Under the Recruitment and onboarding policy, the department is committed to fair and equitable recruitment and comprehensive onboarding practices in its workplaces by:

• attracting and hiring the best applicants so they can deliver the department’s organisational and strategic objectives
• Updated to the published policy wordingusing inclusive and merit-based recruitment practices to ensure fair, ethical and transparent appointments that build employee and public confidence in departmental appointments
• offering a range of promotion and transfer options that provide employees with the opportunity to progress their career.

Hiring managers:

• must be at a Clerk 11/12 level or above (however, this may include SEO1s, SEO2s and PEOs)
• initiate the selection process and get approval to create and fill NSBTS positions
• declare any perceived and actual conflicts of interest and cooperate in their management
• determine if the position is for a targeted or identified role
• schedule time for the selection panel to meet and discuss applications, interviews, reference checks and decisions
• make workplace adjustments for candidates with disability or other health or personal circumstances
• ensure the selection panel carries out merit selection processes, and can demonstrate a fair and equitable process was followed
• perform reference checks
• notify interviewed candidates whether they are successful or unsuccessful
• provide candidates with feedback
• keep accurate records of the selection process.

Selection panel members:

• declare any perceived or actual conflicts of interest and cooperate in their management
• review applications for NSBTS positions
• participate in decision-making during shortlisting, assessment preparation and interview preparation
• review and approve the selection report and reference checks.

Candidates:

• if a current teacher in the department, ensure they have their substantive principal’s approval for release before applying for a temporary NSBTS appointment
• if in a NSBTS position with a right of return to their previous permanent school-based position, and offered an extension or another temporary NSBTS appointment, must have approval from their substantive principal.

Delegates:

• declare any perceived or actual conflicts of interest and cooperate in their management
• make a decision on requests to create and fill NSBTS positions
• make a decision on selection reports.

• review requests for substantive employees to be released to (or extended in) temporary NSBTS positions.

Directors:

• review requests from temporary NSBTS employees for permanent appointment to a school-based position one level higher than their previous permanent school-based appointment (refer to section 9 [Permanent appointment to a school-based position one level higher]).

Corporate recruitment team:

• provide hiring managers with advice and support during the recruitment process
• draft and place advertisements for recruitment
• provide templates to hiring managers for the selection process
• check all recruitment documentation is appropriately completed and approved by the selection panel and delegate
• ensure all probity and pre-employment checks are carried out by the NSBTS Recruitment Team
• prepare and send letters of offer
• provide hiring managers with advice and guidance when NSBTS appointments end early.

1. Duties are relevant to a NSBTS position

In accordance with the Teacher Accreditation Act 2004, the duties of the position must relate to one of the following:

• development or implementation of the curriculum (including assessment and reporting) for primary and secondary education and/or department preschools
• learning and wellbeing of school students and/or children in department preschools
• curriculum teaching and learning in schools and/or department preschools
• duties as an educational consultancy for schools and/or department preschools.

2. At least one of the duties relevant to the NSBTS position in (1) is a key or primary purpose, meaning one of the 3 major duties of the position

To assess this, the hiring manager must consider:

• whether a significant proportion of their time is spent performing these duties regularly
• the duty's impact or importance in achieving business or educational outcomes.

The hiring manager may also consider other factors.

3. Recent school-based or NSBTS experience is required to fulfil the key purpose

A teaching qualification and, where applicable, recent school-based or recent NSBTS experience is an essential requirement to perform the key or primary purpose of the position.

Refer to 4.1 Definition of ‘recent’ experience.

The hiring manager should review the following information about lengths of temporary engagements, options for processing on SAP and SuccessFactors and the effects on vacation pay before creating a temporary NSBTS position:

• Temporary Non-School Based Teaching Staff roles (staff only)
• Vacation for NSBTS (staff only).

The hiring manager must consider the length of the NSBTS position to be filled:

• if the temporary position is for up to 2 terms (approximately 6 months), the position is classified as higher duties
• if the temporary position is for more than 2 terms (approximately 6 months), the position is classified as a temporary appointment.

The EOI process:

1. The hiring manager must create a requisition to advertise an EOI in SuccessFactors.

2. This will proceed to the hiring manager’s Executive Director, who is required to approve the advertisement for the EOI.

3. The hiring manager posts the advertisement for the EOI to the SuccessFactors internal career site – the advertisement can be searched via the department’s Staff Noticeboard.

4. The hiring manager can view and assess the applications for the EOI in SuccessFactors.

5. After choosing the successful candidate, the hiring manager is provided an email with guidance on how to access SAP Manager Self Service (MSS) to finalise the assignment details.

For more information, refer to:

• Commence the EOI process (staff only)
• Approve an EOI requisition (staff only)
• Post an EOI advertisement (staff only)
• Review and finalise EOI recruitment (staff only)

The external advertising process:

1. The NSBTS Recruitment Team will draft the advertisement and workflow it to the hiring manager in SuccessFactors.

2. The NSBTS Recruitment Team will ensure external advertisements on I work for NSW contain the following statement:

‘For current NSW public school-based employees or employees who hold right of return to a NSW public school, please confirm in your application letter that you have discussed this opportunity with your direct supervisor/principal and that they are willing to release you for the required period.’

