sample checklist for recruitment

8/6/2019 Sample Checklist for Recruitment

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Recruitment & Selection Edinburgh Napier University

5 Checklist for recruitment process

Checklist for recruitment process

Establishing a Vacancy & Authorisation

Use the Recruitment Project Planner to identify key dates e.g. shortlisting,interviewing etc.

Form the interview panel, as per the requirements of the Appointment PanelConstitution document. Ensure that all panel members have attended R&Strainingwithin the last 2 years, if not please ask them to sign up to attend R& STraining for panel members (all panel members must have attended R&S trainingin the last 2 years or cannot sit on the panel).

Prepare your Advertand Role Description(part 1 only, unless a new role for evaluation) forms (using the up-to-date templates available on the intranet) .Sample Role Description Forms are available on the HR intranet along withGuidance.

If the role isa Grade 3 post or above please ensure that the role descriptionincludes the following statements: Skills Level in NVQ/SVQ Level 3 or above andCompetence in English (in order to comply with the Points Based Immigration scheme).

If you are unsure about the grading of the post or if it is a new role which requires job evaluation, please contact Pay and Reward.You will need to complete part 1and part 2 of theRole Description Form.

Complete the On-line Staffing Authorisation Form (SAF),ensure that you attach theadvert, role description & any additional information beforesubmitting for authorisation (this will automatically be directed to the HR mailbox for final sign -off once it has been approved by the appropriate authorisers ).

Once Authorisation has been received

Your HR Adviser will contact you once notification is received by HRthat the SAFhas been authorised,to confirm where you would like the advert placed. HR arecurrently running a 3 month pilot of Web Based Advertising Only. All vacancies willbe placed onJobs.ac.uk, the Edinburgh Napier Internet vacancies page, the Staff Intranet vacancies page and with the Job Centre plus. Additionally all supportvacancies will be placed on S1jobs.Please note that we advertise all vacancies for

a minimum of 2 weeks.

Your HR Adviser will create the vacancy on the Vacancy Management System andnotify you and your Recruitment Contact that it is ready to receive applications.Please refer to the ³How Do I´ guide for recruitment contacts.

The Recruitment Contact should add the panel members to the vacancy (so thatthey can view the applications) and advise the panel members that this has beendone. You may need to send them the link to the system which ishttps://applications2.napier.ac.uk/Jobvac/admin/AdminMyjob.aspx although it can





also be accessed by the HR intranet. It is not possible to give an External Assessor access to the Vacancy Management System. If your panel member has not usedthe Vacancy Management System before, please send them a link to the ³How DoI´ guide.

Recruitment Contacts will receive email notification of each application as it issubmitted. Depending on personal preference they can configure their Outlook

mail box to either not receive these notifications, move them into a specific folder or to automatically forward them to the recruiting manager.

Start Recruitment File

Place the original advert, role description and person spec ification inside the file.

Prepare Application Packs

Applications are all made online. Paper or Word based application forms are onlyavailable to people who have a disability and as a result are unable to use our online application form. Anyone in this situation is asked to contact the HR team, inthe first instance to discuss their needs and HR will let the Recruitment Contactknow if a Word or paper based application is needed.

Completed Application Forms

Each completed on-line application formis acknowledged automatically. Each timeone is completed the Recruitment Contact will receive the email notification. Eachapplication has a default status of ³Rejected´ and this should remain unchanged at

this stage.

If a hardcopy or Worddocument application form is received the RecruitmentContact must transfer the application details onto the Vacancy ManagementSystem.

After the Closing Date

Let the short-listing panel know that the vacancy is closed and that they are nowable to view all the applications online via the Vacancy Management System.

Download candidate details into Excel and use them to prepare the Short-listingMatrix. Send this along with the Guidanceand a proposed Interview Timetable tothe short-listing panel. NB The University guarantees an interview to all disabledapplicants provided they meet the essential selection criteria of the post.

Interview Arrangements

Once the proposed interview timetableand short-listing matrix have been returnedby the short-listing panel, file these documents in the recruitment file. Update the





status of applicants invited to interview to ³Invite to Interview´

Ensure that internal applicants who are not short listed are notified personally or inwriting by a member of the appointment panel.

Send Reject Letters to the unsuccessful candidates (if applicable) using the exceldownload from the Vacancy Management System. Before performing the merge

add in an addition column for date and time. Update these with the relevantinformation and these can be merged into the letter at the same time.

