Document Sample
					Appointment Policy
and Procedure

The prime objective of the Motherwell College’s Appointment Policy and Procedure
is to ensure that a common, transparent and non-discriminatory approach is
adopted with regard to all appointments. The Appointment Policy is in accordance
with the College’s Single Equality scheme and reflects the College’s responsibilities
under legislation and associated Codes of Practice.

2.       PURPOSE
The policy is intended to ensure that all recruitment decisions are approached fairly
and consistently, while continuing to appoint and develop members of staff with the
skills, knowledge and experience to contribute to the efficiency and effectiveness of
College services.

3.     SCOPE
This procedure applies to the appointment of all individuals employed by the Board
of Management of Motherwell College. It also sets out the process for agreeing
unpaid work placements and for arranging temporary workers through specialist
recruitment agencies.      It does not apply to self-employed contractors or
consultancy arrangements.

This procedure does not apply where a vacancy exists for the role of Principal and
Chief Executive or members of the Senior Executive Team, where the processes
followed will be at the discretion of the Board of Management.

Staff involved in recruitment, selection and appointment processes must conform to
the requirement for integrity and non-discriminatory behaviour, and recognise the
importance of compliance with all relevant statutory legislation and College

       4.1.1.       Authorisation to Recruit
The College wishes to ensure good practice is maintained in relation to the
appointment of staff. Human Resources has developed a procedure which will be
complemented with appropriate Recruitment and Selection training for individuals
involved in administering the process and those responsible for making recruitment

The decision to recruit new staff will involve consideration of alternative means in
which the required skills/experience may be obtained. These may include:

(i)      re-deployment;
(ii)     staff development which may result in improved versatility and quality;
(iii)    re-allocation of duties which may better utilise the capabilities of existing staff.

Revised Appt Policy/BJG/HR/May 2011
Where a Head of Department or Support Manager wishes to recruit staff, a Staff
Requisition Form must be completed for each post. These are available to download
from the Staff Intranet.

Completed Staff Requisition Forms must be forwarded to the Director with
responsibility for Human Resources for consideration. When a decision has been
taken, a signed copy will be returned to the line manager as a record of the
decision. Salaries will be determined in accordance with the agreed pay, terms and
conditions of employment where this is appropriate to the post.

Staff Requisition Forms must be accompanied by a job description, person
specification and draft advertisement for the post. Human Resources can provide
assistance in preparing these accompanying documents.

Authorisation of Staff Requisition Forms is formally the responsibility of the Principal
and Chief Executive in consultation with the Director with responsibility for Human
Resources and, where appropriate, the wider Senior Executive Team. Where the
vacancy is for the post of Principal and Chief Executive the decision to recruit will be
that of the Board of Management.

Any advertising of posts or interviews must not take place prior to authorisation being

Failure to ensure that the appropriate staffing requisition is fully completed and
subsequently authorised, will result in a review of the reasons for non-application of
this policy and may lead to consideration of formal action.

           Temporary Lecturing Staff
Staff Requisition Forms must also be completed before any recruitment process is
undertaken for temporary staff. Following the recruitment process and prior to any
appointment under a temporary lecturing contract, a Temporary Appointment Form
must also be completed by the Head of Department or Support Manager, giving
due consideration to budgetary implications. On completion, this should be
forwarded for authorisation to the Director with responsibility for Human Resources.
If authorised, a copy will be retained with Human Resources and the original
returned to the Head of Department or Support Manager.

Please note that the Temporary Appointment Form can only be completed once
consideration of skills available within the College has been undertaken and any
agreed recruitment process has been completed.

Where a permanent member of staff has formally indicated an interest in
undertaking temporary hours in addition to their substantive contract, the Head of
Department must demonstrate equality of opportunity in accordance with College
policy and where possible ensure an equitable distribution of hours available to
those staff who have the requisite skills and experience for the post(s).

         4.1.2.         Role Descriptions and Person Specifications
Role Descriptions and Person Specifications are available for all College posts and
focus on the responsibilities and competences required of the postholder and the
skills, qualifications and experience required for the role.

Revised Appt Policy/BJG/HR/May 2011
These documents articulate the College’s Mission, Vision and Values and outline
how the particular role fits into the College organisational structure.

It is the responsibility of the line manager to compile the Role Description and
amend/review those already in existence to reflect current College requirements,
with support from Human Resources.

