Terms and conditions

All registrations and jobs submitted to Careers Online need to be approved by staff before being made available to students and graduates. Jobs are processed from Monday to Friday between 9am and 5pm, except for University holidays and national and state public holidays. We aim to process registrations and jobs within three working days of lodgement.

All jobs submitted to Careers Online must comply with employment and other relevant laws in the country or state where the work will be carried out. In Australia this includes but is not limited to the: Fair Work Act 2009 (Cth), Equal Opportunity Act 2010 (Vic), Competition and Consumer Act 2010 (Cth), Sex Discrimination Act 1984 (Cth), Age Discrimination Act 2004 (Cth), Disability Discrimination Act 1992 (Cth) and Racial Discrimination Act 1975.

The University of Melbourne reserves the right to refuse any person or organisation use of this service and to reject or withdraw any job advertisement from Careers Online without notice or reason, and to alter any aspect of job advertisements approved for publishing.

The reasons for this may include:

• non-compliance with these terms and conditions has occurred
• misleading, inaccurate or incorrect information has been provided
• a complaint about the advertiser has been received
• where non-compliance with the law is reasonably suspected
• the job opportunity is considered to be inappropriate
• the behaviour of the advertiser in his / her involvement with the University is deemed by staff to be unethical.

• Employers agree that all information they provide in their jobs and services do not breach any law or the rights of any person (including legislation regarding consumer protection and anti-competitive conduct, Equal Opportunity and Human Rights).
• The University does not act as an agent for the employer.
• The University does not necessarily recommend or endorse any organisations or service providers featured on Careers Online.
• Employers advertising on Careers Online must abide by these terms and conditions for employers. The University checks that all opportunities featured on Careers Online comply with our terms and conditions for employers, however, we do not accept responsibility for advertisers who provide inaccurate, misleading or false information.
• The University is not responsible for the ongoing vacancy of any advertised job, and advertisers agree to indemnify the University and its staff against all claims, actions, suits, costs and expenses incurred on any account by the University as a result of their vacancy.
• The University will be under no liability to users and recruiters in respect of any loss or damage (including consequential loss or damage, such as loss of profit, wasted overheads, loss of opportunity or loss of revenue) which may be suffered or incurred or which may arise directly or indirectly in respect of services supplied by the University of Melbourne.

Careers Online is a self-service system and all advertisers are expected to register and lodge their own jobs. An exception may be made for private individuals who do not have email or internet access. It is the advertiser's responsibility to fully and satisfactorily complete all of the required information. Failure to do so may result in the registration or the job not being accepted.

It is a requirement that all organisations provide the following information:

• Name of the organisation or individual advertising the job.
• Full postal and / or physical address.
• Full name, email address and phone number of at least one contact person.
• An adequate description of the type of organisation and / or the type of service provided.
• An Australian Business Number (ABN) for Australian based employers except those advertising work for private households.
• Third-party recruiters should register under their own organisation name (rather than a client name) and select 'agent for employer' when registering.
• An adequate description of the duties and nature of the work being offered.
• For casual and part-time jobs, an appropriate hourly rate of pay or the name of a relevant award or job classification must be displayed on the job advertisement.

All private householders registering as individuals are required to provide the following information:

• First name and last name
• Email address
• At least one telephone number, ie mobile or landline
• Physical address
• An appropriate hourly rate of pay must be displayed on the job advertisement (wages and pay rates has guidelines).

Advertisement expiry dates

• Positions can be listed on Careers Online for a maximum of 60 days. At the time your advertisement expires you are welcome to log on to Careers Online and republish it.

Minimum rates of pay for casual, part-time or full-time positions

It is a requirement of the University that employers must display the rate of pay per hour for any casual or part-time job in the remuneration field, which must comply with the Fair Work Act.

National Minimum Wage requirements within the country of employment apply to full-time positions. Organisations may be asked to confirm the salary being offered. These positions will be approved at the discretion of the University. Positions offering pro-rata salaries will be asked to confirm the hourly rate of pay.

The Adult National Minimum Wages as of 1 July 2023 are as follows:

• Part-time $23.23/hour
• Casual $29.04/hour (Adult rate – 21 years or over)
• Full-time $882.80/week for a 38 hour week (before tax)

The information above should be treated as a guide and employers should make their own enquiries with Fair Work Australia in relation to appropriate award rates per industry.

Fair Work Ombudsman
fairwork.gov.au
13 13 94

More information is available at the Fair Work Ombudsman's Pay and Conditions Tool or browse the full list of pay guides.

International opportunities should meet the relevant wage requirements within the country of employment. These positions will be reviewed and approved at the discretion of the University.

