Use this form for | Do not use this form for |
|---|---|
| Apprenticeships | Changes to employee hours or work patterns (e.g. part-time arrangements) |
| Cadetships (QAS only) | Higher duties or relieving at level arrangements (not advertised) |
| Casual appointments | Non-payroll engagements (e.g. agency temps, contractors, work experience placements) |
| Higher duties or relieving at level (internal employee filling an advertised role) | Temporary employee extensions |
| Permanent appointments | Secondments out of the agency (and extension) |
| Progression | |
| Secondments into an agency (and extensions) | |
| Section 12, 149 or 155 contract | |
| Senior Executive Service (contract or tenure) | |
| Senior Officer (permanent or temporary) | |
| Temporary appointments | |
| Temporary across awards | |
| Term transfer and Term transfer extension | |
| Traineeships | |
| Transfer at level |
Appoint a person to a role (Springboard)
As a hiring manager, use Springboard to appoint a candidate to a role. The steps will differ depending if your appointment is for an advertised or non-advertised role. It is important to start the form correctly to avoid redoing it.
An advertised role is a job that’s been posted to Smart jobs and careers. Candidates have applied for the role through this website and their applications have been managed in Springboard.
A non-advertised role is a job that’s been managed outside Springboard. Candidates have applied for the role directly (e.g. via email or another website).
You must have the following details confirmed and available before you access Springboard. You won’t be able to attach any paperwork. Queensland Shared Services (QSS) does not need it at this stage. They’ll ask for this when you complete the Payroll commencement form.
Appointee details
- Appointee’s name, address, email address and date of birth as recorded on their identity documents (e.g. driver licence).
- Appointee’s eligibility to be hired in Australia (i.e. they’re an Australian citizen or permanent resident, New Zealand citizen, or visitor with the appropriate work visa that is valid for the whole employment period). Visit Hiring someone in Australia to see what documents are required.
- Certified copies of the appointee’s qualifications (if qualifications are mandatory or if there is an AO2 pay-point level requirement).
- A medical clearance if the appointee undertook a Voluntary Medical Retirement (VMR).
- Appointee’s employee number (if they’re a current Queensland Government employee).
- Position number
- Cost centre number
- Aurion Employee Self Service (ESS) ruleset (e.g. PSA019, OPS001) if you use ESS Timekeeper. You can find this information on your timesheet page in Aurion ESS.
- The appropriate legislative conditions that apply to the position. Refer to your HR team for help.
- Appointee’s preference regarding transferring leave balances (if they’re a current Queensland Government employee).
Human resources and recruitment information
- Smart jobs and careers job reference number (for advertised roles).
- Position number
- Cost centre number
- Aurion Employee Self Service (ESS) ruleset (e.g. PSA019, OPS001) if you use ESS Timekeeper. You can find this information on your timesheet page in Aurion ESS.
- The appropriate legislative conditions that apply to the position. Refer to your HR team for help.
Access Springboard
- For an advertised role (a job that’s been posted to Smart jobs and careers and managed through Springboard), the panel chair or hiring manager must raise the Appointment request via their Springboard advertising account. The easiest way to do this is to use the link sent to you via email. Alternatively, you can log in with single sign-on (SSO).
- If you log in using SSO, and you have more than 1 account, you’ll need to select the Advertised vacancy log in button.
- Find the role via your dashboard (or via your My jobs page).
- Select Candidates. A list of candidates for the vacancy should display.
- Select the three dots beside the name of the candidate you want to appoint. A menu should display.
- Select Raise appointment request. A Recipients window should display.
- Enter your name (or the name of the person you want to complete the Appointment request form) in the Appointment owner’s Recipient field. A selection of names should display as you type. Select your name or the person’s name you're requesting to complete the Appointment request form.
- Select Appointment request assigned from the Email template drop down list.
- If you want to add additional recipients, add them to the CC’s Recipient field and select Appointment request notification.
- Find and select the Raise button in the bottom right corner of the dashboard. You’ll be returned to the previous screen, where you’ll see a Request successfully created confirmation message display briefly at the top right of the dashboard.
- Springboard will send the nominated recipient an email advising there is an Appointment form ready to complete.
- Use the link provided in the email or log in with SSO.
