Guidance / Briefing Notes for Shortlisting

These notes are intended as a guide for Chairs of interview panels when shortlisting. If any further information is required, Chairs should refer to the University’s Recruitment & Selection Policy and Procedure or alternatively contact the HR Department Recruitment Team on Ext 8555.

1. Shortlisting

1.1 Shortlisting process

Chairs will be provided with a ‘shortlisting pack’ which will include copies of all applications for the post received up to and including the closing date.

The ‘shortlisting pack’ will include the following:

    • Shortlisting matrix;
    • Interview details form;
    • Job Description;
    • Application forms.

The shortlisting process must be fair and transparent and the process must be documented using the pro forma provided.

The knowledge, skills, abilities and experience of each candidate should be compared to the criteria listed on the person specification

The shortlist ideally should be no more than 4 candidates.

In accordance with the two ticks standard the University is committed to interview any candidate with a stated disability who meets the essential criteria for the post.

Before deciding on the final shortlist, Chairs should consider the following;

1.2 Candidates from Non EEA (European Economic Area) Countries

Chairs should consider at this stage the requirements of the UK Border Agency. As of 1 August 2010 the provisions are as follows:

Non EEA candidates can only be appointed if the University has met the following criteria:

    • The post has been advertised for a minimum of 28 days;
    • There is no other candidate who meets the essential criteria who is from within the EEA.

This information should have been noted in the table on the top right of the application form in the section titled “Visas and Workers Registration Scheme”.

1.3 Candidates ‘at risk’ due to:-

Redundancy

The University has a duty to assist employees ‘at risk’ of redundancy to find suitable alternative employment. Those candidates who meet the minimum criteria for the post, or who would do so with a reasonable period of training, must be shortlisted and interviewed. Candidates will have been advised to clearly mark on the front (table at the top right) of their application form that they are ‘at risk’ so that the shortlisting and appointing panel are aware of their obligations to these particular employees.

Redeployment for other reasons

Candidates may be seeking redeployment for a variety of reasons which are not appropriate to discuss at interview. Those candidates who meet the minimum criteria for the post, or who would do so with a reasonable period of training, must be shortlisted and interviewed. Candidates will have been advised to clearly mark on the front (table at the top right) of their application form that they are ‘seeking redeployment’ so that the shortlisting and appointing panel are aware of their obligations to these particular employees. 

1.4 Rehabilitation of Offenders Act 1974

The Rehabilitation of Offenders Act 1974 enables some criminal convictions to become spent, or ignored, after a ‘rehabilitation period’. A rehabilitation period is a set length of time from the date of conviction. After this period, with certain exceptions, an ex-offender is not normally obliged to mention their conviction when applying for a job. In the event that a candidate has declared an unspent conviction advice should be sought from an HR Manager regarding whether this is relevant.

2. Interview Arranagements

On completion of the shortlist, all applications together with the completed Interview Details Form should be returned to the Recruitment Team. Where presentations are required from candidates, full details of the requirements and structure of the interview should be included on the Form. Where possible, the Recruitment Team will arrange for interviews to take place in the HR Interview Suite, Visualisation Centre, Penglais Campus.

3. Panel Composition

Interview panels should be selected in accordance with the guidance set out in the ‘Composition of Appointing Panels’ document. All panel members must have completed the diversity e-learning course. The Recruitment Team has an up-to-date list of all staff who have completed the diversity e-learning course and will ensure the panel composition reflects the need for the completion of this course in advance of sitting on interview panels. Course details can be found at http://www.aber.ac.uk/en/hr/equalopp/diversitycourse/. The course should take no longer than 45 minutes to complete.

4. Record of the Recruitment Process

Unsuccessful candidates have the right to request disclosure of shortlisting notes under the Data Protection Act 1998.  All documentation relating to the shortlisting process will be retained for 6 months from the closing date by the HR Department for this purpose.