Information for review applicants and promotees - Providing a statement to a Promotion Review Committee

You have been asked to provide a statement in support of your claims to be promoted to be considered by a Promotion Review Committee (PRC).  This information sheet explains what information you should include in your statement.

This information refers to the “parties to the review”.  The parties to the review are:

• persons who have applied for a promotion review and
• persons who have been promoted and whose promotions have received a review application.

Role of the Promotion Review Committee

The PRC is required to assess the relative merits of the parties to the review and decide whether the original promotion decision should be upheld, or whether the applicant(s) for review should be promoted instead. 

Purpose of the statement

The statement is an important opportunity for you to demonstrate to the PRC your claims to the job on the basis of merit.  In deciding merit, the PRC will consider:

• Your work related qualities relative to those of the other parties to the review;
• How your work related qualities relate to the requirements of the position.

Work related qualities include: your skills and abilities; qualifications and competencies; standard of work performance; relevant personal qualities.  For more information please refer to the Public Service Commissioners Directions Chapter 4 at www.apsc.gov.au/publications/legislation.

How to present your claims

You may wish to present your claims against the selection criteria for the position.  You can use the statement as an opportunity to update your claims in your original job application, for example any additional experience or new qualifications you have gained since applying for the job.

It is your responsibility to bring to the PRC’s attention, through your statement, any matter, which in your opinion, demonstrates your claim to promotion on the grounds of merit.

If you make comments in your statement about other parties to the review, you should ensure that your comments are:

• Relevant to the issue of merit
• Based on evidence
• Consistent with the APS Values and Code of Conduct, for example they are respectful, professional and non discriminatory
• Not libellous.

When preparing your statement you should be aware that the other party/ies to the promotion review are entitled to have access to your statement.

Documentation Format

You will be asked to provide your statement by email to review@apsc.gov.au.  Please attach two documents to your email, each of which should be in ‘Microsoft Word’ format.  These are:

• The personal particulars form (see below)
• Your statement – do not forget to include your name in your statement.

Please do not:

• Provide copies of scanned documents with embedded images such as signatures or links - if you wish to provide referee reports please provide them in Word with the work contact details for the referee.
• Include multiple attachments – you should convert these to Word and cut and paste them into your statement.

Personal details form

Your statement should be accompanied by a personal details form which provides contact details.  It should also include information concerning your capacity to participate in the promotion review process (for example any absences on leave, any issues which may affect your capacity to attend a hearing).

Disability

If you have a disability or require special arrangements, you should indicate this on your personal details form.  The Australian Public Service Commission will contact you to discuss these arrangements.

Due date for statements

The due date will be specified in the letter or email to you acknowledging your application for review, or advising you that your promotion has received a review application.  The timeframe for providing statements is specified in the Public Service Regulations 1999.  You will usually have between 10 to 14 calendar days to prepare and submit your statement from the time it is requested.

Viewing of statements

You, and the other parties to the review, are entitled read the statements of other party/ies.  The statements will be made available for you to read online by staff of the Australian Public Service Commission.  You will not be able to save or print these documents.  Please advise the Review Team at the address below if there are likely to be barriers to you viewing statements online.

You will be sent an email advising you of the arrangements for viewing statements which will include a link to access the documents and a password.

Supplementary Statements

You are able to provide supplementary information to the PRC after viewing the statements of other party/ies.  These may be sent to review@apsc.gov.au up to two full working days prior to the PRC meeting date.

Further information

For more information go to http://www.apsc.gov.au/merit/reviewpromotions.htm or contact

Review Team
Australian Public Service Commission
Phone: (02) 8239 5330

Email: review@apsc.gov.au