3. The hiring manager may request corrections and must approve the advertisement.

4. The NSBTS recruitment team will post the advertisement.

• The hiring manager or employee may request the substantive principal extend the employee’s right of return.
• The principal will consider various educational and operational factors before deciding whether a teacher can be released. Principals ultimately need to make decisions in the best interests of their students, and the educational and operational needs of the school.
• If agreed, the substantive principal must provide this advice to the hiring manager by email. When requesting the NSBTS recruitment team to process the NSBTS position extension, the hiring manager must attach this advice.
• There may be circumstances where, given current educational and/or operational requirements, it is impossible to release a teacher or current NSBTS to take up a temporary NSBTS engagement.

5.1 Review all applications

• The hiring manager will receive a notification from I work for NSW when the advertising period closes.
• The selection panel must review all the applications.
• The NSBTS recruitment team will email the hiring manager sample templates and instructions.

Refer to Review candidate applications (staff only) for more information.

5.2 Shortlist candidates for interview with the panel

• The selection panel must decide on the candidate(s) to be invited to interview.
• Selection panel members must disclose any actual or perceived conflicts of interest and cooperate with their management.

Refer to Code of conduct procedure section 7 Ethical decision-making.

If working in SuccessFactors, refer to Move the candidate along the Talent Pipeline (staff only).

5.3 Send interview invites

The hiring manager must:

• contact shortlisted candidates to invite them to interview
• give candidates at least 3 business days’ notice before the interview.

Refer to Essential Information for Selection Panels – Corporate positions (staff only) (PDF 90 KB).

5.4 Conduct interviews and reference checks

The selection panel:

• conducts interviews
• decides which candidates are suitable for appointment.

If working in SuccessFactors, refer to Conduct interviews and rate candidates.

The hiring manager must complete at least 2 referee checks for each candidate being considered for offer or for placing on the eligibility list. One referee must be the candidate’s current supervisor.

5.5 Prepare selection report

• The hiring manager must prepare the selection report.
• All selection panel members must review and approve the report.
• The hiring manager must seek approval from the business delegate, who is the hiring manager’s line manager. If the hiring manager’s line manager is on the panel, the delegate is their line manager.

5.6 Submit the selection report to the recruitment team

The hiring manager must:

• upload all recruitment documentation, including the approved panel report and referee checks to SuccessFactors
• send the selection report to the NSBTS recruitment team.

NSBTS e-lists are valid for up to 18 months from the date the selection panel report is approved by the business delegate.

Extensions for periods of up to 3 years can be offered where a full merit selection process has been undertaken. Where the NSBTS holds right of return to a school-based position, any extension beyond the original period their principal has agreed to release them for must be approved by their principal.

At the end of a 3-year temporary NSBTS appointment filled through a merit selection process, hiring managers have the option to extend the NSBTS employee in the position (without the need to re-advertise) for a period of up to 12 months where this is appropriate, having regard to the following criteria:

• available funding, and further business and operational need for the position
• importance of continuity to successfully deliver business and educational outcomes
• the particular skills and experience required for the role and the availability of these in the current job market should the person not be extended
• other contextual factors such as current team structure and capability requirements
• providing opportunities for other employees to apply for the role where this is fair and equitable in the circumstances
• performance of the NSBTS in the position.

For example, suppose a temporary SEO2 engagement was advertised and filled for 3 years to undertake work on a specific project that was expected to be completed within that period. During the final year of the temporary engagement, the project was extended for a further 12 months for operational and business reasons. When considering options for resourcing the project for the additional 12 months, the business unit can consider extending the engagement of the current NSBTS in the role for the additional 12 months.

However, this does not mean that hiring managers can or should automatically extend temporary appointments. Additionally, there is no requirement to offer an extension to the temporarily engaged member of staff. A hiring manager may decide to undertake a further recruitment process for the temporary engagement. There are several options available for consideration by the hiring manager in these circumstances.

If a hiring manager decides to advertise a NSBTS position, it would not prevent the NSBTS currently engaged in the temporary position from re-applying for the role.

The offer and acceptance of an extension of the temporary appointment does not change the current right of return provisions. This means that if a NSBTS employee in a 3-year temporary engagement who currently holds right of return to their substantive school-based position is offered and accepts an extension following the end of the 3-year appointment, they will lose right of return to their substantive school-based position.

Hiring managers should ensure this provision is made clear to NSBTS employees when the offer of the extension is made so that they have relevant information to assist them with their decision making. (It is noted that there may be educational and or operational circumstances where a principal agrees to maintain the right of return for a NSBTS who is offered an extension as per the above provisions).

If a permanent employee’s engagement in a temporary NSBTS position ends and:

• they have a right of return to a permanent school-based position, they will return to their permanent position when their temporary NSBTS engagement ends
• they previously held a permanent school-based position and no longer have the right of return to that position (for example, because the total duration of their temporary NSBTS engagements is more than 3 years), they must lodge a nominated transfer application before their temporary NSBTS appointment ends. Refer to Nominated transfers below.

