Select candidates for interview & identify any tests or presentations required

All applications received are held in the Human Resources Team until the closing date. On the first working day after the closing date, one set of all the application forms, together with a Shortlist memo and Shortlist form is sent to the Chair of the interview panel (or nominee) along with a list of the names of all applicants. Human Resources retain the other set.

Shortlisting the applicants; Shortlisting paperwork; Selection tests and presentations; Invitation to interview letters; Travel and accommodation expenses; References

Shortlisting the applicants

In order to ensure the best candidates are chosen for the role, and to promote an objective and non-discriminatory process, shortlisting should ideally be carried out by the interview panel, or at least by one member of the panel and another appropriate person. This ensures that a number of people assess a candidate and that individual opinions or prejudices do not dominate. Those involved in the shortlisting should meet to discuss their views on applications. If it is possible to gather the panel together, this makes an ideal opportunity to also plan for the interview itself.

Each applicant should be assessed against the person specification to determine the extent to which they meet the criteria. Applicants should not be shortlisted if they do not meet the essential criteria as set out in the specification.

If you have specified a particular qualification, or standard of education, you should note that many overseas qualifications are comparable and, in some cases superior to those awarded in the UK, and therefore may warrant the applicant being shortlisted. If you are uncertain of the status of such qualifications, please contact the Registry for further advice.

Stereotyping should be avoided and assumptions must not be made whether or not someone will ‘fit in’ because of their age, gender or disability, for example. Assumptions can be incorrect and the College could be wrongfully deprived of a potential asset. Such assumptions are also likely to be subjective and discriminatory, and therefore, may contravene the College's Equal Opportunities Policy.

In terms of the optimum number of applicants to shortlist, it is difficult to put a limit as each post is different and may attract a very different number of appropriate candidates. However, it is advisable to restrict the number of interviews that you carry out to five or six in any one day. If you wish to shortlist more than this, it is recommended that interviews be carried out over 2 days, and you may consider a two-stage selection process to reduce the number of candidates who reach a panel interview.

For academic posts, the Master has requested shortlists are limited to up to five applicants for any one post. If you wish to shortlist more than five applicants, you must make a case to the Master to do so, before the invitation to interview letters are sent out.

It is possible to identify (usually up to two) applicants as reserves in case any of your first choice candidates do not attend. However you will need to be able to differentiate as to why they were not first choice candidates by the extent to which they met the criteria.

Shortlisting paperwork

The Shortlist form is designed to give space for (brief) notes and reasons on why l candidates were or were not shortlisted. This is necessary in case of any potential dispute, or if applicants request feedback on why they did not get an interview. The reasons given must relate to the criteria set out in the person specification for the post. These notes will also be referred to if a work permit application is required for the successful candidate at a later stage.

Once the Shortlist form has been completed, you should fill in the Shortlist memo, ensuring that all the necessary information required to set up the interviews is included and send it to your Human Resources Manager.  Please ensure that you allow sufficient time between getting the forms to Human Resources and the interview date. This is to allow the appropriate paperwork to be completed and to give the candidates time to arrange leave from work and prepare for the interview, (ideally a minimum of 10 working days).

Selection tests and presentations

If your selection procedure requires candidates to deliver a presentation or undergo a test, they will be informed of this in their invitation letter. Please ensure that you include the relevant presentation topic or test instructions on the Shortlist memo.

Selection tests can be very useful tools in the selection process to help with assessing the suitability of candidates for the role. Any test you use must be fair, unbiased and directly relevant to the central requirements of the job. Ideally, they should take place in an environment similar to the job situation.  For example, for some administrative jobs, a word-processing or written test may be useful. This could include drafting correspondence or setting up a simple spreadsheet, whereas candidates for a Lecturer role are likely to be asked to prepare a presentation to test their delivery skills and knowledge of a subject.

Whilst the Human Resources Team is happy to provide advice about devising tests, the school or department should provide the material/content.  This ensures that the test is relevant to the job in question.  The tests should be held in the school or department concerned and there should be a member of that school or department available to monitor the candidates and to offer appropriate assistance if required. The appointing School/Professional Service Department should arrange any equipment or rooms required for any presentations or tests.

Invitation to interview letters

Once Human Resources receive the Shortlist Memo and Shortlist Form, they will invite the candidates to interview.  The Human Resources Team will then (except for externally funded posts) send an interview pack to the Chair of the panel, which will include:

• A set of the application forms/CVs of those shortlisted

• A set of any references received (where applicable)

• A copy of the advertisement

• Job description & person specification

• Interview Record & Offer Details form and salary scales

In the invitation to interview letters, candidates are requested to report to the Reception Desk of the appropriate building, for directions to the interview room. The Human Resources Team will inform the attendant on duty at the Reception Desk of the interview arrangements so that they are prepared to welcome the candidates. If you wish to vary these reporting arrangements for any reason, please ensure that you inform Human Resources at the shortlisting stage.

You should make arrangements for the interview papers to be copied to the members of your interview panel. If you wish to send the invitation to interview paperwork out yourself directly from your School/Professional Service Department, this is fine. However, you must use the template letters and documentation, which are available from your Human Resources Adviser.

Travel and accommodation expenses

The details of expenses available are set out in the Recruitment Policy. However, please note that any interview travel expenses over and above the £150  limit will be met by the recruiting School or Professional Service Department and must therefore be agreed with the candidate beforehand. This is something to look out for if a candidate will need to travel from a distance/abroad.

References

The Human Resources Team will request references at the time they invite candidates to interview. In each case, two references are sought, including one from the current/most recent employer who should not be a relation of the candidate. If a referee happens to be a panel member (for either shortlisting or interviewing) then the candidate will be asked to provide an alternative referee.

Although the Human Resources Team does chase up outstanding references, sometimes these are not received before the interview panel meeting. Whilst it is advisable to see references before a candidate starts employment, if they have not been received, you should make the following statement (which will be added to their offer letter) when making the verbal offer to them, 'this offer is subject to the receipt of two references which the College finds satisfactory’.