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THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY NORTHUMBRIA UNIVERSITY HUMAN RESOURCES DEPARTMENT POLICY DOCUMENT DOCUMENT TITLE AUTHOR AUTHORISED BY Appointments Policy & Procedure W Simpson, J Donaldson & C Usher HR Committee DATE OF ISSUE REVIEW INTERVAL LOCATION OF COPIES October 05 Annual HR Department Web site Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 1 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY Document Review History Review Date June 07 Reviewed by J Colvin Signature Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 2 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY CONTENTS 1.0 2.0 3.0 4.0 4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 Introduction .................................................................................................. 5 Policy Statement .......................................................................................... 6 Process Overview ........................................................................................ 7 PART 1: Planning & Preparation ................................................................ 9 Turnover analysis ............................................................................................................... 10 Job Analysis and role requirement ................................................................................... 11 Evaluation ............................................................................................................................ 11 Job Descriptions ................................................................................................................. 11 Person Specifications ........................................................................................................ 12 Previous Appointable Candidates check ......................................................................... 12 Approval Process................................................................................................................ 12 Identifying interview dates, selection methods and panel ............................................. 13 Advertising .......................................................................................................................... 13 4.10 Additional Information ........................................................................................................ 14 4.11 Fill a Vacancy Form ........................................................................................................... 14 4.12 Fixed –Term / Temporary, and Acting Arrangements ..................................................... 15 5.0 PART 2: Recruitment ................................................................................. 16 5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 6.1 6.2 6.3 6.4 6.5 6.6 6.7 6.8 6.9 7.1 Methods of Recruitment ..................................................................................................... 17 Previous Appointable Candidates ..................................................................................... 18 Internal Advertising ............................................................................................................ 18 Newspaper and journals .................................................................................................... 18 Job Centres ......................................................................................................................... 18 Internet ................................................................................................................................. 19 Agencies/Search consultants ............................................................................................ 19 Word of mouth .................................................................................................................... 19 Application Forms............................................................................................................... 20 Short Listing ........................................................................................................................ 23 Candidates’ Preparation ..................................................................................................... 24 Psychometric Tests, Assessment Centres, & Presentations ......................................... 24 Interviewing ......................................................................................................................... 25 References ........................................................................................................................... 27 Health Questionnaires & Medical Examinations ............................................................. 28 Choice of Successful Candidate ....................................................................................... 28 Notification of Unsuccessful Interview Candidates ........................................................ 29 Application of Selection Tools .......................................................................................... 29 Offer of Employment .......................................................................................................... 32 Version 0.9 08/03/09 3 6.0 PART 3: Selection ...................................................................................... 21 Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY 7.2 7.3 7.4 Offer Letters & Contract of Employment .......................................................................... 32 Induction .............................................................................................................................. 