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1. Principles
1.1 These guidelines are intended to provide the framework required to achieve
a consistent approach to the recruitment and selection of employees.
1.2 The guidelines have been produced having regard to legislation which
prohibits unlawful discrimination or unjustified less favourable treatment on
the grounds of sex, marital status, race, colour, nationality, religion/belief,
ethnic origin, disability part-time or fixed term status, parental responsibilities
age or sexual orientation in the recruitment and selection of individuals.
1.3 The guidelines apply to all appointments made by the College. Those staff
that have responsibility for appointing hourly paid staff must use the
guidelines, as appropriate.
1.4 Any member of staff with a disability should refer to the ‘Disabled Staff Policy
and Procedure’ for further information on this area.
2. Vacancy
2.1 Once a vacancy has been identified, either by way of a new position being
created or through replacement of an exiting employee, the nature of the
replacement or new post must be agreed with the Director.
3.1 The job description should aim to accurately reflect the main duties, and level
of responsibility the post entails. As a guide, the format should briefly outline
the primary purpose of the role, followed by a broad list of key activities and
responsibilities. This description should only include criteria that are
objectively required for the duties and responsibilities of the vacancy. The
generic job description should be used where these have been developed for
posts.
3.2 The job description must incorporate a separate section, headed ‘Person
Specification’, setting out details of the required
3.3 The requirements should reflect those factors which are necessary to do the
job, and care should be taken to avoid traditional recruitment practices which
may be, directly or indirectly discriminatory and contrary to the Race Equality
and Equal Opportunities Policies and operate to the disadvantage of women,
older candidates, minority groups or people with disabilities.
3.4 The essential criteria are used as the main filter in short listing / interviewing,
with the desirable criteria applied as a second or third filter as appropriate
where large numbers of applications are returned. This is important not only
in terms of informing the recruitment process but will also be referred to in
the event that complaints are made regarding the ‘fairness’ of the recruitment
process and compliance with the Race Equality and Equal Opportunities
Policies.
3.5 The College is a two ticks badge holder and operates a Guaranteed
Interview Scheme. This means any applicant who declares a disability and
meets the minimum criteria for the role they are applying for is guaranteed an
interview.
4. Advertising
4.1 Advertisements should aim to reflect accurately the content of the job
description, and the essential and desirable requirements needed to
successfully undertake the job. Additionally, advertisements must comply fully
with both the letter and the spirit of anti-discrimination legislation. A written
instruction from the Director to the Head of Human Resources must precede
any advertisement.
4.2 The College will aim to ensure that information about job opportunities is
circulated as widely as is reasonable for a college of its size and resources.
5. Information Packs
6.1 The shortlist must be produced by the panel and agreed with the Director.
Short-listing should be based on the information contained in the application
form and measured against the requirements detailed under the person
specification section of the job description (see Short-listing Form).
7. Visits
7.1 Informal visits do not form part of the formal recruitment procedure. Such
visits are intended for the benefit of the candidate and those who choose not
to visit should not be penalised. However, if candidates are required to make
a visit prior to interview, the purpose of the visit must be made clear to all so
that candidates are aware that it will form part of the recruitment process.
8.1 Informal panels / meetings with nominated staff are expected to inform the
selection interview panel in terms of views and information about candidates.
The interview panel, however, has sole responsibility for appointing the best
candidate, regardless of whether or not the individual is recommended by the
informal panel.
9.1 The selection panel should meet prior to the start of the interviews to agree
areas of questioning, and panel members’ roles. As far as possible the panel
will comprise female and male members and, if appropriate, members with
differing national backgrounds. If this is not possible panel members should
be made aware of their responsibilities under the Race Equality and Equal
Opportunity Policies.
• For academic roles the panel will normally comprise of the Head of
Faculty, a course/subject leader and a Human Resources representative.
• For support roles the panel will normally comprise of the appropriate
Senior Manager and / or, first line manager and a representative from
Human Resources
• For senior roles, the panel will normally comprise of the Director, Head of
Human Resources and up to two other senior post holders.
9.2 The format of the interview process may vary, but may include tests,
presentations, lectures etc.
9.3 During interviews, the same areas of questioning should be put to all
candidates, although the panel will need to ask different candidates different
supplementary questions, (e.g. about their individual experience). The panel
must take care to avoid asking questions that may be irrelevant and/or
9.4 Interviewers should only include factual information on the Assessment form
and should be aware that interviewees are entitled to request copies of any
notes relating to the interview should any complaint be made about the
selection decision.
10. References
10.1 Two references, including one from the present or last employer (where the
applicant is unemployed) should be obtained prior to interview but will not be
seen by the selection panel. Any verbal reference should be followed up in
writing. Reliance on unsolicited references is strongly discouraged on the
basis that they may be unreliable and, as such, potentially discriminatory. A
standard request for references will be sent to nominated referees, together
with the job description, and a self addressed envelope.
10.2 The College will respect requests from applicants not to approach the current
employer unless the applicant is short-listed. However the College will not
normally confirm an appointment until the current employer has provided a
written reference.
11.1 After all the short-listed candidates have been interviewed, the panel
members should compare their final decisions about each candidate in order
to reach a decision based on consensus. The Director reserves the right to
approve the panel’s recommendation. Detailed discussion of candidates
following each interview is not encouraged as this can distort the interview
process.
11.2 Comprehensive interview notes for all candidates should be made. Such
notes should be objective and factual to avoid the risk of any future
discrimination claims. The reasons for rejecting candidates must be
recorded, as must the factors supporting the successful candidate.
11.3 All recruitment folders and contents must be returned to the Human
Resources Office where they will be retained for six months; the information
will be referred to in the event that a complaint is made about a selection
decision.
11.4 Complaints received from candidates will normally be referred to the Chair
for reply at the earliest opportunity.
12. Appointments
12.2 All unsuccessful applicants will be notified once the position has been filled.
SHORT-LISTING FORM
Please refer to the person specification details contained in the job description when
completing this form.
KEY:
INTERVIEW ASSESSMENT
Position: ………………………………………
The College may be legally liable for the actions of staff who unlawfully discriminate in the recruitment/selection of employees, in
addition individual employees may be personally liable. Please complete the form as fully as possible. In the event of litigation
alleging unlawful discrimination in the selection and recruitment process, the College will be required to produce this form as proof
of compliance with its procedures.
Criteria: to be measured against the job description and the content of the person specification
Essential (EXAMPLE)
Degree, or professional qualification with a strong B- Meets the required
standard for this vacancy
component of business administration
C – Some weaknesses in
relation to the requirements
of the post
Desirable (EXAMPLE)
C – Some weaknesses in
relation to the requirements
of the post
Overall Assessment