The following documents will be created as part of the recruitment process:

Position description: This summarises the key CEO role tasks and performance requirements. It also lists the capabilities that will be assessed as part of the recruitment process and used as the basis for the recruitment decision. This document should also provide detail of any non-negotiable terms and conditions of employment and parameters for terms and conditions that can be negotiated. This document should be prepared at the commencement of the recruitment process and provided to all candidates and members of the selection panel.
Advertisements: Any public promotion of the role.
Candidate application material: Material produced and submitted by candidates as part of demonstrating their interest in, and capacity to perform, the CEO role.
Interview notes: Notes made during the interviews of candidates and referees.
Assessment scoring: This summarises how each member of the selection panel scored the candidates in terms of the capabilities identified in the position description, based upon evidence available to them.
Selection panel decision (selection report): This document records the decisions of the panel: which candidates did not meet the criteria, which did, and, of those that did, a ranking of preference, or, if relevant, the decision to make no appointment to the role at this time. Notes should be made to explain the rationale for the ranking or the decision not to appoint.
Terms and conditions of the offer of employment: This is usually a letter of offer with a contract outlining the terms and conditions of the appointment. This provides the basis for performance planning and assessment.
Acceptance of the terms and conditions of employment: Typically the letter of offer signed by the candidate indicating acceptance of the role, terms and conditions.
Communications announcing the appointment: Typically an announcement by the Board, often by email and sometimes including a press release.

Because these documents are created as part of, and document, a public sector process, they become public records and should be maintained in line with other public records.1

Most of these documents also contain information of a sensitive nature; they contain both personal information about individuals and the opinions expressed by others about these individuals. They need to be stored securely with access limited in line with privacy legislation.2


  1. For further information, visit Public Records Office of Victoria.
  2. For further information, visit the Privacy Victoria – Commissioner for Privacy and Data Protection.