Governance > Board of Directors > Board Recruitment Procedure
Authorised by Board of Directors
Revised Date: 1 August 2024
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Step |
Who |
Documents |
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1. Identify skills gap on Board |
Chair and Board |
§ Board Skills Matrix – self assessment tool GF-22 |
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2. Agree recruitment process (advertise, networks etc) |
Chair and Board |
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3. Send email with application pack to potential directors. Candidates required to send in written application including CV and completed application form. |
Chair or CEO or may delegate to Board Secretary |
§ Example email # 1 [below] § Position Description - Board Director (refer to Board Charter) Capabilities of a Board Director GF-13 |
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4. Assessment of applications received |
Governance Committee |
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5. Interview process - Step 1 - Step 2 |
Governance Committee 2 other directors and CEO Participant involved in interview or does building tour |
§ See Board Director interview questions |
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6. Referees contacted |
Chair / Governance Committee |
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7. Advise outcome of interviews by email or phone
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Chair |
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8. Send letter to unsuccessful applicants |
Board Secretary |
§ GF-28 Unsuccessful Letter – Board Director Position |
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9. Send email to new Board Director re required NDIS Compliance documents |
Board Secretary |
§ Example email # 2 [below] |
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10. Send appointment letter and Board Information pack to new Board Director |
Chair and Board Secretary |
§ Appointment letter (GF-17) enclosing Consent to become a Director (GF-16),Rules of Kyeema Inc. (KEF-50), Declaration of Interest Form (GF-24) and Deed of Indemnity) |
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11. If new Board Director already holds a WWCC, send email advising that they must update the organisation details to include Kyeema |
Board Secretary |
§ Example email #3 [below] |
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12. Contact Gunners to: a) add new Board Director to the “Board Email Group” and also to the “verified senders security rule” (so they can send to the Board Group email). b) Create Board Portal login details for new Board Director |
Board Secretary |
Send email to: service@gunners.com.au |
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13. Email new Board Director instructions on how to access the Board Portal once login details have been received from Gunners |
Board Secretary |
§ Access Kyeema Board Portal SharePoint GF-15 |
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14. If the new Board Director already has an NDIS Worker Screening Check, we are required to “link the worker” to Kyeema through the NDIS Worker Screening Database |
Board Secretary |
§ Linking a worker with a NDIS Worker Screening Check to a new employer – Procedure |
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15. Organise induction |
Board Secretary |
§ Induction program GF-23 |
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16. Request bio and photo from new Board Director for Kyeema website |
Board Secretary / Administrative Assistant |
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17. Add new Board Director to Register of Members Listing for current year. |
Board Secretary |
K:\Admin\Board of Management\Register of Members (Contributors) |
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18. Add new Board Director to Organisational Chart |
Board Secretary |
Organisational Chart GF-10
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19. Add new Board Director to: a) The Australian Charities and Not-for-profits Commission (ACNC) b) The NDIS Quality & Safeguarding Commission |
CEO |
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Example email # 1 - from Chair to potential candidate
Hello XXX
Thanks very much for your time on the phone, it was great to talk with you.
I have attached some information about the role of a Director at Kyeema.
If you wish to make an application, please provide a covering letter, your CV and complete the attached application. You can either return these to me by email or leave a hard copy at the reception desk at Kyeema, 50 Lalor Street, Portland.
Please click here to view our current Annual Report.
If you have any questions, please feel free to give me a call at any time.
Many thanks again for your interest.
Kind regards
[insert name]
Chairperson
Kyeema Support Services Inc
[insert email]
[Insert mobile]
(Attach: Application for Board position and Position Description of a Director)
Example email # 2 - re required NDIS Compliance documents:
Dear XXX
The NDIS requires all Board Directors to complete/supply the following to be fully compliant:
• Volunteer NDIS Worker Screening check
- Please refer to the attached instructions on how to complete this.
• NDIS Worker Orientation Module Training
- Please refer to the attached instructions on how to complete this training module
• Volunteer Working with Children Check
- This can be completed online: https://service.vic.gov.au/services/working-with-children
• 100 Points of ID
- Please refer to the attached document for acceptable identification
Please let me know if you require any assistance with the above.
Kind regards,
[insert name]
Board Secretary
(Attach: Instructions re NDIS Worker Screening Check, instruction re NDIS Worker Orientation Module Training & 100 Points of ID – Documents Guide)
Example email # 3 - re WWCC Legal Requirement:
Dear XXX
With regards to your Working with Children Check it is a requirement that you update your organisation details with WWCC Victoria to include Kyeema Support Services. If you have not already done this, could you please do so as soon as possible.
You can update your details, or check to see if you have listed Kyeema with WWCC Victoria, online via the Working with Children Victoria website at: https://www.workingwithchildren.vic.gov.au and click on “update my details” – this should only take about 4 mins to complete.
Please let me know if you need any assistance.
Kind regards
[insert name]
Board Secretary