Consulting referees
Consultation with referees is an important component of the merit selection process. When consulting with referees, the merit selection panel will aim to comment on the information provided in the written application and find out more about the applicant in the professional context/s that the referee and applicant are or have engaged.
Note: This information will be effective for all advertised positions effective Wednesday 22 February 2023. This information should be read in conjunction with the Merit Selection Procedure.
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6.1 Responsibilities of applicants
a) Advising of application
Applicants who are current permanent employees of the department are required to advise their current principal or Director, Educational Leadership that they are applying for a permanent teacher, executive or principal position. This is required in all circumstances where at all possible including for example, when the applicant is on approved leave.
In the circumstance that the applicant is seconded to a non-school based teaching (NSBT) position at the time of application, and where they hold right of return to a substantive school based position, it is an expectation that the applicant will advise their substantive principal as well as their current line manager. A NSBT who no longer has right of return to a substantive school based role is required to advise their current line manager of their application.
It is the responsibility of the applicant to ensure that all referees listed are advised of the application and of their inclusion as a referee. Applicants should provide referees a copy of the application and relevant details of the role.
It is also the responsibility of the applicant to attempt to ensure – to the best of their knowledge – that their referees will be available and contactable if required. In the event an applicant becomes aware that one of their referees is no longer available/contactable (for example, due to unexpected illness or some other exceptional circumstance), they should contact the panel convenor as soon as possible.
Refer to part 6.2 (c) for further information.
b) Inclusion of contact details
It is the responsibility of the applicant to ensure that the contact details for all referees are accurately recorded in the application. There is no recourse for applicants if erroneous contact details are provided (for example, typographical errors) and the panel is unable to contact a referee for this reason. Applicants are therefore strongly encouraged to carefully review contact information provided as part of their application prior to submission.
c) Requirements regarding first referee
The applicant’s first referee will need to confirm with the selection panel that they:
- are aware of the application and can verify the accuracy of its content to the best of their knowledge
- can confirm that the applicant is meeting the Australian Professional Standards for Teachers* and that they are not receiving individualised support** in relation to performance concerns.
*In the case of applicants for a school counselling role, the first referee should be asked to confirm if the applicant is meeting the School Counselling Service Professional Practice Framework.
**Individualised support requires that specific performance concerns have been raised, explaining which of the Australian Professional Standards for Teachers are not being met, based on work examples.
The below information provides detailed guidance to assist applicants in determining the required applicable first referee. As a general principle, the first referee must be the applicant’s current senior supervisor – for teachers and executives, this is typically the principal, or for principals, this is typically the Director, Educational Leadership (DEL). If an applicant is unable to identify their specific circumstance in the guidance below and is unsure of who their first referee should be, they should seek advice from the Teacher Recruitment team via EdConnect.
It is recognised that there will be certain circumstances where the applicant may wish to request an alternative first referee. Further information regarding the process to make this request is at 6.1 (d).
i. Applicant is a permanent classroom teacher in a NSW public school
| Application type: | Classroom teacher | Executive position | Principal position |
|---|---|---|---|
First referee requirements |
First referee is current principal unless extenuating circumstances apply. |
First referee is current principal unless extenuating circumstances apply. |
First referee is current principal unless extenuating circumstances apply. |
ii. Applicant is a permanent executive in a NSW public school, or is currently a classroom teacher or executive undertaking a relieving executive role of one term or longer.
| Application type: | Classroom teacher | Executive position | Principal position |
|---|---|---|---|
First referee requirements |
First referee is current principal unless extenuating circumstances apply. |
First referee is current principal unless extenuating circumstances apply. |
First referee is current principal unless extenuating circumstances apply. |
iii. Applicant is a permanent principal or is currently a classroom teacher, executive or principal undertaking a relieving principal role of one term or longer.
| Application type | Classroom teacher | Executive position | Principal position |
|---|---|---|---|
First referee requirements |
First referee is current Director, Educational Leadership unless extenuating circumstances apply. |
First referee is current Director, Educational Leadership unless extenuating circumstances apply. |
First referee is current Director, Educational Leadership unless extenuating circumstances apply. |
iv. Applicant is a permanent teacher, executive or principal in a Non-School Based Teacher (NSBT) position with right of return to a substantive school based position.