Generic Role Descriptions and Person Specifications have been created for posts
where there is more than one postholder and these are available from Human

The person specification is the measure against which candidates are evaluated
and as such, the details must be based on the Role Description and accurately
reflect the qualifications, experience, skills and personal qualities necessary to
effectively undertake the key tasks of the post.

It is normal for the person specification to contain those characteristics which are
deemed essential criteria for successful job performance and those which are
desirable. Desirable requirements should not be unnecessarily restrictive and care
should be taken if defining requirements that may exclude particular groups or
individuals, in order to avoid unlawful discrimination.

The person to whom the role is responsible will complete the person specification, in
conjunction with the line manager. All related documentation must be processed
through Human Resources in accordance with these procedures, who reserve the
right of final approval of all job descriptions and person specifications . Advice,
assistance and support will be available from Human Resources on any aspect of
the procedures or documentation required.

        4.1.3.       Advertising of Posts
All approved staffing requests for employment opportunities in excess of nine months
will be subject to competitive selection procedures.

It will be at the discretion of the person to whom the post is accountable, in
conjunction with the Director with responsibility for Human Resources, whether posts
are advertised internally only or restricted to a particular group of staff. Information
on current vacancies is emailed to all staff using College email addresses and full
details may be accessed through the College’s Website.

Details of recommended advertising media constitute part of the Staffing Requisition
Form and consideration should be given to:

        local labour market information;
        untapped sources of labour;
        College policy;
        financial implications.

All advertising material must reflect the College image and is subject to a house-
style designed for both course and employment advertising. All employment
advertising will be arranged through Human Resources.

Revised Appt Policy/BJG/HR/May 2011
The recruitment advertising budget will be controlled by the Director with
responsibility for Human Resources who will monitor advertising response rates to
ensure the College recruitment advertising strategy is both successful and cost-

                     Temporary Lecturing Opportunities
It will not normally be College practice to advertise individual temporary lecturing
opportunities. A block recruitment advertisement may be placed to attract a pool
of potential temporary staff as required.

Details of potential temporary staff received via speculative applications will be
made available to the Heads of Department and Curriculum Leaders responsible for
the recruitment and selection of temporary staff in consultation with Human

      4.1.4.        Application Method
A standard College Application Form has been designed which requests only that
information which is deemed essential to the recruitment process.

All applicants are required to complete a College Application Form. It is the
responsibility of Human Resources to issue and collect all applications in response to
an advertised post.      In addition, Human Resources will be responsible for
acknowledging all responses to advertised vacancies, as well as speculative

       4.1.5.        Shortlisting
All applicants are given equal consideration, and selection for interview is based on
objective job-related criteria as defined by the Role Description and Person

The short-listing process will be achieved by means of a shortlisting form       which
enables each applicant to be considered against the agreed criteria.

Shortlisting will be carried out by a panel, normally comprising of three people. This
will include the person to whom the role is responsible, the person to whom the role is
accountable and a member of Human Resources. In some cases where additional
specialist knowledge could aid the shortlisting process, or where a number of posts
are available across the College, other staff may be involved, at the discretion of
the Director with responsibility for Human Resources. However, shortlisting panels will
not usually exceed four members. The most senior member of the panel will act as
Chair of the Shortlisting Panel.

Human Resources will be responsible for the collation of application forms for
dissemination to the shortlisting panel. The information made available to the panel
will only include details of an applicant’s Educational Achievement and
Qualifications, Work Experience and the Additional Information sections of the
application form, which contains an applicant’s statement in support of his or her
application. Panel members will not receive any personal information in relation to
individuals (e.g. names, sex, age, marital status or race) in order to ensure a fair and
effective selection process.

Revised Appt Policy/BJG/HR/May 2011
It is the responsibility of all members of the Shortlisting Panel to complete the
screening and shortlisting process. In the event that the panel cannot agree in
relation to a particular candidate, the Chair of the Shortlisting Panel will determine
the final shortlist.

Once the shortlisting process has been completed the members of the Shortlisting
Panel will normally become the Appointment Panel and will be involved in the
selection process for candidates.

      4.1.6.        Selection Method
The determination of selection method will be the responsibility of the person to
whom the post is accountable, in conjunction with Human Resources. Normally this
will be a selection interview or a selection interview following a relevant
presentation, simulation exercise or assessment.

A member of the Senior Executive Team (SET) will normally chair Appointment Panels
and when the Director with responsibility for Human Resources is not a panel
member, a member of the Human Resources team will attend. Panel members will
normally also include the person to whom the post is responsible and the person to
whom the post is accountable. The member of SET may as appropriate delegate
his/her authority to another manager to chair the Appointment Panel.
Representation may also be present from the appropriate Committee of the Board
of Management.