Check that the proposed interview timetable has the following information:

y Names of appointment panel

y Date, location and time of interview

y Reporting instructions for candidates

y Details of selection exercises (if any)

Check each application form to see if any adjustments to interview arrangementshave been requested because of a disability. Book Interview Room, ensure that

the room layout, equipment is suitable and that refreshmentswill be available for candidates and interviewers.

Make any selection exercise arrangements (including equipment, interview roomrequirements) and agree in advance the weighting attached to the exercise .

Make any arrangements for tour of department (If applicable).

Finalise interview timetable, and Interview Assessment Forms ± please note that atthe end of the interview the Chairperson of the panel should correlate thepanelmembers feedback and comments on the Chairperson¶s Scoring Sheet for each candidate.

Prepare Interview Invite letters (using candidate information from the VacancyManagement System, enclosing Interview Expenses Claim Form (if candidate istravelling outwith EH20) and the relevant Campus Map.

Write /e-mailReference Request Letters and Forms(also available is an AcademicReference Request Form for School and University Leavers ONLY ± with noprevious employment history) (2 per candidate, unless internal or zero hours, whereonly 1 is necessary), enclosing / attaching a copy of the Role Description.Referreedetails by looking at the individual application can be found in the VacancyManagement System.

Write to theExternal Assessor using the template letter (if applicable), enclosing aOne Off Payment Form, Expenses Claim Form for externals (Fin4 form, fromFinance) and a Campus Map, as well as a set of interview papers.

Send a set of interview papers to each member of panel, comprising of:

y Interview timetable

y Advert

y Job description and person specification

y Chair¶s record sheet (for chairperson only)





y Interview assessment form, one for each candidate

y Copy of application forms (select ³Invite to Interview´ criteria when generatingreporting in Vacancy Management System)

y Details of the selection exercise (if applicable)

Arrange for visitor parking by Contacting Security (if necessary).

Arrange for a member of staff to greet the candidates when they arrive andphotocopy their documentation as per the guidelines in the EligibilityDocumentChecklist (educational certificates, passport or other acceptable proof of ID) .

These documents should be verified and signed by the chairpersonfor allapplicants.

Interviews will be refused if the candidate fails to bring the required documentationto interview.

After the Interviews

Ensure that the chair of the panel has completed and si gned the interviewtimetable, chairperson¶s scoring sheet and candidate¶s photocopied documentationbrought to interview.Update the status of every applicant on the VacancyManagement System e.g. not appointed or appointed.

If not already received, chase references for successfu l candidate. If a referee isnon-contactable, ask the candidate to name another referee .

When two satisfactory references have been received, the chairperson mayverbally offer the post to the successful candidate

A member of the appointments panel should notify any unsuccessful internalcandidates personally and offer feedback (Feedback Guidance is available on theHR intranet).

Send Reject Letters using excel extract from Vacancy Management System for mailmerge file. Merge candidates with status of ³not appointed´

Send a completed Appointment Form for the successful candidate to HR alongwith: the successful candidate¶s application form, job description, person spec, acopy of the interview timetable, photocopies of their ID and qualifications and 2

references.

In exceptional circumstances where you wish to appoint a candidate above thebottom of the salary scale, a justification must be provided using the criteria in theSalary on Appointment Guidelines.

HR will then issue a contract of employment along with all the relevant new startdocuments to the successful candidate.

If the appointment is for a non-EEA worker, the recruitment panel is required to





confirm that the Resident Labour Market Test has been followed and the rolecannot be filled by a resident worker.

If the appointment is for a non-EEA worker HR will check all the requireddocumentation has been provided and all eligibility criteria has been met. HR willprocess a certificate of sponsorship number and send an offer letter to thesuccessful candidate.

If the appointment is for a non-EEA worker they will be required to bring originalproof of their entry clearance or leave to remain to HR on or before their start dateso that all documents can be verified and copies can be taken. If they fail to do thisthey cannot commence employment.

The post file including all the paperwork should be returned to Human Resources

within 3 months of the job offer.

This should include:

y Job Description and Person Specification

y Shortlisting Matrix

y Interview Timetable

y All references for candidates interviewed

y All photocopied ID for candidates interviewed

y All Interview assessment forms (including any additional notes taken)

y Chairpersons Summary sheet (signed by the chairperson of the panel)

There is no need to send copies of online applications as these continue to bestored electronically for 3 months after the appointment date of the successfulcandidate.

Once HR has advised that an acceptance has been received from the successful

candidate, prepare and send reject letter to the hold candidates (if any).

Prepare for the local and corporate Inductionof the successful candidate(via L&D).

If an employee does not start on their agreed start date, notify HR immediately.

sample checklist for recruitment

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