If a temporary employee in a temporary NSBTS position does not have another role in the department before their NSBTS engagement ends, their employment with the department will end when the temporary engagement ends.

Take leave before returning to a school-based role

Managers must ensure temporary NSBTS employees are provided with the opportunity to take their accrued recreation leave, accrued compensatory leave and flex time before returning to their school-based role. There may be an opportunity for accrued recreation leave and accrued compensatory leave to be paid out. Flex time cannot be paid out.

If a NSBTS employee wishes to cease their temporary NSBTS appointment before the end date, they must immediately notify their manager with their reason(s) and the proposed end date.

The hiring manager must notify the Corporate Recruitment team via email. Depending on the individual circumstances, the Corporate Recruitment team will work with the School Workforce, the hiring manager and the NSBTS employee to find a practical resolution and mutually agreed end date.

When discussing an end date, the employee and hiring manager are encouraged to consider:

• the circumstances of the NSBTS employee and the reason for ending their engagement early
• the business and educational impact and continuity of the business area where the NSBTS is engaged
• educational continuity at the school and the current temporary teaching arrangement for NSBTS employees returning to a school-based position with a right of return to their previous school-based position
• minimising the impact of vacation no-pay periods for the NSBTS employee.

Refer to Temporary Non-School Based Teaching Staff roles (staff only) – Early cessation of a temporary NSBTS appointment.

A permanent employee separating from their temporary NSBTS position, who no longer has a right of return to their previous school-based position, must apply for nominated transfer status when their temporary appointment ends unless they are successful in gaining another appointment.

To submit a nominated transfer application:

1. Open the Employee Self Service (ESS) application in the Staff Portal (staff only).

2. On the left side, select ‘My Transfers’ for the drop-down box to appear, then select ‘Nominated Transfer’.

If the ‘My Transfers’ option does not appear in ESS, email the School Recruitment and Placement team SpecialistSupportProjects@det.nsw.edu.au using the subject line ‘NSBTS manual nominated transfer required’.

A temporary NSBTS employee can request to be considered for permanent appointment to a school-based position one level higher than their previous permanent school-based appointment if they meet the following eligibility requirements:

• the employee has successfully undertaken 2 successive merit appointments to a NSBTS position and occupied a NSBTS position (or positions) continuously for at least 6 years
• the employee satisfies the eligibility requirements of the higher-level position.

To apply:

• teachers must address the selection criteria for the position
• teachers must send their request to their current director
• the current director must review the application.

The director and the selection panel will interview the teacher to see if the teacher meets the eligibility requirements and selection criteria.

Refer to the Executive and principal positions – a guide for addressing the general selection criteria (PDF 299 KB).

• The director will send their decision to approve or not approve the request to SpecialistSupportProjects@det.nsw.edu.au.
• The Director, School Recruitment and Placement reviews the decision.
• If the application is approved by the Director, School Recruitment and Placement, a letter of approval is sent to the teacher.
• A nominated transfer at the one level higher will be activated. The teacher will be considered for the nearest suitable position to their previous school-based position within the relevant staffing area and all adjoining staffing areas.
• The approval is valid for 12 months from the date of the approval letter.
• If the teacher gains another NSBTS position within 12 months of the date on the letter of approval, the one level higher approval is void.
• If the application is not approved, the Director, School Recruitment and Placement will send the teacher a letter to let them know. The teacher will keep their nominated transfer status.

If a permanently appointed NSBTS employee wants to return to a school-based position, they must request an assessment of their eligibility and suitability for appointment to an appropriate school-based teaching position. Refer to Placement processes – permanent NSBTS employee seeking an assessment of their eligibility and suitability for appointment to an appropriate school based teaching position (staff only) (PDF 206 KB).

If a permanent NSBTS position is no longer required, the substantive employee will be managed in line with the Realignment placement and mobility approach (staff only).

If a permanent NSBTS employee wishes to separate from the department through resignation or retirement, refer to the Leaving the department procedure.

• Temporary Non-School Based Teaching Staff roles (staff only)
• Vacation for NSBTS (staff only)
• Changes to Recruitment Process for Non-School Based Teaching Service (NSBTS) Positions (staff only) (PDF 215 KB)
• Rules for consideration in application of definition of "recent school based experience" and "recent NSBTS experience" (staff only) (PDF 132 KB)
• Code of conduct
• Essential Information for Selection Panels – Corporate positions (staff only) (PDF 90 KB)
• Teachers Handbook, Chapter 11 – Separation from the service
• Staffing Agreement 2024-2029
• Employee Self Service (ESS) application in the Staff Portal (staff only)
• Placement processes – permanent NSBTS employee seeking an assessment of their eligibility and suitability for appointment to an appropriate school based teaching position (staff only) (PDF 206 KB)
• Leaving the department procedure
• Workforce diversity and inclusion standards

• Crown Employees (Teachers in Schools and Related Employees) Salaries and Conditions Award 2020
• Teaching Service Act 1980
• Disability Discrimination Act 1992 (Cth)
• Determination No. 39 Excess Hours Compensatory Leave (PDF 200 KB)