international university with more than 400 full-time equivalent employees from diverse backgrounds.

The University places a strong emphasis on diversity, ethics and integrity in faculty, academic research, staff

management, student recruitment, and student teaching experience.

UGA is committed to providing the best staff support; for this reason, the following employee benefits options are

provided to the members of the university, as stated in the Employee Benefits Booklet form:

 medical insurance (Medibank)

 on-site gym

 childcare facilities

 dental insurance

 retirement plan

 free staff parking

 library

 UGA Optometrist Clinic

 17% (of annual salary) superannuation coverage through UniSuper.

Annual salary is paid on a fortnightly basis through direct deposit, and is based on 76 ordinary hours per fortnight

including one hour lunch break, five days during the week, excluding weekends.

At a recent senior staff meeting, it was tabled that many Managers from various departments are not following

protocol and what is particularly worrying is the selection of applicants where it was found:

 applicants are sourced for interview not through a formal advertising process but by word of mouth

 no interview panels with Managers appointing applicants at their own discretion

 limited documentation for auditing purposes

Research into the impact of this process has uncovered poor performance of new recruits who may not be appropriate

for the position. In addition, the tension amongst some staff members who believe that the process is biased and

unfair and not providing equal opportunity for selection based on merit.

As a result, Senior Management have requested an immediate halt to staff recruitment until staff are educated on the

policies and procedures. In addition, they have approved the appointment of a dedicated Human Resource Assistant

whose role will be to provide support to all Managers on the recruitment, selection and induction of staff.

You have been appointed to provide assistance to the Human Resource Manager to follow the correct process and

recruit, select and induct an appropriate applicant to this position.

Simulation Phases

This simulation is divided into the following phases:

Phase 1: plan for recruitment and selection.

Phase 2: support the selection process.

Phase 3: plan the induction process.

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Your Role in the Simulation

The simulation centres on your role as a Human Resources Officer for the University of Great Australia. In this

simulation, you will interact with two stakeholders as the selection panel and two job applicants for the role of support

to the recruitment, selection and induction process across departments at the University.

You will be the Human Resource Officer of University of Great Australia in the simulation. Your roles and

responsibilities in the simulation are as follows:

Phase 1:

Phase 1 occurs from Tasks 1.1 to Tasks 2.6. In Phase 1 your main duties in the organisation are as follows:

 obtain approval to fill position

 develop job description

 obtain approval and advertise position

 shortlist applicants for interview.

Phase 2:

Phase 2 occurs in Tasks 3.1 to Tasks 3.3.

In Task 3.1, you will conduct interviews as the Human Resource Officer of University of Great Australia with the

shortlisted applicants in interaction with two interview panel members.

Each of the interview session will have a duration of 45 minutes (30 minutes for the interview and 15 minutes for the

analysis) for each applicant.

Note that your Assessor will not play a role in this observation activity as they will be observing your interaction with

the stakeholders and documenting evidence in the Observation Check Sheet provided in Appendix B.

In Phase 2 your main duties in the organisation are as follows:

 participate in the interview process by asking a minimum of three interview questions

 listen to responses and seek clarification if unclear

 answer any questions that the applicant may have on details of the position

 assesses applicants against the selection criteria

 discuss this assessment with others in the selection panel

 use a rating system in this assessment to determine the preferred applicant

 analyse comments from the Referees and make recommendations on the preferred applicant.

Phase 3:

Phase 3 occurs from Tasks 3.4 to Task 4. In Phase 3, your main duties in the organisation are as follows:

 advise applicants of outcomes

 secure preferred applicant

 make the necessary arrangement for a proper induction into organisation.

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Simulation Setup

The simulation chosen is to give you the opportunity to provide evidence that demonstrates your ability to assist in

the recruitment, selection and induction for a position within the Human Resource Department. We have tried to

make this simulation as real as possible within a classroom setting through using documents and templates that typify

the industry. To carry out your role in this simulation will require you to follow these steps:

Step 1. At the commencement of the unit, your Assessor will overview the assessment with you. You will then

sign the declaration of your understanding located in the Student Assessment Workbook (Pre-

Assessment Checklist).

Step 2. Your Assessor will select actors form the RTO to role play in this simulation.

Step 3. Overview the assessment requirements and the ‘UGA Recruitment, Selection and Induction Policy and

Procedures’ document.

Step 4. You will send an email to the HR Manager (your Assessor) requesting approval to fill position and they

will respond to this email with feedback/approval (Task 1.1).

Step 5. Your Assessor will provide you with the job description for HR Assistant (Task 1.2).

Step 6. Send an email to the HR Manager requesting feedback on job description (Task 1.3).

Step 7. Send an email to the HR Manager requesting feedback and approval to advertise position (Task 2.2).

Step 8. You will prepare check sheets for the Panel Members. Send an email requesting HR Manager to contact

panel members (Task 2.3).

Step 9. You will review the pre-planned questions and assist in improving their accuracy (Task 2.4).

Step 10. Your Assessor will provide you with the resumes as a result of the advertisement (Task 2.5). You will

review these resumes and shortlist the applicants in accordance to the position requirements.

Step 11. You will send an email to the HR Manager with a schedule of interviews for the shortlisted applicants

(Task 2.6).

Step 12. Your Assessor will provide you with the ‘Interview Notes Template’ and ‘Selection Outcome Report’ to

be used in Task 3.1 and Task 3.3.

Step 13. You will undertake the two interviews within one observation session (Tasks 3.1). Your Assessor will

observe the session using Observation Check Sheet.

Step 14. You will provide the student with the Referee Reports (see ‘Referee Reports’ folder) to use in Task 3.2.

Step 15. You will send an email to the HR Manager and attach the draft Selection Outcome Report (Task 3.3).

