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Selection Process

The selection process follows transparent and defined lines and is open to scrutiny by AusAID, the Government of PNG, and the National Training Council.

The process adheres to a strict set of timelines which culminate in the applicant's forms being sent to the Institution in Australia by September 15 each year.

The monthly activities are:

January
Applications open. Expressions of Interest are available from the National Training Council for the Open Sector, and Bid forms are available through the Department of Personal Management for the Public Sector.

February
Applications continue to be received at both NTC and DPM.

March
Applications close with both NTC and DPM on last working day of the Month.

April
All applications are forwarded to PATTAF by 20th and prepared for first selection round.

May
First round of selections are conducted by Joint ADS Selection Committee (JASC) comprising senior staff from National Planning and Monitoring; Personel Management; National Training Council; AusAID and PATTAF.

June
ADS application forms are sent to those shortlisted. Unsuccessful applicants are advised. AusTrade Roadshow of Australian tertiary Institutions is conducted.

July
ADS forms to be returned to PATTAF by 20th. PhD candidates are interviewed.

August
Second round of selections is conducted comprising same committee as in the first JASC. Priority,Reserve and Unsuccessful applicants are notified.

September
Applications are forwarded to relevant institutions by the 15th.

October
Priority and reserve candidates commence securing their passports and taking their medical examinations. Institutions commence to send offers to candidates through PATTAF.

November
Awardees attend a compulsory pre-departure briefing session.

December
Awardees finalise arrangements in preparation for mobilisation commencing early in New Year.

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1. Timing of the JASC-2
   The first round of the JASC is in May of each year. The second and final round of the JASC process for the ADS commences during the month of August. The process is normally covered in sessions lasting 10 days each for round one and round two.


2. Members of the JASC-2
   Members of the JASC-2 are :-
   2 x NTC Representatives – Director or Designated Delegates 2 x DPM Representatives – Assistant Secretary Level or delegate. 2 x DNP&M Representatives – Assistant Secretary or delegate. AusAID Representative – A/based Project Officer or delegate. Supported by: PATTAF Representatives – Scholarships Manager, Principal Scholarships Officer. and Facility Manager. PATTAF support staff–Administration Officer.


3. The number and allocation of awards
   The expected outcome of the rounds of the selection process is to identify 130 Priority awardees and 32 Reserve awardees. The allocation of the awards will be 65 from the Public Sector and 65 from the Open Sector. The gender allocation will be 65 Male and 65 Female. The final break up across the levels for the 130 and the 32 being:-



Priority
	Male	Female	Total
TAFE	18	18	36
Undergraduate	5	5	10
Post Graduate	40	40	80
Doctorate	2	2	4
			130




Reserve
	Male	Female	Total
TAFE	5	5	10
Undergraduate	5	5	10
Post Graduate	5	5	10
Doctorate	1	1	2
			32




Interviews will be conducted for the selection of PhD candidates. After initial sorting of all PhD candidates applications, it was determined that the interviews should be for those who were nominated priority 1 & 2 by the various academic and research institutions. A report will be prepared by the interviewer and this report will recommend those applicants to be considered by the JASC 2.

4. The Scoring System
   A scoring system will be used which comprises 5 major sections.
   
   These sections are:
   
   1. Essay on benefits for individual, Organisation and PNG by attending the training program. Out of 10
   2. Compliance. If the forms are completed correctly or are there mistakes. Out of 5
   3. Academic Achievement. Top marks are given to those who achieved excellent results in their highest study program. Out of 10
   4. Current working situation. Employed or Unemployed; Working in sector applied for or not; Supported by employer or not; Number of years working. Out of 15
   5. Government priorities. Is course chosen of high priority when aligned with the Government MTDS and other documents? Out of 10

   The total score is out of 50
   
   JASC Members will consider their scores individually, and must not be influenced by scores recorded by others.
   
   At least 8 members, with representation from each stakeholder, will score an application and the Chairperson will review the scores for each application and call for group discussion if there appears to be large disparities between scores. This approach should ensure that the individual scoring patterns of JASC-2 members are monitored. Once accord has been reached the scores will be averaged and the result entered against the applicant's name in the relevant database.

