SCHOOL OF SLAVONIC AND EAST EUROPEAN STUDIES ACADEMIC STAFF RECRUITMENT PROCEDURES These notes explain the internal procedures followed by SSEES in recruiting new staff and are intended to be read in conjunction with the policy guidelines published by the Human Resources Division (http://www.ucl.ac.uk/hr/docs/recruitment.php) Job/Person Specification A job specification sets out the duties and responsibilities to be attached to the post. It must also specify the qualifications, skills, experience, and particular expertise essential or desirable to meet the requirements of the post. Further particulars should include a brief description of the department, the main terms and conditions of the contract (e.g. starting date and salary) and other relevant information, such as the method of application and details of the interview process. For academic posts the job specification is usually drafted by the Head of Department in consultation with appropriate academic colleagues. Once approved by the Director, the Deputy Assistant Director will add the further particulars for the post and manage the associated administration (i.e. placing the advert, correspondence with applicants, organising interviews, collating mandatory records and liaison with Human Resources Division). Nomination of the selection panel The next step in the recruitment process is the nomination of a panel of no less than three members to be responsible for drawing up the shortlist and conducting the interviews. If appropriate the shortlisting can include staff who will not be involved in the interviews, but interviewers must be involved in shortlisting (see section below). The Director invites the Head to nominate other staff in the Department to be included in the panel. The panel will normally include one or two representatives from other SSEES departments, as appropriate, and should not be limited to one gender if at all possible. For permanent appointments, the panel will include also an external advisor who may be a member of another UCL department, or in the case of senior appointments from another UK institution. The Director, or the Head, will normally chair the selection panel. Recruitment schedule The Deputy Assistant Director will normally contact the selection panel in order to set up a schedule for the recruitment ‘cycle’. The recruitment process normally takes between six and eight weeks from the date when SSEES receives financial permission to fill the post (the procedures for obtaining financial permission are normally managed by the Assistant Director in consultation with the Director and SSEES Management Group as appropriate). The schedule includes: Closing date for receipt of applications (three weeks after publication of advert) Date of meeting when the final shortlist is agreed (one week after the closing date) Date of interviews (at least one week after shortlist has been agreed) Advert The job specification and the schedule will inform the contents of the advert, which is normally drafted by the School Secretary in consultation with the Head of Department. If there are any staff in UCL under notice of redundancy whose qualifications, skills and experience match the requirements of the post, they will normally be invited for interview before the post is advertised. If no such person is identified from the data held on the Human Resources web site, the advert will be submitted for publication. Academic vacancies are normally advertised in: Jobs.ac.uk UCL job vacancies (web page) SSEES job vacancies (web page) THES Other subject-specialist electronic lists as appropriate Shortlisting In order to protect candidate confidentiality, only nominated members of the selection panel have access to the applications. The latter are normally held by an administrator (usually in the Assistant Director’s office) and those responsible for drawing up the shortlist are invited to view and record their opinion for each application on a form which will be provided by the administrator for this purpose. The completed form is held by the administrator under confidential cover and will form part of the SSEES documentation. These records will be used during the shortlisting meeting and may be referred to in the event of a query being raised by Human Resources or an applicant. No later than one week before the date scheduled for the interviews, a meeting of the selection panel takes place to agree the final shortlist. Interview process Ideally, three to five candidates will be invited to give a presentation and attend a formal interview. The day is usually arranged as follows: presentations take place in the morning (30 minutes between candidates) to an audience which may include SSEES staff and students a working lunch for the Selection Panel, during which the ranking of the morning presentations is recorded and the questions for the interviews are agreed with the Chair interviews take place in the afternoon (45 minutes between candidates) with a 15 minute break for tea. Members of the panel receive a schedule confirming the time of presentations and interviews together with a copy of the application documents for each candidate invited to attend. The panel is asked to record their views of each candidate on a form, which will form part of the SSEES documentation. At the end of the interview the Chair will collect all documents, including candidate applications, and these will either be filed as part of the SSEES record of recruitment or shredded to maintain confidentiality. Monitoring Completion of a Recruitment Monitoring form is mandatory under UCL procedures and Equal Opportunities policy. The form records data on Gender, Disability and Ethnic Origin and the reasons why the application was successful or unsuccessful. The form will be completed by an administrator at the end of the recruitment process, drawing the information from the forms completed by the Selection Panel. The Recruitment Monitoring form is then signed by the Chair of the Selection Panel and submitted to the Human Resources Division. MW/December 2008.