Monday, December 10, 2007

Key Considerations-Recruitment

1. Justification for Recruitment

Before recruitment begins, the following will be given consideration:

-is it necessary to fill the vacancy?
- does the role require changes in duties and responsibilities?
- is it appropriate to evaluate the grade of the post?
- could the work be accommodated in other ways?
- what terms and conditions are being offered for the post?
- are there any staff ‘at risk’? Staff at risk within the organisation must be given first
consideration for any vacancy prior to an external / internal advertisement being placed.

2. Filling the Vacancy

In order for the recruitment process to commence, the Director of School / Department must gain authorisation, using appropriate documentation. The following documentation must be completed for recruitment to all posts:

* Recruitment Request – HR / Finance Authorisation Form
* Job Description
* Person Specification
* Occupational Health Evaluation Form

3. Advertising

It is normal practice that all vacancies are advertised, both internally within the University, as well as externally. However, where it is considered that existing staff have the prerequisite skills consideration may be given to advertising posts internally only. Staff who have been identified to be ‘at risk’ may be considered for vacant posts prior to internal / external advert if they meet all the essential criteria of the vacancy.

There may be exceptional occasions when the University deems it appropriate to use “search” techniques. Before doing so, the Director of School / Department must secure prior permission from their Executive line manager that “search” is the appropriate method.

4. Enquiries

All enquirers will receive a recruitment information pack detailing the requirements of the post. Wherever possible, this will be provided in electronic format.

5. Selection


Candidates will only be shortlisted for interview if they meet all the essential criteria defined in the person specification. If the number of candidates meeting the essential criteria is excessive, further selection must be undertaken utilising the desirable criteria to achieve a workable shortlist (suggest no more than 6).

Shortlisting must be undertaken by at least two individuals who are experienced in the recruitment process and who will go on to be involved in the interviewing process.


The interview must be conducted by a panel, the suggested composition of which is detailed in the procedures. All interviews for one post must be conducted by the same panel.

All candidates will be asked a standard format of questions, which will have been decided by the interview panel prior to the interviews. All questions must be related to the job requirements and the candidate’s suitability to undertake the role.

Skills assessment

As part of the selection process, Schools/Departments may wish candidates to partake in a series of skills tests. These tests must be directly related to the role in question and must be measurable against objective criteria. Candidates must be informed of the details in the letter inviting them for interview. Details of any skills tests, including the criteria to be measured and the method of measuring must be provided in advance to HRD.

6. Appointment

The choice of candidate will be determined by the majority view from the formal interview panel. The panel will take account of any other information that will have been generated as part of the selection process. In the case of a tied vote, the Chairs decision will carry.
A formal offer of appointment is to be made / confirmed in writing and will be conditional upon receipt of references which satisfy University requirements, medical assessment, satisfactory evidence of eligibility to work in the UK and other appropriate checks, such as Criminal Records Bureau (CRB), if applicable to the post

7. Confidentiality

All application details are treated with the utmost confidentiality. It is the responsibility of the Director of School / Department (or her/his nominee) to ensure that suitable arrangements are made for confidentiality to be maintained.

8. Documentation

At all stages of the recruitment process, it is the responsibility of the Chair of the panel to ensure that notes are kept detailing the reasons for selection or rejection of candidates. These notes could be called upon as evidence of the fairness of the process, either through an internal assessment or to support an external investigation. The notes should therefore be relevant to, and necessary for the process itself. It should be noted that applicants would normally be entitled to have access to interview notes about them which are retained as part of the record of the interview. All records must be handed to HRD by the Chair of the panel.

9. Feedback

All applicants may receive formal written communication informing them of the status of their application upon request. Feedback will be provided by the Chair of the panel at the request of any applicant at any stage of the recruitment process.

10. Observation

In order to ensure the University’s compliance with both the Recruitment and Selection and Equal Opportunities Policies and Procedures, an Observer may be present at any part of the process from shortlisting through to selection. Observation may be undertaken by an appropriate recognised Trade Union representative or member of Human Resources Department. In addition, an equal opportunities observer may also be present. In order for an individual to become an authorised Observer, they must undertake approved training. However, the Observers do not actively participate in any stage of the proceedings and do not have voting rights for selection.

11. Monitoring

The University will from time to time undertake audit exercises in order to monitor the effectiveness of this policy and its performance against the Equal Opportunities policy.

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