Throughout the selection process, please act in accordance with the University’s Single Equality Strategy.
Disclosure of Interests:
Before the interviews commence, appointing committee members must declare any specific interest in any of the applicants, i.e. spouse, partner, collaborator, referee. Consideration should also be given to excluding individual members of the appointing committee from parts of the selection process.
Appointing committee members must not also act as candidate referees under any circumstances. If a member of a panel is asked by an applicant to that post for a reference they should indicate that this would constitute a conflict of interest.
A note of all interests should be included on the Action Following Interview Form.
Conduct of Interview:
Before the interviews commence, the structure of interview and areas to be covered by each appointing committee member must be agreed.
Please ensure that interview questions are chosen with care and designed to elicit the information required to assess an applicant against the specific requirements of the post. Particular care should be taken to avoid using questions, which might convey an intention to take into account irrelevant material, such as arrangements for childcare. If discriminatory questions are raised, you should move to rule them out during the interview in the presence of the candidate.
There is no requirement to ask set questions of all applicants however broadly the same areas of questioning must be applied to all candidates.
Please ensure that interview structure and content are applied consistently to all applicants.
Where a candidate has declared a disability under the “Disability Interview Promise” scheme, care must be taken to avoid asking questions that are irrelevant to the candidate's suitability for the role. It is however permissible to seek information about how a declared disability might impact on performance of the role and what adjustments to working practices or premises are required, as long as it is made clear to the applicant that this discussion is for information only and will not affect the decision of the appointing panel.
All candidates are required to declare unspent convictions. This information is held by HR and you will be advised of any relevant convictions prior to interview.
There is no obligation to appoint an internal or known applicant unless they meet the specific requirements of the post. Particular care should however be taken in the case of staff employed on fixed-term contracts who are working in the field. Non-renewal of a fixed term contract is technically a redundancy; therefore a decision not to appoint can in effect create a redundancy situation.
It is advisable to retain personal notes of the selection process for a period of six months. Please be aware that under the Data Protection Act 1998, applicants have a right to request access to notes written about them during the recruitment process.
Checklist before Making a Verbal Offer of Employment:
1. Have you received a reference from the current (or most recent) employer? (If not, you should ask the applicant for an explanation and if appropriate seek permission to request a reference. A contract of employment will not be issued until satisfactory references have been received.)
2. Are all referees relevant, i.e. do they have direct knowledge of the applicant's work? (Character references provided by friends or neighbours tend to be of limited value)
3. Are references on headed paper and signed? (If not, can you be confident that these are genuine?)
If the post involves "regulated activity" (significant contact with children or vulnerable adults), is the applicant aware that an application to the Disclosure and Barring Service (formerly CRB) will be required? (This can be particularly important, as the appointment will not be confirmed until this is receive)
Is the applicant aware that it is University policy to conduct a health assessment before confirming an appointment? (This can be particularly important to the applicant in determining when to give notice to their current employer)
The Head of Department/Recruiting Manager should be encouraged to provide constructive feedback to unsuccessful applicants.
Further advice is available in the Code of Practice on Recruitment and Selection or from HR.
Updated May 2013