The CoreHR shortlisting pack can also produce a non-compulsory shortlisting form. This may be used in a number of ways, for example, as a simple tick/cross system in each box, a scoring system or a coding system. A notes column can be used to clarify the score or add to it. An alternative method may be used, if preferred, as long as it is fair and can be applied consistently and systematically to help ensure the best candidates are selected for the next stage of recruitment, and allows record-keeping.
Ideally the whole selection panel, but at least two panel members, should assess all the applications. Applications should be assessed objectively against the selection criteria listed in the job description, seeking to gather evidence from the application as to whether the candidate meets the necessary selection criteria. This guards against potential bias or lack of impartiality, for example where an applicant is known to the panel, or is from a group under-represented at the University. Focus should be placed on the essential criteria, with the desirable criteria being used where too many candidates remain. New selection criteria should not be introduced at this stage as these will not have been reflected in the published advert/job description, and as such could be seen as discriminatory. It is important to take into account any relevant skills and experience which may have been gained by the applicant outside of employment.
Keep a note of all the applicants ruled out initially, with more detail for those in the 'long' shortlist. This not only enables vital evidence to be provided if the process is challenged, but also provides a basis for feedback if requested by unsuccessful candidates. This is also necessary to meet the Home Office requirements where non-EEA applicants were considered. Any cases of inconsistent scoring or assessment should be discussed by all members of the selection panel.
At this stage it is important not to base decisions on information disclosed in references (if already provided), as they may be biased or reveal personal information which should not be taken into account. Where references have already been provided at this stage they must be held separately and confidentially until the selection panel has made its selection based on the selection criteria in the job description.
Where applicants mention disability in their application, selection panels should assess them against the selection criteria in the normal way, and on the assumption that appropriate reasonable adjustments will be put in place.
Priority candidates who meet the selection criteria should be invited for interview. If a suitable priority applicant is identified and appointed after interview, the recruitment may be closed, without the need to further assess other applicants. Other applicants should be informed that the post has been filled by a redeployee.
Interview invitations can be generated via CoreHR. Where selection tests will be used state this in the letter. Candidates must always be asked if they have specific requirements regarding access or adaptations to interview/tests to accommodate disabilities. Update the Vacancy Status and Applicant Status as per CoreHR QRG: REC00 Recruitment Basics
Back to top