For temporary opportunities, responsibility for selection is delegated by the Principal
and Chief Executive to Heads of Department or Support Managers as appropriate,
in consultation with Human Resources. For these posts, selection will involve a formal
interview conducted by the appropriate Head of Department or Support Manager,
with a member of Human Resources present.

It will be the responsibility of Human Resources to ensure that candidate
qualifications are viewed and verified as those claimed on the application form.

Prior to interviews being held, members of the Appointment Panel will have
discussed the interview format and agreed questions with the Chair of the
Appointment Panel. All interviews should be conducted in a professional manner
with due regard to the wording of potentially discriminatory areas of questioning.

Staff involved in recruitment and selection procedures will be given staff
development in all aspects of the process. Advice, assistance and support will be
available on these issues from Human Resources.

      4.1.7.       Positive About Disability Scheme
The College is an accredited user of the Positive About Disability ‘Two Ticks’ symbol,
which is granted by Jobcentre Plus in recognition that the College has agreed to
make certain positive commitments regarding the employment, retention, training
and career development of people with disabilities.

As a participant in this initiative, the College will:

Revised Appt Policy/BJG/HR/May 2011
        interview all applicants with disabilities, who meet the minimum criteria for a
         job vacancy and consider them on their abilities;
        ensure there is a mechanism in place to discuss with members of staff with
         disabilities, what both parties can do to make sure that their abilities are
         developed and utilised. This can happen at any time, but at least once a
        make every effort when members of staff become disabled to make sure
         they stay in employment;
        take action to ensure that all members of staff develop the appropriate
         level of disability awareness needed to make sure these commitments work;
        review these commitments each year and assess what has been achieved,
         plan ways to improve on them and let staff and Jobcentre Plus know about
         progress and future plans.

For more information, please contact Human Resources or your local Jobcentre Plus.

        4.1.8.       Interview Assessment Record
An Interview Assessment Record will be prepared and completed for each
candidate, by each member of the Appointment Panel. The purpose of the record
is to provide an aid to final selection, including an overall record of assessment of
selection decisions should this be required.

Where possible, the appointment panel will discuss their views immediately following
the interview of the final candidate, and will aim to reach a consensus or majority on
the most suitable candidate for the post(s). In the event that this position cannot be
reached the Chair of the Appointment Panel will liaise with the Director with
responsibility for Human Resources to determine what action will be taken.

For unsuccessful candidates, interview assessment records will be retained within
Human Resources for one year following the date of the interview and on the
personal file of the successful candidate for the duration of their employment at the
College. This is in accordance with the College Data Protection Policy and
Retention Policy.

It is the responsibility of the Chair of the Appointment Panel to record the decision for
each candidate on conclusion of the interviews. This should be done on the
interview schedule and signed by the Chair of the Appointment Panel.

        4.1.9.       Interview Expenses
Candidates invited for interview will be eligible for reimbursement of expenses
necessarily incurred in travelling to the interview in accordance with College Policy.
An Interview Travelling Expenses Claim Form will accompany each interview letter.
A mileage allowance up to a maximum of 200 miles will be granted in accordance
with the college mileage rates. Thereafter, the cost of public transport will be
reimbursed (i.e. standard class rail or bus fare) if supported by receipts). Claims for
interview travel expenses must be authorised by Human Resources.

    4.2.  Statutory Checks, Verification of Identity and References
In addition to verification of qualifications, the College will also undertake a number
of other checks that are required by law.

Revised Appt Policy/BJG/HR/May 2011
           Protecting Vulnerable Groups (PVG) Scheme and Enhanced Disclosures
Under the provision of the Protection of Children (Scotland) Act 2003, the Protection
of Vulnerable Groups (Scotland) Act 2007 and other relevant legislation, all posts
within the College are considered as involving ‘regulated work’ with children.
Additionally, a number of posts also involve ‘regulated work’ with vulnerable adults.

This means that to safeguard our learners and other College users, management
must ensure that individuals to whom the College wishes to offer employment are
not disqualified from undertaking regulated work with children and/or vulnerable
adults. The College, therefore, requires all appointees to submit to a PVG Scheme
check or Enhanced Disclosure check (as appropriate) via Disclosure Scotland.. The
College considers this to essential to comply with our statutory duties and
proportionate and relevant to our organisation.

