Guidelines for candidate use of AI in recruitment processes

Find out when and how you can use artificial intelligence (AI) tools when applying for jobs at DVA.

What the guidelines cover

These guidelines explain how you can use artificial intelligence (AI) tools when applying for jobs at DVA, including when AI should not be used. They apply across the recruitment process, from preparing your application through to interviews and assessments, and cover internal and external candidates.

The guidelines also explain how we will use AI throughout the recruitment process.

The guidelines aim to help you use AI in a way that supports your application, while maintaining your integrity as a candidate.

As AI continues to evolve, DVA may update these guidelines to keep them relevant, fair and effective.

How we use AI in recruitment

We use AI (Microsoft 365 Copilot) to help us work more efficiently and support administrative effectiveness in conjunction with human oversight, but we do not use AI to make selection decisions about candidates. This includes not using AI to assess, review or filter applications, screen resumes or score applications or resumes.

For example, we may use AI to draft job ads and candidate information packs, but not to review or screen applications, resumes or one-page pitches.

All shortlisting, progression and employment decisions are made by a human selection panel.

What we expect from you

APS employees are expected to uphold the APS Values and Code of Conduct which requires that they demonstrate trustworthiness, integrity and honesty in all that they do. This extends to the way in which current and prospective APS employees conduct themselves throughout APS recruitment processes.

When applying for a role with us, we expect you to:

• Be honest
  • Only include information that reflects your own skills, experience and achievements. Use your own knowledge in written applications, assessments and interviews.
     
• Be transparent
  • If you use AI, let us know when asked. This helps us understand how you prepared your response and supports a fair process.
     
• Be yourself
  • We want to understand who you are and what you can bring to the role. AI can help you prepare, but your responses in interviews and assessments must be your own.
     
• Be fair
  • Using AI inappropriately may give some candidates an unfair advantage and is not consistent with merit-based recruitment.
     

This helps us run a fair and transparent process and recognise each candidate’s individual strengths.

See the Principles for candidates use of AI in recruitment for more information.

Risks of using AI in recruitment

Using AI artificial intelligence tools to prepare a job application can be helpful, but it also involves risks including:

• Misrepresentation
  • content generated by AI might not match your real skills and experience. This could damage your credibility and may result in your disqualification from the recruitment process.
     
• Skills gaps
  • AI might hide areas where your skills don’t match the job you’re applying for. These gaps will be revealed during practical assessments or on-the-job performance.
     
• Over-reliance on AI
  • if you depend too much on AI, you might struggle to explain your thoughts clearly in interviews or answer questions on the spot.
     
• Loss of personal voice
  • using AI can make your application sound too polished or generic. This may not convey your unique personality, passion, or suitability for the role.
     
• Inaccurate information
  • AI can sometimes produce incorrect information. It can generate misleading or untrue statements that sound convincing.
     
• Data privacy concerns
  • sharing personal information with AI tools can pose privacy risks. Some tools may not protect your personal data very well. This could lead to potential data breaches or misuse of your personal information.
     

DVA staff applying for vacancies are reminded to ensure that any information you enter into publicly available AI tools is suitable for release into the public domain. DVA staff must also adhere to all relevant DVA and APS policies throughout the recruitment process – including the Use of publicly available generative AI technology policy.

How to use AI the right way

AI can be a great tool to help you prepare. Here’s how to use it well:

• Use it to support you
  • AI can help you organise ideas and improve your writing, but your application should still sound like you. Use it thoughtfully and avoid copying and pasting responses.
     
• Use it to prepare
  • It’s fine to use AI to get ready for interviews or assessments, but not during them. In interviews and assessments, rely on your own skills and judgment.
     
• Protect your information
  • Do not enter personal, sensitive or classified information into AI tools. Treat anything you enter as if it could become public.
     
• Keep it real
  • Make sure what you share is true and reflects your own skills, experience and ideas.
     

For more information, refer to the AI in Recruitment page on the Australian Public Service Commission website.