32 Probationary Scheme ......................................................................................................... 33 ILLUSTRATIONS & TABLES Illustration 1: Process Overview ....................................................................... 7 Table 1: Activity Overview .................................................................................. 8 Illustration 2: Planning & Preparation Activity. ................................................ 9 Illustration 3: Approval Process ...................................................................... 12 Illustration 4: Recruitment Activity .................................................................. 16 Illustration 5: Selection Activity....................................................................... 21 Table 2: Composition of Selection Panel. ...................................................... 26 Table 3: The minimum required Selection Tools to be applied per Post. .... 30 Illustration 6: Post Offer & Appointment Activity ........................................... 31 Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 4 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY 1.0 Introduction The Policy is in four parts: Part 1: Planning & Preparation Part 2:Recruitment. Part 3: Selection Part 4: Post Offer and Appointment Recruitment & Selection is largely governed by the following legislation:             Disability Discrimination Data Protection Equal Pay Rehabilitation of Offenders Sex Discrimination Race Relations Employment Rights Human Rights Asylum and Immigration Religion & Beliefs Sexual Orientation Age This document should be read in association with the following University‟s Policies:   Dignity at Work Equal Opportunities Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 5 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY 2.0 Policy Statement Staff recruitment is one of the most important activities that a manager undertakes. It is recognised that the recruitment of staff is a long-term investment, therefore the appointments policy is aimed at enabling Northumbria to attract, recruit and retain high quality staff. This policy provides effective mechanisms to enable staff to be recruited in an efficient and effective manner. This will be achieved through procedures and processes that are based on principles of transparency, fairness, objectivity and a concern for administrative efficiency and effectiveness, as well as ethical and legislative considerations of equal opportunities, anti-discrimination, human rights, employment rights and data protection. The policy provides the University with the procedures and processes to:   Attract and appoint high quality candidates who meet the requirements of the Person Specification for the post. Appoint individuals whose basic employment needs and specific job needs match the University values and culture thus resulting in job satisfaction and long term commitment to the University.      Provide a diverse workforce Achieve an improvement in overall organisational performance through the appointment of high calibre staff. Expend the lowest possible/appropriate cost per appointment/promotion. Ensure staff appointments are conducted within the shortest possible timescales. Enhance the public image of the University, both as a high quality employer, learning organisation, as well as a place to study and undertake research. Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 6 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY 3.0 Process Overview The Appointments process has four phases, which are: PLANNING & PREPARATION RECRUITMENT SELECTION POST OFFER & APPOINTMENT Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 7 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY Table 1: Activity Overview Activity Minimum Maximum Time Limit Time Limit Primary Responsibility for to Process to Process Processing (days) (days) PLANNING & PREPARATION Turnover Analysis 1 3 10 Recruiting Manager Recruiting Manager Recruiting Manager Recruiting Manager Recruiting Manager Recruiting Manager Recruiting Manager Recruiting Manager Recruiting Manager 10 13 Planning & Reward Team DVC, VC, Finance, HR 22 Director RECRUITMENT 3 HR Employment Services 20 HR Manager HR Manager HR Employment Services HR Employment Services HR Manager / Employment Services HR Manager / Employment Services HR Manager / Employment Services HR Manager / Employment Services HR Employment Services Job Analysis, Evaluation & 5 Approval Job Description Person Specification Appointable Person Check Identify interview dates, selection methods and panel Writing advert, determine media Compiling additional information Fill a Vacancy form Job Evaluation Approval Process Guidance and Assistance PLUS FOR NEW POSTS OR REVISED POSTS ONLY HR Employment Services Application Administration 1 HR Employment Services Circulate Internally HR Employment Services HR Employment Services Send to marketing for external placement HR Employment Services HR Employment Services Contact Agency HR Employment Services HR Employment Services Following sending in advert allow for the following time periods Time to publication 5 15 Marketing dept. Time to receive applications 5 15 This is the period up to the specified Closing Date. SELECTION Preparation of short-listing 1 3 HR Employment Services documentation Notification of short list 1 3 Recruiting Manager Selection Sending out of interview invitations HR Employment Services 1 3 OH Questionnaire HR Employment Services References HR Employment Services Allow a period of two weeks before holding interviews/selection activities Preparation of Panel documentation Conduct interviews and selection events Notification of decision to candidates and recruitment administrator Offer Letter, Contract Work Permits initiated* CRB Checks initiated* INDUCTION PROBATION TRAINING ASSESSMENT 2 Issue 5 days prior to interview date 1 1 5 3 HR Employment Services Selection Panel Recruiting Manager Selection Panel OFFER & APPOINTMENT Recruiting Manager 5 HR Employment Services HR Employment Services Management Team Management Team Management Team Management Team HR Employment Services HR Employment Services HR Employment Services HR Team HR Team HR Team HR Team *Where applicable 1. Consult your Human Resources Manager for further guidance, assistance or advice. Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 8 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY 2. These times will vary depending on the type of post, accuracy and availability of information. 4.0 PART 1: Planning & Preparation Illustration 2: Planning & Preparation Activity. PLANNING & PREPARATION Analysis & Evaluation Turnover analysis Job Analysis & Role Requirement Job Description Job Description, Person Specification, Job Evaluation (New/revised Posts only (Grade), Salary range (Benchmark) Appointable Person, Exit Questionnaire, Appraisal & Assessment documentation, Comparable Job(s), Link to School & Service Plans. Person Specification Approvals Process Identify closing, shortlist and interview dates Selection methods and panel Writing advert, determine media Compiling Additional Information Full or Part Time, Permanent, Fixed, Part Year, Temporary, Casual Fill a Vacancy Complete Fill a Vacancy Form RECRUITMENT A Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 9 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY INTRODUCTION Planning for the recruitment and selection of staff should be an integral part of the staffing strategy for each School/Service. Preparing for the process of recruitment and selection begins with an evaluation to review the need for the post and how it fits within the School/Service Annual Plan. Such preparation would include consideration of the following:            Turnover analysis. Job analysis and role requirement. Evaluation. Job description. Person Specification. Previous Appointable persons check. Approvals process. Identifying interview dates, selection methods and panel. Advertising. Additional information. Fill a Vacancy Form. 4.1 Turnover analysis Managers should analyse the reasons why a vacancy has arisen, i.e. why has the leaver left, with a view to addressing any negative aspects to the post and/or working environment. Managers should liaise with the Human Resources Manager to assess responses in exit interview questionnaires. Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 10 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY 4.2 Job Analysis and role requirement Managers should undertake a full Job Analysis of the role, that is examine the job in detail in the context of the turnover analysis and how it fits with other posts in the School/Service and the University. The Job Analysis should be used to determine any changes since the post was last filled; how and where the post will be advertised; which selection methods will be used and to help prepare a Job Description. This analysis should also include consideration of whether or not the post is in fact still needed within the context of the Annual Plan and, if it is needed, on what contractual basis is it to be filled, i.e. permanent, fixed term, temporary or as an acting up arrangement. (see paragraph 4.12) 4.3 Evaluation All posts are evaluated by using HERA, the University‟s role analysis system, and any replacement post which has significantly changed since it was last filled may also need to be re-evaluated. This exercise will be undertaken by the Human Resources Department. 4.4 Job Descriptions An up to date Job Description in standard University format must be available for each post to be filled. The Human Resources Department will hold copies of all previous Job Descriptions for consideration by the School/Service. The local Manager is responsible for updating the job description and approving the final copy. See:http://online.northumbria.ac.uk/central_departments/humanresources/ic/Poli cies%20and%20Procedures/rec/vacdoc.htm for the job description template. Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 11 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY 4.5 Person Specifications An up-to-date Person Specification in standard University format must be available for each post to be filled, the Human Resources Department will hold copies of all previous Person Specifications for consideration by the School/Service. The local Manager will be responsible for updating the person specification, and approving the final copy. The Person Specification is to be used as the basis for making selection decisions at the short-listing and appointment stages. See:http://online.northumbria.ac.uk/central_departments/humanresources/ic/Poli cies%20and%20Procedures/rec/vacdoc.htm for person specification template. 4.6 Previous Appointable Candidates check A check will need to be made with the Human Resources Department to ascertain if there are any appointable candidates available from previous recruitment exercises (also see Recruitment section below). 4.7 Approval Process All new posts must receive formal approval for establishment by the appropriate signatories before proceeding with subsequent stages of the recruitment process. Illustration 3: Approval Process Request received in HR Dept. from Dean/Director Documentation checked by HR Dept. Funding checked by Finance Perusal by HR Director Outcome communicated to Dean/Director Request received by HR Dept. from DVC Consideration by Vice Chancellor Request reviewed by DVC (R) from HR Dept. Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 12 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY 4.8 Identifying interview dates, selection methods and panel It is the responsibility of the Chair of the Panel, in liaison with the Human Resources Department to determine at an early stage:        Time scale: closing date, shortlist date, selection date. How and where to advertise. Agreeing Interview Panel. Short-listing Process. Agreeing selection and assessment methods. Room bookings and catering. Reference requests and other required employment related checks. 4.9 Advertising Vacancy advertisements should be concisely written but contain sufficient information about the role and conditions relating to the role to attract attention and arouse interest in the job. Guidance on writing vacancy advertisements can be provided by the Human Resources Department and/or the Marketing Team in External Relations. Advertisements must include a closing date and selection event date for the submission of completed application forms. This should be 10 working days following the appearance of the advertisement to allow enough time for potential applicants to receive the information and to complete and return the application form. As a minimum requirement all advertisements must contain the following statement: " The University welcomes applications from all sectors of the community." Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 13 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY Posts will be advertised internally within the University and, where appropriate, advertisements can be placed externally. The publications to be used for external advertising must take into account:       Type of occupation concerned. Circulation size of publications. Geographical/labour market segment coverage of publications. Previous response rate for particular publications. Cost. Timing of publication dates. Consideration of these factors should be undertaken in liaison with the Human Resources Managers. Further information on recruitment methods is provided in the Recruitment section below. 4.10 Additional Information Information about the post, School/Service and University that is not appropriate to include in an advertisement or the job description should be included as Additional Information in the recruitment pack. The pack will comprise of:     An information sheet about the University. An information sheet about the School/Service Directorate A copy of the job description and person specification. „How to Apply‟ details. Terms and conditions of service benefits summary. 4.11 Fill a Vacancy Form Once arrangements have been finalised a Fill a Vacancy form must be fully completed by the Recruiting Manager and submitted with the relevant job Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 14 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY description, person specification, copy of advertisement, additional information and, in respect of new posts, a case of need statement to the Human Resources Department. The Fill a Vacancy form must be submitted, with all relevant signatures, in a hard copy format. Failure to complete the form fully and/or to attach all the associate documents will result in the process being delayed. 4.12 Fixed –Term / Temporary, and Acting Arrangements (i) Fixed-term contracts - appointments to fixed term posts must follow the same process as for permanent appointments. (ii) Temporary staff may be used for a short-term position of up to 6 months e.g. to cover for absences or while a vacancy is being filled. The University has a sole supplier agreement with a local external recruitment agency to supply temporary staff and this agency must be used. Should the position become longer term, the normal recruitment process must be undertaken to fill the post. Contact the Human Resources Department for the agency contact details or alternatively visit the agency website for further information. See: http://www.nrgplc.com/northumbria/entrance.aspx (iii) Acting arrangements based on either reasons of efficiency or to provide staff development, a manager may decide to offer a vacancy opportunity to existing individual staff to be temporarily seconded or act into the position. Such opportunities however must be advertised within the School/Service where there is more than one potential candidate Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 15 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY 5.0 PART 2: Recruitment Illustration 4: Recruitment Activity A RECRUITMENT Previous Appointable Person Check Action chosen Recruitment method (e.g. advert, internet) Appointable Person, Internal, External, sources of advertising, Agency, Consultants, Job Shops Application Administration: Application Packs, Telephone enquiries. Application enquiries, feedback to Agency & Consultants CV submissions SELECTION B Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 16 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY INTRODUCTION The University aims to be a preferred employer and the role of the recruitment process is important in influencing the decisions of potential applicants to apply for our jobs. It is a two way process and while the University is required to make decisions on how and where to attract good quality applicants, there is also the decision of the applicants, i.e. choosing to apply to become an employee of the University. The applicant‟s impression of the University can be influenced by how they are treated during the recruitment stage, including the information they are given about the post and organisation. The recruitment process includes:   Methods of recruitment. Application forms. 5.1 Methods of Recruitment The methods of recruitment that are available include:        Previous Appointable Candidates check. Internal Advertising. Newspaper and journals. Job Centres. The Internet. Agencies. Word of mouth recruitment. Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 17 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY 5.2 Previous Appointable Candidates Candidates from a previous recruitment exercise for a post with the same duties and on the same grade, who were assessed as appointable, can be offered the appointment to the new vacancy, where the vacancy has arisen within 6 months of the previous selection process. 5.3 Internal Advertising All posts must be advertised within the University, unless restricted due to redeployment situations. Posts required for re-deployment purposes will be brought to the attention of displaced staff on a “prior consideration” basis in the first instance. Any posts not filled following “prior consideration” arrangements will be advertised throughout the University. 5.4 Newspaper and journals Posts can be advertised externally in newspapers and/or journals. Normally only one publication can be used. A second publication can be used where, after discussion with the Human Resources Manager, it is deemed appropriate. Schools and Services will however be require to meet the costs of using a second publication. Consideration will also be given to advertising in specialist publications that may attract applicants from minority groups. 5.5 Job Centres Job Centres should be notified of vacancies where the defined target audience for the post has been determined as regional and the nature of the post is such that a large number of people could potentially apply. Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 18 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY Job Centres should also be used to bring vacancies to the attention of minority groups. 5.6 Internet Any post that is to be externally advertised will be included in the University's vacancy website in addition to any other media used. Where a general job vacancy website is used it will be counted against the 2 publications that can be used for advertising. 5.7 Agencies/Search consultants Recruitment Agencies and Search Consultants (head-hunters) may be used:    Where a post has previously been difficult to fill. Where there is a known scarcity of potential applicants for a particular post. For senior management posts i.e. Associate Dean and above. Where such agencies are used, the manager must discuss with their Human Resources Manager their proposals and agree the most appropriate person to liaise with the agency, agreeing the service required and costs involved. costs will be borne by the School / Service. The agency must meet the University‟s requirements in terms of diversity and equality standards, fairness of the process, quality of information and treatment of applicants. The 5.8 Word of mouth Word of mouth as the sole method of recruitment is not permitted, it must be used with at least an internal advertisement and advertising on the Internet. Consideration will be given to contacting professional and minority groups to advertise vacancies. Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 19 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY 5.9 Application Forms All applications for posts, except in relation to redundancy and other redeployments, must be made using the University's standard application form. Managers must be prepared to be flexible in providing application forms in other formats to assist applicants who are disabled. The Human Resources Manager can provide advice and guidance should this be required. (Application forms are accessed via the job vacancy page on: http://online.northumbria.ac.uk/central_departments/vacancies/online_pages/Ho w_to_Apply.htm) The use of C.V.'s as a substitute for the application form is not permitted. C.V.'s are, however, acceptable as an accompaniment to an application form. Other additional information can also be attached to the application form where necessary. The application form is in two parts. Part 1 contains all the information for selection and Part 2 contains the personal details and equal opportunities information, which is detached and held in Human Resources. Members of the Appointments Panel will receive copies of Part 1. Completed application forms will be held for 6 months following the appointment of the successful candidate after which they will be destroyed. Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 20 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY 6.0 PART 3: Selection Illustration 5: Selection Activity B SELECTION Interview, Skills Assessment, Presentation, Reference Checks Group Exercise, Management Report, Psychometrics Prepare Short List & Selection Process arrangements Assessments, Exercises & Psychometric testing Conduct Interview References, Work Permits, CRB, preemployment health & medical Schedule of Attendees, Time, Dates, Rooms, Invitations. Resources Obtain OH Assessment & References Give Feedback to Candidates SUCCESSFUL: Chair of Selection makes offer to Successful Candidate. UNSUCCESSFUL: Chair of Selection contacts Unsuccessful Candidates. POST OFFER & APPOINTMENT NO FURTHER ACTION REQUIRED C Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 21 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY INTRODUCTION Selection will be conducted as an evidenced-based process and candidates will be assessed against agreed selection criteria, based on relevant knowledge, skills, competencies, experience and qualifications to perform the role as outlined in the role profile. Selection decisions will be reached by the Appointments Panel following the interviewing of short-listed candidates, augmented as appropriate by the results of other assessment methods, e.g. psychometric tests/assessment centres, together with consideration of references, one of which must be from the current or last employer. Only those managers who have undergone training in the University's Recruitment & Selection and Equal Opportunities procedures will be eligible to act as the Chair of Appointments Panels. All Appointments Panel members must have undergone the University's Recruitment & Selection training. The Training & Development team in the Human Resources Department arranges this training. The Selection Process will comprise:        Short-listing. Candidates' preparation. Selection activities - Psychometric testing/Assessment centres/Presentations (if appropriate). Interviewing. References, Health Questionnaire. Choice of successful candidate(s). Notification of unsuccessful candidates. Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 22 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY All decisions at each stage of the Selection Process will be recorded by the Chair of the Appointments Panel and subsequently retained in Human Resources for a period of six months. The process described in this section does not apply to arrangements for the redeployment of staff. The selection process in such cases is concerned only with determining if the person to be re-deployed has the necessary abilities to undertake the role rather than trying to select the best candidate. 6.1 Short-listing The inclusion of an applicant on a short-list will be based on the process of assessing their knowledge, skills, competencies, experience and qualifications, as identified in their application form (and CV as appropriate), against the essential and desirable criteria set out in the Person Specification. The Short-listing stage, consisting of meeting(s) of the members of the Appointments Panel, will normally take place within 2 working days of the closing date for applications. The purposes of the Short-listing meeting(s) are two fold:   to select from all the applications received those who are to be invited to the selection event. to finalise arrangements for the organisation of the selection event together with the format and content of interview questions. Ideally all members of the Appointments Panel should attend the short-list meeting(s). However, if this is not practical then at least two members of The Appointments Panel should be present. The Chair of the Panel must be present at all short-listing meetings. The involvement of external assessors in these arrangements is however optional and should be determined by the Chair of Panel taking into account the logistical practicalities of the situation. Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 23 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY All applicants not short-listed will be notified in writing that they have been unsuccessful. 6.2 Candidates’ Preparation Short-listed candidates for posts should be given as much opportunity as is practical, (e.g. through informal visits/telephone conversations; pre-selection presentations to the candidate group) to obtain such information about the post, School/Service and University as they need:   To formulate a view as to whether to continue with the invitation to attend the selection event(s) and To assist in deciding whether or not to accept an offer of employment if one is made to them. 6.3 Psychometric Tests/Assessment Centres & Presentations Psychometric tests/assessment centres, should be used where not all of the essential criteria identified in the Person Specification are sufficiently assessable through the information provided by candidates on their application form and responses to interview questions. The choice of tests must be based on the relevant factors to be assessed. Testing for skilled positions will, broadly, consist of competence-type tests to ensure that applicants have the necessary skill-set for the job. Testing for jobs that have less clearly specified tasks and that may involve a range of activities will usually require a combination of tests competence, general ability and personality profiles. Advice on the appropriate tests and who would undertake this activity should be obtained from a Human Resources Manager. Presentations/mini-lectures by candidates to either the Appointments Panel or an audience of interested peers should be part of the selection process where the nature of the post will require some level of presentation skill/lecturing. Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 24 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY The assessment of presentations/mini-lectures should be made based on the criteria in the relevant Person Specification. 6.4 Interviewing Interviews will be structured in that they will consist of:  A set of prepared questions that are job related based on the Person Specification and/or the competencies required for the role. The questions should flow in a logical manner and be organised by grouping together questions that address similar issues.   Panel members will agree the areas upon which they will each ask candidate questions. A general indication will be provided of the expected responses for each of the questions each panel member is to ask. Each panel member will also be required to indicate which aspects of these would be classified as fully met, met, partially met, not met.  The anticipated answers will be given to the other panel members so that they can make a more rounded assessment of candidates rather than being limited to assessing their own area of questioning. Interviews will also be conducted in a manner that provides candidates with the opportunity to obtain an accurate picture of the post and organisation and that each candidate feels that they have had a fair opportunity to be considered for the post. Interviews will be conducted by an Appointments Panel consisting of:    The immediate manager/supervisor of the vacant post. The immediate manager's manager, who will act as Chair of the Panel. Another manager external to the School/Service, and/or, where appropriate, a functional specialist for the type of post involved. (A list of University trained interviewers will be maintained by the Human Resources Department). Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 25 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY  The Appointments Panel should, whenever possible, be diverse in terms of gender and other minority groups. Table 2: Composition of Selection Panel. POST Vice Chancellor, Deputy Vice Chancellor Secretary to Board of Governors Dean of School PANEL Board of Governors External Person Panel Human Resources Director (as appropriate) Chair: Vice Chancellor Deputy Vice Chancellor Human Resources Director External panel member Chair: Vice Chancellor / Deputy Vice Chancellor Dean of School Human Resources Director or Head of a Human Resource function. Neutral Dean / External panel member Chair: Vice Chancellor / Deputy Vice Chancellor (responsible for Service) Deputy Vice Chancellor Human Resource Director External panel member Chair: Vice Chancellor or nominee Dean Neutral Professor External adviser of appropriate standing in relevant subject Member of Human Resources Department Chair: Vice Chancellor / Deputy Vice Chancellor (responsible for Service) Director of Service Neutral Director / External panel member Member of Human Resources Department Chair: Director of Service or Dean of School Management Staff member or Deputy/Associate Dean of School Neutral Director / Dean / Associate Dean Member of Human Resources Department External panel member discretionary Chair: Dean of School Deputy / Associate Dean of School Neutral Deputy / Associate Dean / External panel member Member of Human Resources Department Chair: Deputy / Associate Dean of School Neutral Deputy / Associate Dean Principal Lecturer External panel member discretionary Chair: Vice Chancellor or nominee Deputy / Associate Dean of School Neutral Deputy / Associate Dean / External panel member Member of Human Resources Department Chair: Deputy / Associate Dean of School / Director of Research Inst. Project Leader Lecturer, SL or PL from the School Neutral L, SL, PL if there is an internal candidate Chair: Manager responsible for Service / School Registrar Neutral Service Manager / School Registrar Management staff member External panel member discretionary Chair: Service Manager / School Registrar / Team Leader Immediate Superviser Another manager/supervisor/team leader or specialist If there is an internal candidate one panel member must be neutral Chair: Head of Section / School Registrar / Team Leader Immediate Superviser Another manager/supervisor/team leader or specialist If there is an internal candidate one panel member must be neutral Deputy Dean / Associate Dean of School Director of Service Professor Senior Management (Support) Management (Support) Principal Lecturer Senior Lecturer and Lecturer Reader Research and Graduate Tutor Senior Administration & Support Middle Administration & Support Lower Administration & Support Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 26 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY GUIDANCE NOTES External = External to Northumbria University Neutral = From another School or Service   During vacation periods a neutral PL may be substituted if no Deputy / Associate Dean of School is available. On the rare occasion that a lecturing vacancy exists within a service area , the role of Dean of School will be undertaken by the Director of the relevant service. The role of the Associate Dean will be undertaken by the Deputy of the Director. The position of Chair can only be held by a member of staff who has attended the Recruitment & Selection Training course, or in exceptional circumstances, has been briefed by a HR Manager. In cases where posts do not fit precisely into the categories above, or where special circumstances need to be taken into account, the Director of Human Resources or delegated person, in consultation with the Recruiting Manager, will determine the Panel composition. All members of Selection Panels must be of equivalent to or of a higher grade to that of the vacant post. In exceptional circumstances a panel member may be of a lower grade where specialist input is required. If an internal candidate has been short-listed, a neutral panel member must form part of the selection panel. The Vice Chancellor, Deputy or Pro Vice Chancellors may participate in all Interview Panels. The Director of Human Resources or delegated person will also participate in all Panels for appointment PL /Management grades and above.      6.5 References References are to be requested in order to obtain information on the employment history of a candidate and as such should be in a format that gives a clear factual picture of the candidate's experience and skills. References are to be used to support the appointment decision, i.e. to confirm the candidate's employability, rather than play a significant part in reaching the appointment decision. Two References must be requested, one of which should be from the candidate‟s current or last employer and the other from a previous employer. In the case of school leavers references from their last school would be acceptable. For those returning to employment after a long break or who have never worked before, character references would be accepted. Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 27 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY References should normally be obtained prior to interview. However, if a candidate expresses preference for their referees to be contacted only if offered the post. This request should be respected and should not in any way disadvantage the candidate. If there are any issues in a Reference that need to be pursued at interview it will be the responsibility of the Chair to formulate appropriate questions. The Chair of the panel will make the References available for inspection to the other Appointments Panel members at the conclusion of all the interviews. Offers of appointment will be subject to the receipt of satisfactory References as well as Medical Clearance, (and in some cases Disclosure Information, Work Permits). 6.6 Health Questionnaires & Medical Examinations An offer of employment can only be made on receipt of medical clearance from Occupational Health (normally within one day on receipt of a completed health questionnaire). Where determined by Occupational Health, some potential appointees may be required to attend for a medical examination. For further details about Health Questionnaires see: http://online.northumbria.ac.uk/central_departments/humanresources/ic/Policies %20and%20Procedures/hp/HQ%20Guidance%20Notes.doc 6.7 Choice of Successful Candidate The choice of successful candidate will be determined by the majority view of the Appointments Panel. The Panel should also identify, where appropriate, any other candidates who are deemed as suitable for appointment. Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 28 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY A record of such appointable candidates should be kept for 6 months. It is open to the Panel to decide that none of the candidates interviewed has proved to be suitable for appointment and therefore to recommend that the post be re-advertised. 6.8 Notification of Unsuccessful Interview Candidates Each unsuccessful external candidate will be notified that they have been unsuccessful, both verbally and in writing. All internal candidates will be notified verbally and by letter and offered face to face feedback from the Chair or nominated Panel Member. All notifications and feedback will be given within one week of the selection decision. (See Chair of Selection Panel Guidance Notes) 6.9 Application of Selection Tools The following table (Table 3) illustrates the University‟s minimum required selection tools to be applied per Grade. This is on the basis of what has been determined as an Essential requirement. Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 29 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY Table 3: The minimum required Selection Tools to be applied per Post. ESSENTIAL DESIRABLE Selection Tools OPTIONAL Person Specification Type of Post Dean, Associate Dean, Director, Deputy Director, Head of Service, Professor Principle Lecturer, Senior Lecturer, Lecturer, Research Fellow, Reader Senior Research Assistant, Research Asstistant, Research Associate, Graduate Tutor School & Service Management Staff. School & Service support and administration Staff. *This depends specifically on the requirements of the post and/or individual. Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 30 Management Report Psychometric Tests Interview Panel (Stage 1 - Method) Interview Panel (Stage 2 - Method) Skills Assessment Medical Clearance Application Form Job Description Group Exercise Job Evaluation Presentation CRB Checks Work Permit References Agency THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY 7.0 PART 4: Post Offer & Appointment Illustration 6: Post Offer & Appointment Activity C POST OFFER & APPOINTMENT Offer letter Contract of Employment Work Permit, CRB Terms & Conditions of Employment, Policies & Procedures, Bank Details, P45, Pension Information Policies & Procedures, Management Structure, Health & Safety INDUCTION Working Conditions, Staff Development PROBATIONARY SCHEME Continuous Monitoring, Assessment & Appraisal Training & Development, Initial Development Plans, Feedback Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 31 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY 7.1 Offer of Employment The Chair of the Panel, when making the offer to the successful candidate, must do so as conditional until:    the receipt of satisfactory references. verification of the academic qualifications and professional registration required for the particular post. Medical clearance. Also, where appropriate to the particular post, the conditional offer will include the satisfactory outcome of a criminal record check and obtaining a Work Permit. 7.2 Offer Letters & Contract of Employment A Contract of Employment will be sent once the requirements of paragraph 7.1 have been satisfied 7.3 Induction Managers will ensure that all new staff are provided with a programme of induction to familiarise them with:      The job. Colleagues and customers. Policies and procedures. The School/Service. The University. All new staff will also be required to attend the University's Induction Day. For further details about the Induction process see: http://online.northumbria.ac.uk/central_departments/humanresources/index.asp and choose Induction then Checklist and Guidance notes Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 32 THIS IS A CONTROLLED DOCUMENT – DO NOT COPY Northumbria University Human Resources Department APPOINTMENTS POLICY http://online.northumbria.ac.uk/central_departments/humanresources/ic/Policies and Procedures/gen/ind.htm 7.4 Probationary Scheme With the exception of certain Academic and Research staff, all new staff will be subject to a period of probation. For further details about the probationary Scheme for the various categories of Staff see: http://online.northumbria.ac.uk/central_departments/humanresources/ic/Policies and Procedures/gen/Probationary periods for web.doc Author: D:\Docstoc\Working\pdf\2832888c-6375-45308add-8b5377db782d.doc Version 0.9 08/03/09 33