The Department of Foreign Affairs and Trade (DFAT) has bluntly rejected accusations from the public sector union that it bungled the recruitment process for its 2023 graduate program and shut out candidates from diverse backgrounds.
Every year the department invites applications for the prestigious program, which it uses to train future generations of Australian diplomats.
Almost 1,500 people applied for dozens of graduate positions in the 2023 program.
Now the Community and Public Sector Union has written to DFAT alleging that more than a quarter of the applicants who got a conditional offer to join the program were rejected by the Department months later because their security clearance applications could not get through a clogged-up system.
Anyone who wants to join the public service and handle classified information first has to obtain a clearance through the Australian Government Security Vetting Agency, but the system has long been plagued with delays and bottlenecks.
The CPSU letter also alleges that many of those who could not get their security clearances in time to join DFAT are from diverse backgrounds.
There is anecdotal evidence that Australians with relatives overseas or who were born in other countries often take longer to get clearances because vetting agencies spend additional time making sure they do not maintain any links to other governments and ensuring they are not vulnerable to potential coercion from those governments.
In its letter, the CPSU tells DFAT it would be "deeply concerning if the outcome for these employees is different because of a protected attribute such as race".
CPSU deputy secretary Beth Vincent-Pietsch told the ABC that given the delays in security clearances, DFAT should have allowed for a longer time frame to ensure it had enough time to usher all the successful candidates through the system.
"The CPSU wants to work with DFAT to ensure that their recruitment processes not only allow for, but encourage, people with Culturally and Linguistically Diverse backgrounds to join the public service," she said.
"In this instance, the timelines and criteria put in place by the Department of Foreign Affairs and Trade actively work against that outcome."
The union has been pressing DFAT for a meeting over the dispute.
But the department has issued a forceful defence of its conduct, denying that it is treated diverse candidates unfairly and pointing out that many of those who were selected for the program and got their clearances in time are also from multicultural backgrounds.
"DFAT's security clearance processes do not discriminate," a DFAT spokesperson told the ABC.
"The Department of Foreign Affairs and Trade is committed to diversity in its workforce."
"Of the 2023 graduate intake, 42 per cent were from culturally and linguistically diverse (CALD) backgrounds."
CPSU says DFAT treated candidates in a 'combative' way
The department has also rejected the union's allegation that it had to issue the late rejection to some candidates because of security clearance bottlenecks.
"DFAT takes its responsibility to protect Australian government resources seriously, and this process allows an assessment of an individual's initial and ongoing eligibility and suitability to access Australian government resources," the spokesperson said.
"There were a small number of graduate program candidates not recommended for employment, but this was not a result of security clearance delays."
The statement does not explain why else the candidates might not have been granted security clearances or why they were not taken on by DFAT.
The email sent to the cohort stresses they have not failed the security clearance process and blames "time constraints" for the situation.
"Unfortunately due to the deadline to security clear the graduate cohort your clearance process has been ceased," the email reads.
"This is not a detrimental outcome, as there has been no decision made regarding your suitability to hold a security clearance.
"Due to the time constraints we are unable to progress your clearance, however this does not stop you from reapplying for next year's graduate program or other APS graduate programs."
The CPSU has also accused the department of treating the disappointed candidates in a "combative" way and "mishandling" the withdrawal of employment offers.
The union says DFAT promised the successful candidates it would phone them to discuss the situation if they failed to get security clearances, but instead simply sent them the email above late on December 21, not long before the department shut down for the Christmas break.
"Some affected individuals who followed up with the department have reported combative treatment from relevant work areas," the letter says.
"Affected individuals were not provided with additional information to explain the situation and inquiries were handled in a confrontational way."
The CPSU letter acknowledges that the initial DFAT offer was "contingent on security clearances being obtained" but says the successful candidates still had a "reasonable expectation of employment proceeding".
"Many turned down alternative job offers after receiving the conditional offer," the letter says.
The union is pushing the department to grant the candidates rejected late last year an extension for their security clearances, so they can start work later in 2023 or join the 2024 graduate cohort instead.
DFAT told the ABC that it "understood" the disappointment of the rejected candidates, "including in relation to the timing of the communication" but said that it "routinely utilises email to provide updates to candidates".
It also stressed that the initial offer to successful candidates was always conditional.
"No formal offer of engagement is provided to any person for any role at DFAT, until all the necessary pre-employment processes are completed," the spokesperson said.
"This information is provided to all potential candidates, including those who apply for the graduate program."
"Unsuccessful candidates are not precluded from seeking future opportunities within DFAT or the wider Australian Public Service."