| Application type | Classroom teacher | Executive position | Principal position |
|---|---|---|---|
First referee requirements |
First referee is current principal unless extenuating circumstances apply. |
First referee is current principal unless extenuating circumstances apply. |
First referee is current principal or Director Educational Leadership unless extenuating circumstances apply. |
v. Applicant is a permanent teacher, executive or principal in a Non-School Based Teacher (NSBT) position with no right of return to a substantive school based position, or is a temporary employee
| Application type | Classroom teacher | Executive position | Principal position |
|---|---|---|---|
First referee requirements |
First referee is current NSBT supervisor unless extenuating circumstances apply. |
First referee is current NSBT supervisor unless extenuating circumstances apply. |
First referee is current NSBT supervisor unless extenuating circumstances apply. |
vi. Applicant is a DoE approved casual or temporary teacher currently employed in a NSW public school, or with substantive blocks of employment (at least 4 weeks full time or equivalent part time) in a NSW public school/s in the last 12 months
| Application type | Classroom teacher | Executive position | Principal position |
|---|---|---|---|
First referee requirements |
First referee is applicant’s current (or most recent, as appropriate) principal or executive supervisor |
First referee is applicant’s (or most recent, as appropriate) principal or executive supervisor |
First referee is applicant’s (or most recent, as appropriate) principal or executive supervisor |
vii. Applicant is a not a current DoE employee, and is either employed in another education jurisdiction at time of application, or does not have current employment as a teacher
| Application type | Classroom teacher | Executive position | Principal position |
|---|---|---|---|
First referee requirements |
First referee is applicant’s current or most recent principal or executive supervisor, or director (where applicant is a principal) |
First referee is applicant’s current or most recent principal or executive supervisor, or director (where applicant is a principal) |
First referee is applicant’s current or most recent principal or executive supervisor, or director (where applicant is a principal) |
Notes
- Current principal (or Director where applicable, e.g. where the applicant is a current principal) is the principal/Director who is currently supervising the applicant. As applicable, this may be a relieving principal/Director where the supervision relationship has been ongoing for at least one term or the principal/Director where a permanent teacher is undertaking a temporary engagement of at least one term, inclusive of higher duties arrangements in the same or another school.
- In the case of a NSBT, where the NSBT holds a right of return to a permanent position in their substantive school, the first referee should be the principal of that school, unless circumstances described in 6.1 (d) support a request for an alternate referee. Where the NSBT is a current principal, and holds right of return, the first referee should be the Director, Educational Leadership for the school based role.
- Where an applicant occupies two or more permanent part time roles the applicant may elect either principal as their first referee, taking into account the specific confirmation that is required of the first referee.
- In the case of a school counsellor, particularly where the counsellor works across multiple schools, it may be more appropriate to have the Senior Psychologist Education (SPE) or Leader Psychology Practice (LPP) as first referee, noting the SPE//LPP provides clinical supervision. In this case, the applicant should seek approval for an alternative first referee.
- In the case of a casual or temporary teacher, current principal or executive supervisor refers to the principal of the school where the applicant is undertaking/has undertaken substantial teaching – that is, at least 4 weeks full time, or equivalent part time - within the last 12 months, or may also be a Deputy Principal, Head Teacher or Assistant Principal where more appropriate – that is, where the temporary engagement has been of a shorter duration and the primary supervision relationship has been with the executive teacher.
- In circumstances where the applicant is a new graduate and has not yet undertaken any paid teaching work, a recent supervisor may be the supervising teacher from the last practicum placement.
d) Alternative first referee
In extenuating circumstances, an applicant may request an alternative first referee.
Extenuating circumstances include:
- Where there are personal and/or professional circumstances impacting the relationship between the applicant and the current principal/Director, and which are not related to a current improvement program;
- Where the applicant’s current principal/Director has only recently commenced in the role and so has limited knowledge of the applicant;
- Where the current principal/Director is not available due to illness or leave, and the relieving principal/Director has not had a supervisory relationship to the applicant of at least one term.
- Where the applicant is a NSBT with right of return and has not worked in their substantive school for at least one (1) school terms.
- Where the applicant is a school counsellor working across multiple sites
A request for an alternate first referee may be made proactively, that is, prior to preparing an application for a specific role, or may be in relation to a current advertisement. Where the request is being made in relation to a current advertisement, the request must be submitted at least five business days prior to the application closing date.
An applicant seeking an alternative first referee must submit this request via email to teacherrecruitment@det.nsw.edu.au.