If you are a third party recruitment agency wanting to advertise on behalf of your clients, you must meet the following criteria:

• Jobs will only be approved if they offer students a genuine employment opportunity and list the name of the employer (the employer name can be hidden from students' view if you select that option).
• The University will not advertise or endorse agencies or third-party providers that charge our students any fees associated with any part of the application, selection and recruitment process.
• Remuneration must be specified for all casual vacancies. International vacancies also require the remuneration to be specified, however, this can be emailed to us directly and hidden from students' view.

The following jobs will not be advertised:

• Positions paid by commission only
• Positions where payment is by profit share
• Positions that offer less than award wages
• Positions that offer any sort of 'board in exchange' arrangement where the student receives accommodation as payment for work performed
• Positions that do not offer a genuine employment opportunity or those that require applicants to register with an organisation for possible opportunities or pay a third-party
• Positions lodged by a registered business offering 'cash' or 'cash in hand'
• Positions offering payment by 'piece rates', ie where payment is per product produced, per delivery, per sale made etc.
• Business opportunities and franchise ownership opportunities
• Pyramid schemes
• Modelling
• Work involving any unpaid training/trial periods, or reduced pay for training/trial periods, except where a federal or state award makes allowances for such arrangements
• Work involving any illegal activity or that may pose a serious risk to workers
• Any work which requires the employee to purchase a product or service, or requires an application fee, registration fee, security deposit or similar as a condition of employment
• Unpaid internships - unless the internship is undertaken as a vocational placement or is classified as voluntary work in a registered not-for-profit organisation
• Overseas voluntary positions
• Scholarships that are used to pay a student's wage
• Research participation opportunities (these can be advertised as a news item only)
• Jobs offered by a foreign employer offering work within Australia who do not have an established Australian office

The following terms and conditions apply to ALL volunteer positions.

A voluntary job also must meet the following criteria to be advertised on Careers Online:

• The volunteering opportunity that is offered must adhere to the Definition and Principles of Volunteering as defined by Volunteering Australia.
• The organisation must inform and afford all new student volunteers their Volunteer Rights & Responsibilities as stipulated by Volunteering Australia.
• All new volunteers must be provided with adequate and appropriate induction, training, support and supervision.
• As per Volunteering Australia’s guidelines, we recommend for volunteer opportunities to demand no more than 16 hours of work per week. Volunteer opportunities must also not replace paid workers, nor constitute a threat to the job security of paid workers.
• Organisations and advertised volunteer positions are screened to ensure they comply with the Fair Work Act 2009 (Cth)

Who can advertise voluntary positions?

• registered not-for-profit organisations
• University of Melbourne faculties and departments
• student clubs/societies at the University of Melbourne.

Volunteer Opportunities – Domestic

In addition to the above, the following terms and conditions apply to organisations external to the university offering volunteering opportunities.

By submitting your Volunteer position to Careers Online, the applicant agrees that they have considered the Volunteering Australia Volunteer Rights and Volunteer Checklist and that their volunteer opportunity accords with the principles in that checklist.

In addition, organisations are required to meet the following requirements:

• The organisation offering the position must have an ABN and be registered as a not-for-profit entity in accordance with the Australian Charities and Not-for-profit Commission.
• The organisation must submit certificates of currency for both Public Liability (to a minimum of $5 million coverage) and Volunteer Personal Accident insurance as the volunteer opportunity will not be covered by University insurance
• In addition, Not-for-profit (NFP) organisations need to complete the NFP Organisation Registration Checklist (see further instructions and guidelines below)
• Organisations and advertised volunteer positions are screened to ensure they comply with the Fair Work Act 2009 (Cth)

Volunteer Opportunities – Overseas

• The University does not list overseas volunteer opportunities

Volunteer Opportunities – University Faculty or Department

In addition to the above, the following terms and conditions apply to university faculties or departments offering volunteering opportunities.

• The faculty/department must complete the NFP Organisation Registration Checklist (see further instructions and guidelines below).
• There is no need to provide certificates of currency as University volunteer programs are covered by University insurance.
• The faculty / department is responsible for preparing the Student Acknowledgement Letter in accordance with the University's Student Volunteering Procedure.

Volunteer Opportunities – Student Groups and Clubs

In addition to the above, the following terms and conditions apply to student groups and clubs at the university offering volunteering opportunities.

• The student group or club must complete the NFP Organisation Registration Checklist (see further instructions and guidelines below).
• The volunteer opportunity activity must be deemed appropriate.
• Clubs which are affiliated with the University of Melbourne Student Union (UMSU) do not need to provide certificates of currency as they are covered by UMSU insurance.
• Clubs which are not affiliated with UMSU are required to provide certificates of currency for both Public Liability (to a minimum of $5 million coverage) and Volunteer Personal Accident insurance.

To register your organisation as a not for profit, you must complete the following steps:

Once we receive your completed registration (including Checklist) we will review your entry and then you will receive an automated email from us confirming if it is approved. This will grant you access to start advertising on Careers Online.

