Human Resources

Recruitment and Selection Code of Practice

1. Introduction

2. Aims of the code of practice

3. Responsibilities

4. The recruitment and selection process

5. Induction

1. Introduction

The University of Bath is committed to recruiting a high quality workforce with appropriate expertise and experience. Equality of opportunity is a core value of the University and recruitment and selection procedures have been designed to provide ways to assess and appoint the most capable and effective employees while ensuring that all individuals are treated with fairness and sensitivity. It is the University’s policy to recruit the most appropriate person for each approved vacancy regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Selection is a subjective process, so a systematic framework is essential to ensure that decisions are soundly based, consistent and defensible.

Anyone involved within the shortlisting or selection process, must be aware of the University's policy relating to Personal and professional relationships. If there is any possibility that a relationship could be perceived to affect a decision with any stage of the recruitment process, the Chair must be informed, so that they can seek appropriate advice from the Human Resources Operations and Recruitment Manager.

The Human Resources (HR) Department will ensure the recruitment and selection process is clear and up to date with regards to legislation. The department is available to provide advice and guidance at every stage of the recruitment and selection process.

2. Aims of the code of practice

  • To help departments to recruit the best people in a fair and efficient way
  • To encourage good practice
  • To ensure that the University offers equal opportunities to all job applicants
  • To ensure there are consistent recruitment procedures throughout the University
  • To offer guidance to those involved in recruitment and selection.

3. Responsibilities

3.1 It is the responsibility of every member of staff involved in recruitment and selection to follow the guidance contained in this Code of Practice.

3.2 Heads of Departments are responsible for:

  • The proper conduct of the recruitment and selection for all posts within their department
  • Identifying an appropriate person within the department who will manage the recruitment and selection process for a vacancy
  • Ensuring all staff likely to be involved in recruitment are made aware of this guidance and undertake the training provided to develop the skills necessary to undertake recruitment and selection

3.3 Recruiting Managers are responsible for managing the recruitment and selection process. This person will be responsible for:

  • Writing a job description and person specification for the vacancy
  • Writing a clear and concise advertisement
  • Selecting candidates for interview (with other panel members) according to whether they possess the requirements identified in the person specification for the vacant post
  • Identifying panel members including the Chair and ensuring where practical gender balance in the panel
  • Confirming an interview date and booking rooms
  • Agreeing the format for the interviews e.g. length of interview, use of tests
  • Managing the induction of the new employee

3.4 Chairs of interview panels are responsible for ensuring that:

  • They have received the appropriate information and training in recruitment and selection including knowledge of relevant University policies
  • Interviews are conducted in a fair and equitable way and in accordance with University policies and guidance
  • All candidate records and notes are returned to HR after selection interviews and not retained by members of the panel or department
  • All panel members treat all information gained via the selection process as confidential
  • No records of any candidate are used for any other purpose without the permission of the candidate
  • A member of the panel is designated to give feedback to candidates upon request
  • For all academic posts, the chair scrutinise any shortlists where only male candidates have been shortlisted and consider including more candidates in the shortlist

3.5 The Panel members are responsible for:

  • Questioning interview candidates in a fair and equitable manner
  • Note taking during each interview
  • Ensuring all their paperwork is given to the Chair at the end of the interview process
  • Treating all information gained via the selection process as confidential

3.6 The Department of Human Resources is responsible for:

  • Monitoring and reviewing the Code of Practice
  • Ensuring that the principles of the Code of Practice are widely communicated within the University
  • Advising candidates of the outcome of the selection process
  • Advising individual members of staff on any aspect of the recruitment and selection process if not covered in training or by special arrangement
  • Organising appropriate training for staff undertaking recruitment and selection
  • The end to end administration process including the placing of adverts
  • Managing the University recruitment budget
  • Monitoring through the use of equal opportunities monitoring reports (Annual reports on the monitoring of this area of activity are made to the University of Bath’s Equalities and Diversity Committee)

4. The recruitment and selection process

4.1 Job descriptions and person specifications

For all posts a clear job description and person specification must be written, in the agreed format for which there are approved templates.