Step 16. You will send an email to the HR Manager attaching the draft ‘Regret Emails’ on informing unsuccessful

applicants along with potential requests from applicants for more information (Task 3.4).

Step 17. You will send an email to the HR Manager with an attached draft ‘Letter of Offer’ (Task 3.5).

Step 18. You will create the HR database using Dropbox, uploads all the files in accordance to the UGA policy and

procedures (see Records Management section), and grants access to you for your review (Task 3.6).

Step 19. Your Assessor will provide you with the ‘Employment Contract’ and ‘New Job Starter Checklist’

templates. You will populate the ‘Employment Contract’ and then upload to Dropbox along with the

‘New Job Starter Checklist’ template.

Step 20. You will send an email to the HR Manager on details of the induction and request that they forward it to

the Team Leader where the successful applicant will be working. You will also maintain the HR Database

as required (Task 4).

Step 21. Upon the completion of the simulation, finalise your Student Assessment Workbook to be submitted to

your Assessor.

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Assessment Conditions for the Observation

The information in this section outlines the assessment conditions for the Observation which occurs in Phase 2 and

involves your interaction with the four stakeholders.

Before the Observation:

 you must ensure that you have read and understood any documents required to undertake the Observation

 you must ensure that you have read and understood all performance requirements listed under each task

 you must ensure that you have read the requirements listed in the Observation Check Sheet as your performance

will be judged based on these criteria (see Appendix B)

 your Assessor will inform you of the date of your Observation.

During the Observation:

 you will be interacting with the two panel members and two different applicants

 these interviews will be done separately, however, within one observation session, in succession

 each has a total duration of 45 minutes (30 minutes for the interview each and 15 minutes for the analysis of each

applicant)

 other students will not be observers during the session as this will give them an unfair advantage

 these stakeholders will be role played by staff from the RTO or other externals

 your Assessor will brief them on your topics so that they can carry out their actions in an appropriate manner

 you cannot refer to the Observation Check Sheet while undertaking the observation

 your Assessor will:

- observe you individually based on the criteria in the Observation Check Sheet

- document their observations in detail on the Observation Check Sheet

- provide extensive written feedback

- ensure that the session will be free from distractions

 you must comply with WHS requirements

 you must demonstrate all the criteria in the Observation Check Sheet to achieve a satisfactory result for the

Observation.

After the observation:

 if you are successful, your Assessor will summarise your performance during the observations

 if you are unsuccessful, your Assessor will:

- provide written feedback on the Observation Check Sheet explaining their justification in detail

- communicate this feedback to you

- arrange another suitable time to observe your second attempt.

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Appendix B: Observation Check Sheet

We have provided the Observation Check Sheet for you to prepare for your assessment with the Assessor. Remember,

you will not be able to use this Check Sheet during this session. However, we recommend you use this as a planning

tool so that you are fully prepared for the observation.

Note that you must demonstrate all the criteria listed in the following Observation Check Sheet to be deemed

satisfactory.

Evidence Criteria: 1. Pre-interview:

 ensure that the panel members have all documentation

 explains clearly the interview process to the panel members

 explains the importance of taking individual notes

 agrees on roles particularly which questions are asked by panel

 agrees on durations

2. Introduction  welcomes applicant:

- greet is friendly

- introduces the Selection Panel

- is positive

- builds rapport with the applicant

 states objectives of the interview, which are:

- specific and relevant

- achievable

- time framed

 explains the format of the interview:

- clear and concise

- covers the structure

- communicates the estimated time of interview

3. Body  asks a minimum of three questions:

- questions are aligned to written prepared document

- questions do not breach any legislation or policies and procedures

- any follow-on question is structured, planned and purposeful

- questions are time-framed

- takes notes with applicant responses

- seeks clarification if required

 follows a logical structure

 covers all pre-planned questions

4. Communication Skills

 body language skills demonstrate the following:

- maintains eye contact

- appropriate facial expressions

- posture is appropriate

- gestures fit message (e.g.; nodding the head to confirm understanding)

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Evidence Criteria:  verbal skills:

- vocal pitch is appropriate

- tone is pleasant

- pace is at the right speed to achieve clarity

- volume is appropriate

 sensitive to the cultural diversity of the applicant:

- language avoids jargon

- language chosen is appropriate for task

- level of formality shows respect to applicant

- content is non-sensitive

 listening:

- monitors non-verbal and verbal cues and responds to messages with appropriate questions – eg “would

you like me to ask that question again”

- encourages applicant to perform at their best with small verbal comments (e.g.; ‘Yes’, ‘uh huh’)

- asks follow-up questions (e.g.; Why? When? How a situation turned out? etc.)

- does not interrupt when the applicant is talking

5. Negotiation with Selection Panel

 requests views and opinions

 is attentive when listening

 listens patiently and demonstrates respect

 is confident, considerate and factual rather than emotional or critical

 does not interrupt when a member is talking

 tactfully challenges the views expressed by other members

 backs up opinions with facts

 uses open questions to explore issues

 continuously interacts with members and contributes to the discussion

 seeks collaboration using encouraging statements (e.g.; ‘May I have your opinion on this?’)

 confirms understanding through open-ended questions (e.g.; ‘is this how you see the applicant?’)

 exhibits credibility (knows what they are talking about)

 negotiates towards finding a mutual ground but is assertive (yet respectful) when necessary

 summarises a discussion to aid making a decision (e.g.; ‘do we agree on that now?’)

6. Reaching to a mutual agreement

 deals with each selection criteria at a time giving each applicant a rating (poor, moderate, strong)

 presents a rating for each applicant

 with each rating provides a rationale

 reaches agreement over ratings

 performs this procedure for all selection criteria

 scores the total rating for each applicant and concludes with quantitative decision where possible