The role of agencies and departments

What is required of agencies and departments

Agencies and departments have a critical role in making sure promotion reviews are timely and parties to the process are kept informed. The administration of promotion reviews is set out in Division 5.2 of the Public Service Regulations and Part 9 of the Parliamentary Service Determination.

Confirm an application is valid

After we receive an application we make contact with the recruiting agency or department to confirm the details are correct and the applicant is eligible to seek a review. We ask for: 

• contact details of the parties involved and
• confirmation the applicants has applied for the same location.

Place the promotion 'on hold'

Once an application is assessed as valid we formally notify the agency or department a promotion review has commenced. The agency or department must place the promotion ''on hold' until the review process is completed.

It is the responsibility of agencies and department to inform the person whose promotion is 'on hold'. 

With large recruitment rounds the length of time a promotion is 'on hold' can be managed by taking steps to publish multiple promotion decisions under the same vacancy number in a single edition of the APS Gazette. 

Provide documents 

Under the scheme, agencies and departments must provide the Promotion Review Committee with all the records, notes and relevant documentation that was used by the decision maker to reach the promotion decision. These records should demonstrate how the decision makers determined who had the most merit and suitability for the role. 

We will send a request for documents, which will have instructions on how to format, assemble and submit the correct documentation.

Send the documentation to us within 14 days from the notification a promotion review has commenced. Requests for an extension can be made to review@mpc.gov.au. Any extension may result in delays in getting the review completed.

At any time during the review, the Promotion Review Committee may require an agency or a department to provide further information or to seek clarification.

Select a nominee

A suitable nominee must be selected to be a member of the Promotion Review Committee. The nominee is an independent member and does not act on behalf of the agency or department. Often the nominee can positively contribute to understanding of the work of the agency, but must not be directed to make a particular selection decision.  

The nominee should hold a higher classification level than the role subject to the review and have previous recruitment experience.

The nominee must:

• read, understand and comply with the Merit Protection Commissioner’s Instructions relevant to APS employees and Parliamentary Service employees.
• make sure they do not have a real or perceived conflict of interest with any applicant involved in the review process
• be available to take time to participate in the review process 
• complete the contact details and the declaration form.

We also provide more detailed information about the role and responsibilities of Promotion Review Committees. 

The decision

The agency or department will be advised of the Promotion Review Committee's decision as soon as is practicable. It is the role of agency or department to inform all the parties of the outcome, in writing.

All decisions made by the Promotion Review Committee are binding and must be accepted and implemented.

For decisions to overturn the original promotion decision must take effect four weeks from the date the agency was informed unless the agency and the person promoted have reached an agreed time frame.

Instructions on the steps to follow when a decision has been overturned are in the Merit Protection Commissioner Instructions.

Practice hints and tips

There are practical steps to take to assist in preparing for a promotion review

• always keep clear, up to date and accurate records of every recruitment process and decisions so you can respond promptly to any requests for information 
• keep us informed of any changes to promotion decisions, for example corrections or cancelled promotions 
• make sure third party information is removed/redacted from papers provided to the review
• inform us of any circumstances, barriers or issues that could impact on a candidates ability to participate in the review process at review@mpc.gov.au.