  • Job descriptions indicate the tasks, responsibilities, key performance outcomes and lines of responsibility
  • Person specifications detail the essential and desirable criteria required by the job holder to undertake the role effectively e.g. qualifications, experience and the competencies they should be able to demonstrate along with an indication of how and at what stage they will be assessed

4.2 Job evaluation

All posts must have a job evaluation score attached to them to ensure equality of pay between jobs in the University. Evaluation of a job will be undertaken:

  • By the relevant HR Manager
  • Prior to the vacancy being considered by Staff Vacancy Review Group (SVRG) or if exempt from SVRG approval or externally funded, prior to advertisement

4.3 Vacancy approval

All posts, whether externally or internally funded require authorisation prior to being advertised.

4.4 Advertising

Recruitment advertisements shall be placed only for approved vacancies.

All vacancies, including temporary posts, shall normally be advertised. Vacancies shall normally be published internally and externally, with a minimum of a two week closing date.

Human Resources are able to provide advice on where to advertise vacancies. Departments may wish to advertise in a way or in a publication that Human Resources does not advise. In such instances Human Resources will pay the equivalent money towards the recruiting manager’s chosen option. Any costs over this standard amount will be funded by the recruiting department.

The University may create a post for a named individual or fill a vacant post by invitation if the University’s interests will be best served by doing so. Such exceptions will require the approval of the Director of Human Resources.

4.5 Shortlisting

Shortlisting is the stage in the selection process during which all applicants for an appointment are considered against the requirements of the post which are detailed in the person specification.

Candidates for interview must be shortlisted against the criteria set out in the person specification for the vacancy. No other criteria may be used. Disabled candidates who meet the essential criteria of a person specification are guaranteed an interview in line with the ‘Two Ticks’ Disability Symbol Scheme.

Please note that for academic appointments, all members of the panel must have completed the University’s recruitment and selection training.

Shortlisting should be carried out by at least two members of staff from the interview panel who will agree the shortlisting criteria and weightings. Decisions about shortlisting should be entered onto a shortlisting grid provided with the applications.

Once the shortlisting grid has been completed an Interview Arrangements Form should be completed and returned to Human Resources. The Interview Arrangements Form should indicate which candidates have been selected for interview, date and place of the interview and any other selection arrangements.

4.6 Interview expenses

For posts up to and including Grade 7

Shortlisted candidates residing outside of the UK will normally be interviewed via telephone or video/Skype.

Where a recruiting department wishes to call a candidate to attend an interview in the University it must be authorised by the Dean/Director of Professional Services and approved by Human Resources before the candidate is invited to interview.

In such cases the recruiting department will reimburse travel expenses incurred outside the UK, subject to the Guidelines on Interview Expenses.

Academic posts or a post that is Grade 8 or above

Shortlisted candidates residing outside of the UK will normally be interviewed via telephone or video/Skype.

Where a recruiting department wishes to call a candidate to attend an interview in the University it must be authorised by either a member of VCG or the Dean/Director of Professional Services and approved by Human Resources before the candidate is invited to interview.

HR will reimburse travel expenses subject to the Guidelines on Interview Expenses.

4.7 Redeployment candidates

In line with the University's guidance on redeployment procedures, recruiting departments should give preferential consideration, in respect of shortlisting for vacancies, to University employees under notice of redundancy or approaching the end of a fixed term appointment who are seeking redeployment. Employees seeking redeployment in these circumstances should be interviewed before any other candidates, provided the application arrives within 7 days of the job going live and the applicant is able to meet the essential criteria listed for the post.

Any such interview should happen before any other candidates are invited for interview. If the interview confirms that the candidate meets all the essential criteria for the post, or could do so with reasonable retraining, he/she should be offered the post on a trial basis. This requirement does not apply should an employee seeking redeployment apply for a vacancy at a higher grade than their existing post.

4.8 References

At the shortlisting stage, if consent is given by the shortlisted candidate, Human Resources will write to their referees:

  • A copy of the job description will be included and referees will be asked to comment on the person’s suitability for the post
  • Members of the interview panel will be provided with copies of references that have been returned before the interview date
  • References should be used with an understanding that they are highly subjective when commenting in particular on areas linked to competence and performance. No recruitment decision should be based purely on the basis of a reference.

More detailed guidance is available.

4.9 Selection methodology

It may be appropriate for additional selection methods, other than interviews, to be used as part of the selection process. Human Resources can provide advice on other forms of selection methods.

  • The most common methods used at the University are presentations and tests.
  • The method chosen must be relevant to the essential and desirable criteria required by the job holder and the competencies they should be able to demonstrate as highlighted on the job description and person specifications

4.10 Interview arrangements

Shortlisted candidates shall be invited to interview by Human Resources.

