Glossary of terms


When following the 4-step recruitment process, you may come across the following key terms. Please contact your Recruitment Consultant or Senior Human Resources Partner if you require any further explanation.

The information on this site should be used in conjunction with the Recruitment and Selection Policy.(opens in a new window)

Recruitment diagram step one

At Step One, you may come across the following key terms and phrases

Key term/ phraseDefinition
Academic Staff Member Staff who are predominantly responsible for teaching, research and community engagement activities for academic purposes.
Career Development Fellowship (CDF) Limited term appointments, which cover the full sphere of Academic work (teaching, research, engagement and administration) offered to eligible candidates as detailed in the Academic Staff Agreement,(opens in a new window) Clause 12.
Casual Appointment Used for short term work (less than 3 months); work that is ad hoc; irregular; fewer hours than a limited term appointment.
Conjoint Appointments

Conjoint appointments provide clinical teaching for the University's medical, nursing and health science students by non-University employees in hospitals and in other sites of clinical practice.

The conjoint appointee may hold a substantive position as a specialist, visiting medical practitioner, hospital registrar, registered nurse, registered midwife, registered health professional or practitioner in a private practice setting.

The conjoint nature of the relationship lies in the appointee's ability to carry out the teaching or research role for the University being dependent on their other, substantive, position.

For more information, see the Conjoint Appointments Policy. (opens in a new window)
Contingent Worker Employed via an agency, intended to fulfil short term vacancies of less than 2 months. For more information, see the Contingent Worker Engagement - Guidelines page.
Emeritus Appointments Emeritus Appointments are made at Board of Trustee level through the Office of Governance Service (OGS).  Please contact the OGS Unit for information on the process.
Executive Appointment Executive level appointments that form part of the University Executive including the Vice-Chancellor, Deputy Vice-Chancellors & Vice-Presidents, Vice-Presidents, Pro Vice-Chancellors and Deans.
Existing Position A position that is already established within the University and its HR System; and has a corresponding position number with accompanying budget. Funding has therefore already been committed (despite possible changes to funding sources).
Higher Duties Allowance Provided where a staff member acts in a higher role for a short period of time (less than 3 months); generally as a career development opportunity.
Honorary Appointments  (consists of visiting or adjunct or professors’ appointments) Honorary appointments are given to external individuals in order to recognise them and invite them to participate in specific activities within an academic or other unit while recognising those external individuals who are interested in conducting independent scholarly or research work for visiting and adjunct appointments which are primarily intended to recognise individuals who hold academic appointments at another universities, and may be applied to external students (doctoral students) in appropriate circumstances. In alignment with the mission and objectives of the University. For more information refer to both Honorary Titles and Awards policy and procedures. Honorary Titles & Awards policy and Honorary Titles and Award procedures

Please contact the Recruitment Team Recruitment team for information on the eRecruit process.

Limited Term Appointment Appointment for a fixed period of time or defined task or project, limited circumstances under Clause 15.9 of the Professional Staff Agreement (opens in a new window) and Clause 13.7 of the Academic Staff Agreement.(opens in a new window)
New Position The creation of a new position, which is over and above a business units approved Staffing budget (funded by an increase in base budget, strategic initiatives (and other identified internal funding sources) or via external funding).

Changes to existing positions do not constitute new positions.
Ongoing Appointment Appointments that are permanent, continuing or ongoing in nature.
Professional Staff Member Staff who undertake work that is generally administrative; technical; managerial or in direct support of academic work.
Research only Roles appointed to undertake research only.
Secondment Career development opportunity for internal employees; temporary appointment greater than 3 months but less than 2 years.
Senior Appointment (HEW Level 10) Often referred to as HEW Level 10; generally managerial in nature.
Teaching only; Teaching Focused Role (TFR) Roles appointed to undertake teaching only.

Recruitment diagram step two

At Step Two, you may come across the following key terms and phrases

Key term/ phraseDefinition
Business Case

A business case is required when seeking to appoint a new role that does not form part of a business units current Establishment and is not funded by a dedicated source outside of operating funds.

For further information, see the business case submissions guidelines page.

Change ProposalA document that outlines significant/major organisational change to business units.

Please contact your Senior HR Partner for more information on this process.
Establishment (and re-establishment)

The process of creating positions within the HR System. This includes cost centres, organisation cluster, locations, etc.

For more information, see the Establishment Guidelines page. The Establishment form (PDF, 440.12 KB) (opens in a new window) is the document that seeks all the necessary information to create a position with the HR system.
Funding Approval Confirmation and approval of funding:
  • Operating funds – a business units approved salary budget
  • RIF funded – Research Investment Fund
  • External grant– funded via external to UWS sources
  • Other funding – Strategic Initiative; Capital and Business Working Group, etc
Job Evaluation ProcessOnce a position description has been agreed, it is submitted to your Senior HR Partner for job evaluation in order to determine the appropriate appointment/salary level.

A Job Evaluation Group will assess the PD and any further context and provide a recommendation on classification for approval.
Position Description (PD)

The approved document which details the key responsibilities, accountabilities and selection criteria of a position.

Recruitment diagram step three

At Step Three, you may come across the following key terms and phrases

Key term/ phraseDefinition
Appointment via invitation

Appointments made by invitation – for specialist positions only.

For more information, refer to the Appointment via Invitation Policy.(opens in a new window)

Appointment by nomination (limited term less than 6 months)

Limited term appointments that are offered via nomination (less than 6 months).

For more information, refer to the Professional Staff Agreement (opens in a new window) and Academic Staff Agreement,(opens in a new window) Clause 12.

eRecruit

The University's online recruitment system, which is used to request advertising of positions and make appointments. Also used by candidates to submit online applications, build a candidate profile, etc.

eRecruit (opens in a new window) is sometimes referred to as "NGA" which is the company that owns the system.

Executive SearchSearch consultants find suitable candidates for Executive/specialist or hard to fill positions.
Internal and ExternalAvailable to both internal and external to Western Sydney University candidates; advertising chosen by the hiring manager; applications received via the University's eRecruit system.
Internal Only

Vacancies open to employees of Western Sydney University (or a wholly owned entity such as Western Sydney University College) only. This is to be used when there is a reasonable pool of internal applicants. You can contact your Recruitment Consultant and Senior HR Partner should you wish to discuss.

Advertised on the  Careers website only with applications being received via the eRecruit (opens in a new window) system.
NGA

NGA refers to the company that owns the University's eRecruitment system - eRecruit (opens in a new window) (see above).

eRecruit is used to request advertising of positions and make appointments. Also used by candidates to submit online applications, build a candidate profile, etc.

Selection Panel An approved group responsible for making recommendations on:
  • a preferred candidate;
  • runners up or a list of appointable candidates
  • the shortlist of candidates for interview.
Selection Panel composition should include a variety of staff from both inside and outside the hiring unit; a HR representative; and in some cases a member external to Western Sydney University. Advice on panel composition can be sought from your Recruitment Consultant.

Recruitment diagram step four

At Step Four, you may come across the following key terms and phrases

Key term/ phraseDefinition
InterviewThe process of meeting with candidates and determining their suitability through asking behavioural questions. This process is conducted by an approved selection panel only.

Training on conducting behavioural interviews is offered through Organisational Development with training mandatory for the panel convenor.
Online ApplicationEach advertised vacancy requires an online application through the University's eRecruit system. Accessed from the Vacancies site. (opens in a new window)
Reference CheckingMaking contact with a candidates' nominated referees in order to confirm selection panel deliberations on suitability.
ShortlistingThe process of determining candidates for interview (or progress to next step in the recruitment cycle).