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University of Bath

Shortlisting candidates for an interview

Understand the process of shortlisting candidates for an interview


Shortlisting is the process of determining which applicants you will take forward to the selection process. Shortlisting should be:

  • undertaken by more than one person, and those people shortlisting should ideally be members of the selection panel;
  • undertaken with reference to the criteria identified in the person specification
  • systematic
  • recorded
  • made in accordance to the University’s Disability Confident commitment – your responsibilities with regards to this are highlighted below

The selection procedures for a particular post should be derived from the job description and person specification. Select first against the essential criteria, then against the desirable criteria. If there are still too many candidates after the desirable characteristics have been taken into account it may be possible to refine the list still further by deciding which criteria should be given most weighting, e.g. relevant experience may be more important than qualifications. However, care should be taken to ensure that criteria are not weighted in such a way as to appear discriminatory.

Disability Confident

The University of Bath is an accredited Disability Confident Leader standard symbol which demonstrates our commitment to employing disabled people. One of the five commitments we have made as an organisation relates to recruitment.

We have committed to interview all disabled applicants who meet the essential criteria for a job vacancy and consider them on their abilities. This is a guarantee of an interview, but not necessarily of a job. It means that candidates who are disabled and meet the essential criteria stated on the person specification who wish to be considered under the Disability Confident Scheme must be invited for interview regardless of the nature of their disability.

As a member of a recruitment panel it is your responsibility to ensure that any disabled applicant who meets the essential/minimum criteria is offered an interview.

Shortlisting and interviewing

When the job advert has been published, you will receive an email confirmation.  All panel members will then be able to log into to view the progress of the recruitment campaign via the Vacancy Management option.

The redeployment procedure means that during the first 7 days of the campaign, only redeployment applications will be visible, but after 7 days, if there are no redeployment applicants, you will be able to view all submitted applications. 

Produce a shortlist of candidates 

Shortlisting must be carried out by at least 2 people, using the criteria set out in the person specification for the vacancy.

Whilst you can start to score applications at any time during the advertising campaign, shortlisting can only be completed after the closing date.

Further guidance is available in the Online shortlisting manual.

Plan the interview/selection process 

Once you have completed online shortlisting, input details of the interview arrangements and submit these details to HR. HR will then liaise with all shortlisted candidates, and will also seek references for them in advance of the selection process. 

HR will email the interview packs to panel members two days prior to the date of your interviews/selection process. You can also download these from the vacancy record yourself, should you wish to.

Read our guidance for Chairs of interview panels and guidance for members of interview panels.

Remember that other selection techniques as well as interviews can be used as part of the selection process.

Manage the interview/selection process

After you have completed the interview/selection process your panel will decide who to appoint.  

Notify HR of the outcome of the selection process online and upload all interview notes to the vacancy record under 'Make Interview Decisions' for confidential storage and disposal.