All applicants for employment will be made aware of the requirement to undergo a
PVG Scheme or Enhanced Disclosure check as part of the standard recruitment

For more information on the PVG Scheme and Enhanced Disclosure process and
how the College will use this information, please refer to the College’s Disclosure
Policy and Procedure, copies of which are available from Human Resources on
request. General information is also available at

           Verification of Eligibility to Work in the United Kingdom
As an employer, the College has a responsibility under Sections 15 – 25 of the
Immigration, Asylum and Nationality Act 2006, to prevent illegal migrant working.
To meet these responsibilities, the College must, before confirming an offer of
employment, ensure that all persons whom the College wishes to appoint have the
right to work in the UK.

To do so the College will, as part of its recruitment process, require all candidates
attending for interview to provide certain documents or other information, which
have been identified by the UK Government as demonstrating eligibility to work in
the UK.

Details of the College’s responsibilities and the documents that can be submitted as
proof of the right to work in the UK will be made available to all applicants for
employment with the College as part of the standard recruitment pack.

The documentation provided to confirm eligibility to work in the UK and in relation to
the Disclosure Scotland check will also be used to confirm the identity of a
prospective member of staff. All documents submitted must be originals and Human
Resources will ensure that copies of these are taken and originals returned. These
copies will form part of the recruitment file or the personal file of the appointee(s).

Further information on eligibility to work in the UK is available from the UK Border
Agency at

Two references will normally be requested once a conditional offer of employment is
made, including a reference from the person’s current or most recent employer.

Revised Appt Policy/BJG/HR/May 2011
Referees will be provided with a copy of the Role Description and Person
Specification for the post and will be asked to comment on the applicant’s suitability
for the post for which they have applied, in terms of his or her skills, knowledge and

Both references must be satisfactory to the College and the Director with
responsibility for Human Resources or designated deputy will be responsible for
making this decision. The College reserves the right to request a prospective
member of staff to supply details of additional referees where this is considered
appropriate by the Director with responsibility for Human Resources or the Head of
Human Resources.

   4.3.    Offers of Employment
Successful applicants will normally be informed verbally within three working days by
the Chair of the Appointment Panel or a member of Human Resources, following
completion of all selection procedures. Conditional offers will be made unless all of
the following are received and are deemed satisfactory by College management:

              (i)     An appropriate PVG Scheme check or Enhanced Disclosure check
                      via Disclosure Scotland;
              (ii)    Receipt of two references considered by the College as satisfactory
                      (see section 4.2);
              (iii)   Receipt of satisfactory proof of eligibility to work within the United
              (iv)    Verification of qualifications;
              (v)     Occupational Health assessment including the result of any medical
                      examination (where appropriate).

Where a conditional offer is made, this must be made clear to the candidate at the
time of the offer. All appointments are subject to a probationary period of six
months in accordance with the College’s Procedure for the Management of
Probationary Periods.

This offer will be confirmed in writing by Human Resources, where possible within
three working days of a verbal offer.

An individual will not normally commence employment until all of the above
information has been received and verified by Human Resources. The College
reserves the right to withdraw any conditional offers of employment if the
information required is not provided to the satisfaction of management.

All appointments must be made through Human Resources. Any deviation from the
procedure must have the prior approval of the Principal and Chief Executive, and
the Director with responsibility for Human Resources, who will have advised and
taken notice of comments of all interested parties.

              Temporary Lecturing Opportunities

Revised Appt Policy/BJG/HR/May 2011
Successful completion of selection procedures in respect of temporary staff will
qualify candidates for employment and/or inclusion in the pool of potential
temporary staff.

The majority of temporary appointments will be made at the start of each learning
session for all or part of that academic session only. Temporary appointment forms
should be lodged with Human Resources prior to the new session or as soon as
departmental staffing requirements are known. The issue of a temporary contract of
employment will normally be on a separate basis from and independent of any
other appointment.

All new temporary lecturing staff will be required to attend the College induction
programme. Where possible, this will be undertaken prior to commencement of
temporary employment.

The appointment of temporary lecturing staff is subject to particular staffing or
course requirements.       Where the reason for the creation of a temporary
appointment no longer exists, the temporary appointment may no longer be
required and appropriate notice may be given to end the temporary contract on or
before its stated date of expiry.

It is the responsibility of the Head of Department to liaise in advance with Human
Resources on any additions or alterations to their temporary staff complement. Such
information must be timeously supplied to facilitate alterations or variations to the
hours of existing temporary staff prior to these taking effect.