The chair of the interview panel or his/her designated nominee should ensure that all candidates with a disability are fully provided for at interview.

All candidates selected for interview will be asked by Human Resources to bring identification on the day of interview. Human Resources will take a photocopy of the information and for the successful candidate will place the copy on her/his personal file. For unsuccessful candidates the information will be placed in the interview file and confidentially destroyed after 6 months. (Subject to obligations under the Points Based Immigration System)

4.11 Composition of interview panels for academic posts

For Professorial appointments the interview panel will be chaired by the Vice-Chancellor (or nominated deputy). Further guidance is available on the specific arrangements for the recruitment of professorial staff.

For other academic appointments, the interview panel will be chaired by the Dean (or nominated deputy) who will determine the composition of the interview panel with the Head of Department.

The composition of interview panels for senior academic roles such as the Deputy Vice-Chancellor, Pro-Vice-Chancellor, Dean and Head of School/Department are set out in the procedures for the Senior Academic Appointments Committee.

Please note that for academic appointments, all members of the panel must have completed the University’s recruitment and selection training and there must be a gender balance on the panel

4.12 Selection process

The selection process is intended to give an opportunity for the panel to assess the relative merits of the shortlisted candidates against the job description and person specification, and explore their skills, experience etc, to establish which candidate is most suitable for the job.

The selection process shall be conducted by a panel consisting of at least two people and should include those individuals best suited to assess candidates’ capabilities against the identified criteria. Larger panels, i.e. of four of five members may not always be as effective (dependent upon the post) as carefully constructed smaller panels. Staff should consider this when selecting an interview panel.

The person acting as chair must have successfully completed the University’s recruitment and selection training. Human Resources will undertake regular checks to ensure this requirement is met.

Prior to the selection process the panel will receive the shortlisted candidates’ applications and the job description and person specification for the vacancy.

The panel should set aside sufficient time before the interviews start to ensure adequate preparation of areas of questioning to ensure candidates are fairly and consistently assessed against the criteria in the person specification.

It is important that panels keep records of interviews to help them reach a decision and to be clear about the reasons for selecting the successful candidate. All panel members should make informal notes on each candidate during the interview and discussion with the panel following interview. These informal notes, along with all paperwork relating to the interviews must be returned to Human Resources at the end of the selection process for storage for up to six months then sent for confidential shredding.

4.13 Outcome

When the selection process is complete, each candidate should, in turn, be discussed and a decision reached.

  • The Chair must document whether each candidate is appointable or non-appointable.
  • If there is more than one appointable candidate the Chair will rate the appointable candidates in order of suitability against the job description and person specification
  • Outcomes should be recorded on an Interview outcome form
  • In the event that the panel is unable to agree, the chair has the final decision.
  • If no candidate is identified as appointable, Human Resources should be informed and next steps discussed.

A member of the interview panel will be designated to give feedback to all candidates. Human Resources will formally notify candidates of the outcome of their interview once the interview outcome documentation has been returned.

4.14 Offer of employment

Offers of employment are made by Human Resources for vacancies in Grades 1-9 and in line with the University’s guidance. Starting salaries for appointments in Grades 1-9 will normally be at the grade minimum unless the candidate’s experience, qualifications, or demonstrable ability to perform the job suggest it is not appropriate.

Starting salaries for appointments above Grade 9 are determined by the Vice-Chancellor.

All offers of employment are subject to Human Resources receiving:

  • Satisfactory medical clearance
  • Proof of right to work in the UK (The University is recognised by the UK Border Agency as a sponsor organisation)
  • Evidence of qualifications
  • Clearance from the Disclosure & Barring Service if applicable.

Contracts of employment are issued to new employees by Human Resources

5. Induction

Induction of new staff into their role in the University is an important aspect in staff recruitment.

It is the responsibility of the recruiting manager, or a suitable nominee, to ensure that the new member of staff is introduced to the department and understands their job and where it fits into the local organisation. Human Resources can provide advice and support to recruiting managers about induction.

Human Resources organises a monthly introduction to the University event for new staff. New staff receive an invitation to this event as part of their employment pack.

Managers should set clear goals and objectives for the new employee, in line with the duties and responsibilities of the post as set out in the job description and progress should be reviewed at regular meetings. Further advice and support about managing the probation of a new employee is available from Human Resources.

HUMAN RESOURCES
MARCH 2012