If your Certificate of Currency or Volunteer Personal Accident expires you can log into Careers Online to provide the new details or contact us directly at careers-services@unimelb.edu.au. Positions will not be posted if either of these documents have expired.

The Fair Work Act 2009 (the Act) requires that students are paid at least the minimum wage for work experience undertaken within organisations unless the work is undertaken as a vocational placement or is classified as voluntary work (please see above for more information).

For a placement to meet the requirements of a 'vocational placement', it must be undertaken as part of a subject or a course or alternatively, be classified as voluntary work. The consequences of an unpaid placement not falling within these exemptions under the Act is that the student is deemed to be an employee and is legally entitled to at least the minimum wage.

The Fair Work Ombudsman has information on internships, vocational placements and unpaid work.

What internships can be advertised?

• Paid internships that meet the Fair Work Act requirements or the country of employment requirements (please see below for more details). These will be reviewed and approved at the discretion of the University and in line with our terms and conditions.

What internships cannot be advertised?

• Internships opportunities that are a requirement of a student's course or subject. If you have these opportunities please contact careers-services@unimelb.edu.au and we will connect you to the relevant faculty.
• Unpaid internships.

All overseas employment opportunities listed on Careers Online will include the following disclaimer in the advertisement:

Please Note:
Employment opportunities in overseas countries are subject to different employment and occupational health and safety laws and requirements.

The University cannot advise on the suitability of an overseas internship or placement, and advises students to make the necessary enquiries about the opportunity, and about any overseas travel and work requirements.

The listing of this overseas internship or vocational placement on Careers Online is in no way an endorsement by the University of the opportunity.

Students are advised to make their own assessment as to the suitability of the opportunity and are advised that the University is not responsible for travel costs (including accommodation, travel insurance, visa requirements) associated with an overseas employment opportunity.

All positions that require students to have an ABN and work as an independent contractor will have the following disclaimer included in the advertisement:

Please note:

This position requires you to apply as an Independent Contractor.

Applicants must consider all legislative obligations and responsibilities when engaging as a contractor such as using an ABN, taxation, superannuation, workers compensation and other insurances.

Melbourne Careers advises that all applicants research these requirements prior to applying for this opportunity.

More information can be found at:

• Fair Work
• Australian Taxation Office
• business.gov.au

Data usage

The information that you provide when you register and use Careers Online and Careers & Employability services is collected by Academic Services at The University of Melbourne (University) via a third party website hosted by CareerHub. Your information is collected for the purposes of responding to your request or query, communicating with you about related services and events in which you have expressed interest, and to manage online recruitment advertising. You can contact Academic Services at careers-services@unimelb.edu.au or by phoning 03 9035 5983.

The University is not responsible for the privacy practices of third party entities, external websites or applications. You should therefore familiarise yourself with CareerHub’s Privacy Policy and Terms of Service to understand how they manage personal information before providing it. To access this, please visit https://www.careerhub.com.au/Content/Privacy.aspx

The collection of personal information by the University is governed by the Privacy and Data Protection Act 2014 (Vic) and Health Records Act 2001 (Vic) (together, Privacy Laws). The University is also considered to be a data controller for the purposes of the EU General Data Protection Regulation 2016/679 (GDPR) in relation to the collection of personal information from individuals located in the EU. The University is committed to protecting your privacy and processing your personal information fairly and lawfully in compliance with the Privacy Laws and the GDPR, as applicable.

Information you provide to the University, or which is collected by CareerHub and subsequently shared with the University, will be used by authorised University staff for the purpose for which it was collected. We will not disclose your personal information to anybody else unless you have given consent, or we are authorised or required to do so by law.

Your information will not be transferred outside Australia unless to an entity operating under equivalent privacy obligations. We take all reasonable steps to ensure that the information we hold is accurate and complete and that it is protected from misuse, loss, unauthorised access or disclosure. We will retain your personal information only for as long as required for the purpose it was collected and in accordance with our legislative obligations. This information is then securely destroyed in accordance with the University’s retention and disposal authority.

You are not required by law to provide the requested information however, we may be unable to assist you with your request or query if you do not provide it.

Please note, that by creating an account and using CareerHub, and or, our online services, the tick box consenting to receiving related communications will be ticked by default. In addition, if you are registered as an organisation, users within the organisation may be subscribed to receiving related communications as someone from your organisation may have consented on your behalf when registering the organisation. To deactivate your account or opt-out of communications about related services please untick the box at registration or contact careers-services@unimelb.edu.au.  You may also request access to, or correction of, your personal information held by the University, or exercise data subject rights under the GDPR if applicable, by contacting careers-services@unimelb.edu.au or phoning 03 9035 5983. For further information about how the University manages personal information, to make an enquiry or complaint, or for contact details of the University’s Privacy and Data Protection Officer, please view the University’s Privacy Policy, visit our Privacy webpage, or contact the University’s Privacy Office at privacy-officer@unimelb.edu.au.