   4.4.   Written Statement of Terms and Conditions of Employment
Human Resources is responsible for the issue of all appointment letters and the
preparation of Written Statements of Terms and Conditions of Employment, to
comply with the Employment Rights Act 1996 and other legislation.

Human Resources will advise on appropriate salary/remuneration levels and
associated terms and conditions.

Written Statements will be provided on acceptance of the post and once the
relevant vetting and verification checks outlined in Section 4.2 have been

    4.5.   Unsuccessful Candidates
It will be the responsibility of Human Resources to advise, in writing, unsuccessful
candidates who attended for interview, normally within five working days of an offer
of employment being accepted by a successful candidate. On request,
unsuccessful candidates will be provided with post-interview feedback. This will
normally be provided by the Chair of the Appointment Panel.

   4.6.   Failure to Appoint
Where the Appointment Panel fails to reach a majority agreement on a suitable
candidate for the post, or an advertisement fails to yield a satisfactory number or
level of candidates, the panel may repeat the selection process by re-advertising
the post with the approval of the Director with responsibility for Human Resources.
Where the Staff Requisition Form has expired, the whole process must recommence.

Revised Appt Policy/BJG/HR/May 2011
      4.7. Use of Specialist Recruitment Agencies
It is recognised that it may be appropriate for the College to access temporary staff
through specialist recruitment agencies.

Heads of Department or Support Managers who wish to engage with a specialist
recruitment agency should follow the Staff Requisition Process outlined in Section
4.1.1. The costs of using any agency workers will be met from departmental staffing

When engagement of a temporary worker via a specialist agency is authorised,
provision for this must be arranged through Human Resources.

   4.8.    Work Placements
There may be opportunities to offer salaried or unsalaried learner placements or
work experience and departments are required to follow the same Staffing
Requisition procedure with Human Resources issuing formal offers of placement.

For work experience opportunities for school pupils, departments must liaise with the
Education Liaison Manager. Once arranged, Human Resources will issue a formal
confirmation of work experience arrangements.

    4.9.  Induction
All successful candidates will be required to attend an induction session, delivered
by Human Resources, within two months of appointment. This provides a general
introduction to the College and its context, with an overview of key elements of the
College’s Health and Safety and other key policies.

For temporary staff and staff who attend induction outwith their normal working
hours, appropriate payment will be made.

The College also provides a range of induction material on the Staff Intranet, which
can be accessed at

      4.10. Probationary Periods
For all substantive members of staff of the College the first six months of employment
will constitute a Probationary Period. During this period, suitability for the position to
which the member of staff has been appointed will be assessed. The College
reserves the right to extend Probationary Periods up to a maximum of three months
if, in its opinion, circumstances so require. During probationary periods, employment
may be terminated by the College on giving one week’s notice in writing.

New members of staff who do not currently hold any other specific requirements of
their role (e.g. achievement of ‘A’ units) will be expected to complete these or to
make reasonable progress towards achievement within their Probationary Period. If
this is not achieved within this time, the Probationary Period may be extended up to
3 months. New members of staff will also be expected to achieve an appropriate
Institute of Occupational Safety and Health (IOSH) award within their Probationary

Revised Appt Policy/BJG/HR/May 2011
Probationary periods may also be required for temporary posts, where these are
expected to last for more than six months.

Further information on probationary periods is available in the Procedure for the
Management of Probationary periods, which can be accessed on the Staff Intranet
or from Human Resources, on request.

    4.11. Speculative Enquiries
Where Human Resources receives a speculative enquiry or curriculum vitae for work
within the College, Human Resources will acknowledge receipt and forward a copy
of the information to the relevant Head of Department for their consideration. This
information will be kept on file in a secure place within Human Resources for a
period for six months in accordance with the College Data Protection Policy. After
this period has elapsed, information will be confidentially destroyed.

All appointment related documentation will be held within the personal file of the
member of staff to which it relates, within Human Resources in accordance with the
College Data Protection Policy.

All appointment related documentation for unsuccessful candidates will be retained
within Human Resources for one year, after which time it will be confidentially
destroyed in accordance with the College’s Retention Policy

Motherwell College will continue to examine and review existing appointment
procedures to reflect the needs of the College on the basis of experience, identified
good practice and statutory obligations as necessary.

         Date of origin:              Date of last review:   Proposed    date     of
         2000                         May 2011               August 2013

Revised Appt Policy/BJG/HR/May 2011

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