This email must include as the subject line REQUESTING ALTERNATIVE FIRST REFEREE. The request must include:
- the position/s being applied for and requisition number/s (where applicable)
- the closing date/s for the application/s (where applicable)
- detailed reasons for requesting an alternative first referee
- the period of time the alternative first referee is requested (that is, for a specific application or for a period of up to one term and no more than 12 months)
- the name, title and contact details of the proposed alternative first referee, and their professional connection to the applicant
- confirmation that the alternative first referee has agreed to the request
- confirmation that the applicant has, where appropriate, informed their current principal/Director, in making this request
Each request will be considered on a case by case basis, typically in consultation with the relevant Director, Educational Leadership.
The alternative first referee may be approved for a specific application, or for a period of time, usually at least one school term, and for no more than 12 months.
The approval, if granted, will be for a specific alternative first referee. Where the request is from a current DoE teacher, the alternative first referee should be a permanent employee of the NSW Department of Education. The alternative referee must have recent knowledge of the applicant’s work in a school (or non-school based teacher) position.
Written advice of the outcome will be provided to the applicant. Where a request for an alternate first referee is approved, the applicant must attach the approval to any application they submit during the approved time period. A copy of the outcome advice will also be retained on the applicant’s personnel file.
6.2 Responsibilities of selection panel members
a) Contacting referees
As part of the short listing process, the selection panel will contact two referees for applicants for classroom teacher, executive or principal positions who are being actively considered by the selection panel to proceed to interview.
As far as practicable, referees should be contacted in the order listed by the applicant – that is after the first (mandatory) referee is contacted, the panel should then contact the second listed referee, then (where applicable) the third listed referee. Only in the instance where the panel has made all reasonable effort to contact a referee and the referee is not contactable at the time should the order of referee contact be altered.
b) Incorrect first referee
Where a selection panel believes, or is aware, that the applicant has listed a first referee that is not compliant with the requirements outlined at 6.1 (c) – and where that applicant is otherwise being considered to proceed to interview - the panel convenor should contact the applicant and provide an opportunity for the applicant to amend their referees within a reasonable timeframe. If the applicant declines to amend their referees, the panel convenor should keep a written record of this decision. The panel must then consider the application as non-compliant, and record this decision in the shortlisting report.
Note: An applicant with approval for an alternative first referee will have formal written advice from Teacher Recruitment confirming that approval, including the approved alternative referee. This information should be attached to the application where possible, or otherwise provided to the panel convenor as soon as possible.
c) Unexpected change of referee
In the circumstance that an applicant contacts the panel convenor to advise one of their referees is not contactable due to unexpected illness or other exceptional circumstance only, the panel convenor can accept an appropriate alternate referee. Any changes for this reason must be confirmed in writing and advised to the full panel as soon as possible.
d) Participation of panel members in the referee contacts
All panel members will be provided the opportunity to be involved in contacting referees if they wish. As a minimum, the panel convener and at least one other panel member nominated by the selection panel will contact referees. If all panel members are unable to be present when the two referees are contacted, care must be taken to report referee comments to the other panel members before any decision to short list applicants for interview is made by the full panel. The panel convenor and panel member should take notes of the referee comments and provide these to the full panel.
e) Referee questioning
As all applicants are unique, it will be necessary to verify, test and explore different issues with regard to the selection criteria for each applicant with their referees. Whilst all questions must be consistent, fair and based on the selection criteria, it is appropriate that referees may be asked different questions to clarify different aspects of the selection criteria.
For all merit process, both the first referee and second referee will be contacted as part of the shortlisting process where an applicant is being actively considered for shortlisting. Shortlisted applicants can only be invited to interview once notification is received from Teacher Recruitment that the shortlisting outcomes have been reviewed and confirmed.
For executive and principal positions where the selection panel is deliberating on the relative merits of two or more applicants following the interviews, the panel will contact the third referee of the proposed recommended applicant and those being considered for inclusion on the eligibility list. In the event that the panel is in unanimous agreement of the outcome following interview, the panel is not required to contact the third referee.
The selection panel should keep a record/summary of all contacted referees’ comments, particularly for recommended and eligible applicants. Should an appeal or minority report be submitted, the panel convenor may be requested to provide this record/summary to confirm the nature of the information provided.
6.3 Responsibilities of referees
The function of referees is to provide advice to the selection panel on the applicant’s professional competence for the advertised position.
Referees have an obligation to provide accurate, truthful responses to the questions asked by the panel about an applicant. In the instance where the referee is an employee of the department, to do otherwise may breach the department’s Code of Conduct. Should such a breach occur, appropriate action will be taken.