A template shortlisting form can be downloaded from the Recruitment Dashboard (a standard and extended version are available). These templates may be customised and 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.
HR system steps: generate and download a template shortlisting form (OPTIONAL)
NB It is not compulsory to use the HR system versions: an alternative method may be used, if preferred, as long as it is fair and can be applied consistently and systematically to 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 candidate outside of employment.
Where relevant, such as for research posts, there may also be the need to consider the impact of Covid-19 on the candidate’s work or research outputs.
- Where candidates 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.
- All priority candidates who meet the essential selection criteria MUST be offered an interview. If a suitable priority candidate is identified and appointed after interview, the recruitment may be closed, without the need to further assess other candidates. Other candidates should be informed that the post has been filled by a redeployee.
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.
Recording shortlisting decisions
Keep a note of all the candidates 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 should the successful candidate require a skilled worker visa.. Any cases of inconsistent scoring or assessment should be discussed by all members of the selection panel.
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