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The Process for JASC-2

The applications to be considered are those received from those short-listed by JASC-1. JASC-2 will consider all applications which were received at PATTAF by the close of business on the nominated closing date. Any applications received at PATTAF after this date will only be considered under exceptional circumstances and if agreed to by the JASC.

PATTAF’s initial compliance check

PATTAF will place a coversheet on each application which indicates date of receipt and compliance. Any non-compliant application will be marked as such and presented to the JASC for ratification.

JASC - Compliance checks

Each application is to be assessed for completeness of application. All attached documentation such as Transcripts, Certificates, Birth Certificates etc., must be certified on each page in the required format as being a true copy of the original. The application forms must be signed and dated by the applicant, and by the employer of Public Category applicants and Private Sector Open Category applicants. Writing must be readable, clear and legible in black ink. The course selected should be in the same ‘field’ as the one stated in the Expression of Interest or Bid form. It may not be the same name as one stated in the EOI/Bid Form (as institutions have varying names for their courses in the same area), but must be within the same general field. The course selected must be at the same level as that specified in the EOI/Bid Form. Points will be deducted for minor breaches of compliance; however major breaches will result in rejection of application.

Quorum

The selection process will not proceed unless there is a quorum. The quorum will comprise 1 member from each of NTC, DPM, DNPRD and AusAID together with a PATTAF management team representative.

Dealing with applications by level

The selection will commence with the TAFE Female applications, followed by the Male TAFE; Female Undergraduate; Male Undergraduate; Female Post Graduate; Male Post Graduate; Female PhD and finally Male PhD.

Considering batches at one time

Applications will be address in convenient batches, and these will be completed before any further applications are placed on the table at any one time.

Scoring each individual application by each JASC-2 member

The listing of the agreed selection criteria and the scoring system will be provided to each member to refer to when they score each individual application. A sheet will be placed on each application which lists the criteria and allocates a column for each JASC-2 member to insert their scores. A minimum of 8 JASC-2 members will review every application and place their scoring in the appropriate section of the column named with their initials.

The review by the Chairperson

The Chairperson will review the score sheet for each application. If the scores do not indicate radical variations then the Chairperson will ensure the recording of the average score against individual details in the database. If the scores do indicate a significant variation, then the application will be discussed by the whole group again.

Prioritising applications

Applications will be prioritised according to the score achieved.

Rejected applications

Any application proposed for rejection will be discussed by the JASC-2, and if it is agreed that it be rejected then it will be marked with the relevant rejection code accordingly and placed in a separate pile away from the other applications. Academic transcripts for the TAFE and Undergraduate applicants are to be checked by the Department of Education. Any found to be forged will be automatically rejected and marked with the “S” code. Any forgeries will be recorded by PATTAF and retained for future reference, and also detailed in a report to FCG.

Comments on applications

Any comments regarding the application should be made no matter how trivial. For example if the applicant declares they are unemployed but has question 12 Part A completed, mention should be made of this. Or if something in one part of the form does not agree with another elsewhere in the form, this will be highlighted on the Master Check List. The comment may or may not result in any changed scoring, but the discussion is important.

Role of the Chairperson

The Chairperson will oversee the averaging of individual scores for each application. The Chairperson will request a discussion of any applications where there are major variations in scoring patterns. The Chairperson of the JASC will sign off on the cover sheet and insert the date once he/she is convinced that the decision is final. The rejection code if applicable should be entered onto the cover sheet with a large bold coloured marker and the person marking will sign and insert their name at the bottom of the Master Check List An explanation as to why the rejected decision was made should be given in the Final Assessment section of the Master Check List.

Members of the JASC who apply for ADS

Any member of the JASC who has applied for a scholarship under the ADS program must remove themselves from the selection committee hearing for the duration of the time it takes for applications under their category to be considered. It is important to note that the integrity of the JASC can be compromised if members remain in the room when their application is being considered.

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