- If you have more than 1 account (e.g. Advertised vacancy and Appointment form) you’ll need to select the Appointment form log in button.
- Select the Your drafts. A list of all your appointments will display.
- Find the appointment request matching the details you received via email. Select the pop out icon under the Actions column to start the Appointment request form.
- Complete the Appointment request from. The form is designed so that you can complete it without instruction. However, you can refer to the videos under Complete a non-advertised role appointment request for a visual walk through (some steps differ, but most are the same), and download the full guide, for help.
If your name or the person’s name you’re nominating does not appear in the Recipient field, you’ll need to add these details. Select the Add button represented by a figure icon with a plus sign to the right of the field.
- For a non-advertised role (a job that has not been posted to Smart jobs and careers or managed through Springboard), you must raise a request using your Springboard appointment account.
- Log in using SSO.
- If you’ve never used Springboard, you may need to link your SSO account. Follow the instructions provided.
- If you have more than 1 Springboard account, you’ll need to select the Appointment form log in button.
- Select the Raise an appointment tile.
- Select Initiate a new appointment go button to start the Appointment request form.
- Complete the Appointment request form . The form is designed so that you can complete it without instruction. However, you can refer to the full guide and use the videos below for a visual walkthrough, for help.
Do not create a non-advertised appointment request for an advertised appointment. It will be rejected by QSS Recruitment as the appointment must be linked to the advertisement. QSS is unable to change the request type in Springboard so you will need to cancel the request and complete a new one.
View the videos:
If you’ve been nominated as the approver for an Appointment request, you’ll receive an email from Springboard. You must not be the initiator of the request and you must have a government email address.
The email will contain information about the appointment and a link to approve or decline it. You’ll receive reminder emails until you action the request.
- Log in to Springboard.
- Select Your approvals.
- Find the appointment request. Select the document icon in the Details column. Your name should display in the You are field.
- Select the Confirm your identity check box.
- Select Next.
- Scroll through the Appointment request form, reviewing the fields as you go.
- At the end of the form, Select the appropriate Approval delegation. If you select, I have sighted the approval by the delegate for this appointment, you’ll be asked to provide the delegate’s name.
- Add any additional comments as required in the Your comments field.
- Select Approve or Reject as appropriate.
Your approver will get an email asking them to log in to Springboard to review your request. Providing they approve it, and we have everything we need, we’ll (within 5 working days):
- send an appointment letter to the successful candidate (if applicable)
- forward appointment documentation to our payroll team for processing
- advise the unsuccessful candidates (if applicable)
- arrange a Queensland Government Gazette notice to confirm the appointment (if applicable).
If the appointment requires a Gazette notice, the Gazette team will send an invoice to your agency's nominated contact for payment prior to publishing.
When you will hear from QSS
You’ll receive a notification:
- when QSS Payroll completes your request (includes payroll number)
- sends your candidate an appointment letter.
Request has been approved
Complete the Springboard appointment change request form in the QSS Self Service Centre to cancel or amend an appointment that has been approved.
Watch how to complete the form
Request has been submitted but not approved
- Log in to Springboard.
- Select Your pending appointments.
- If you want to continue with the appointment, but change the approver, select the figure icon under actions and delegate the form to a new approver.
- If you want to cancel the appointment, select the retract icon under actions.
- If you want to change appointment details, select the retract icon under actions. Go back to the Appointment request dashboard and select the Search appointments tile. Filter your results by choosing Retract from the Status drop down list and selecting Search. Select the document icon under Details. Scroll to the bottom of the form and select Relaunch. Scroll through the form, make changes as required, and resubmit to your approver (or a new approver as required).
Change an approver video demonstration
Request has not been submitted
If you haven’t submitted your request for approval yet, you can delete it. This removes it from Springboard completely. You won’t be able to retrieve it.
- Log in to Springboard
- Select Your drafts.
- Select the bin icon under Actions beside the request you want to delete.
- Select Delete.
Frequently asked questions
Does the Appointment request form time out?
How do I complete an appointment I've initiated earlier?
Can I delegate completing an appointment form to someone else?
How do I submit an Appointment request form for a self-managed vacancy?
What is a non-payroll employee?
Do next
Complete a Pay commencement request. When your appointee starts their first day get them to complete this form to initiate their pay.