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					Legislation                                                       APPENDIX A

The aim of the Equality Act 2010 is to 'harmonise discrimination law, and to
strengthen the law to support progress on equality' The Act has replaced all
existing equality legislation, including the Equal Pay Act.

Protected characteristics

The following are classed as 'protected characteristics' in equality law:

         Age
         disability
         gender reassignment
         marriage and civil partnership
         pregnancy and maternity
         race
         religion or belief (including lack of belief)
         sex
         sexual orientation

Disability

The law defines a disabled person as "someone with a physical or mental
impairment which has a substantial and long term adverse effect on his/her
ability to carry out normal day to day activities". The definition is quite broad
and includes, among other conditions, Multiple Scherosis, chronic pain
disorders, cancer and long term mental health conditions.

Gender reassignment

Gender reassignment is defined as 'a process which is undertaken under
medical supervision for the purpose of reassigning a person's sex by
changing physiological or other characteristics of sex, and includes any part of
such a process'. It is sometimes referred to as a 'sex change', though this
term is now considered offensive to many members of the transgender
community.

Race

It is unlawful to discriminate against someone on grounds of their: race (e.g.
whether they are Caribbean or Asian), their colour (e.g. whether they are
black or white), nationality (e.g. whether they are Bangladeshi or Nigerian),
their national origin (e.g. whether they are Welsh or Kurdish) or their ethnic
origin (e.g. whether they are Jewish).

Religion and Belief

Discrimination law covers any religion, religious belief or similar philosophical
belief, but does not cover political belief or cults. Minority religions are treated
with the same consideration and respect as more prominent religions. There
is no exhaustive definition of these beliefs, but in a recent legal case it was
determined that in order to be protected by law it must 'cogent, serious and
Recruitment and Selection Policy                                                       1
worthy of respect in a democratic society'. There has been a tribunal case
where a belief in man-made climate change met this threshold.

Sex

The Equality Act recognises sex as a protected characteristic that protects
men (being a man) and women (being a woman). Pregnancy and maternity
and gender re-assignment are now separate protected characteristics.

Sexual orientation

The term describes whether an individual is attracted towards people of the
same sex (heterosexual), opposite sex (gay/lesbian) or both sexes (bisexual).
It is not necessary to disclose sexual orientation when bringing a claim and an
individual can bring a claim if they are discriminated against on the basis that
if they are perceived to be gay, lesbian, bisexual or heterosexual regardless of
whether they actually are.

Key concepts

These legal concepts are the backbone of equality law and are consistent
across the protected characteristics. An in-depth knowledge of the law is not
required in most situations. For more advice on the law or to arrange a
training session for your department contact equalities@ucl.ac.uk

Direct discrimination

Person A discriminates against person B on the grounds of a protected
characteristic. A treats B less favourably than s/he treats or would treat other
people on the grounds of a protected characteristic.

Example:

'I'm not employing her because she might get pregnant' (direct sex
discrimination)

Indirect discrimination

Person A discriminates against person B, if A applies to B a provision,
criterion or practice which s/he applies or would apply to everyone, but:

         which puts or would put people of the same group as B at a particular
          disadvantage when compared with other people or;
         which puts B at a disadvantage and;
         which A or the organisation cannot show to be a 'proportionate means
          of achieving a legitimate aim'

Example: 'We are proud that all our staff are required to have university
degrees, even the junior administrators' (indirect race discrimination)



Recruitment and Selection Policy                                                   2
Victimisation

If a person is treated less favourably after they have brought, or given
evidence in a case of discrimination, this is unlawful.

Example: 'I lost some of my responsibilities after I made a complaint about the
sexist banter in the office'

Discrimination by association

This is when an individual is discriminated due to their association with
another person on the grounds of a protected characteristic. For example, an
individual may be subjected to harassment by their colleagues because they
need to take time off to look after their disabled child. The harassment is on
the basis of their child's disability not the individual's.

Positive Action

The 2010 Act permits employers to take measures designed to redress
imbalances and counteract the effects of past discrimination. This is known in
the law as 'positive action' and is designed to ensure that people from
previously underrepresented groups can compete on equal terms with other
applicants.

Employers can encourage job applications from underrepresented groups by
the use of positive action statements in job adverts. It is UCL policy to do this.
Appointments must be made entirely on merit, though if the situation arises
that there are two equally strong candidates at interview the post can be
offered to the person from an underrepresented group.

Employers can also provide training or mentoring only for a particular group, if
in the preceding 12 months there were no persons from that group doing the
work, or their number is small in comparison with those employed in the rest
of the organisation, or in comparison with the population from which the
employer normally recruits.

Reasonable adjustments

The adaptations made in the workplace to enable a disabled person to work.
These can include specialist equipment, a change to the hours or location of
work or a reallocation of duties. The 'reasonable' test takes into account
several factors such as cost, impact on other team members, the nature of the
work and space.

Genuine Occupational Requirement (GOR)

An employer is allowed, when recruiting for a post, to treat job applicants
differently if possessing a particular characteristic is a genuine requirement for
that post. For example, it would be reasonable to require that a counsellor for
female students who had experienced sexual harassment was female.


Recruitment and Selection Policy                                                 3
Sample Job Descriptions                                                APPENDIX B
                                                                          SAMPLE
                                   University College London
                                     JOB DESCRIPTION

Title:                              Lecturer in ______________
Department:                         _______________________
Reports to:                         Head of Department
Grade:                              Grade 8.

Main purpose of the job:

To carry out research, teaching and administration within the Department,
especially in the area of __________________________.

Main duties and responsibilities:

    1. To teach at undergraduate and graduate level in areas allocated by the Head
        of Department and reviewed from time to time by the Head of Department.
    2. To carry out research and produce publications, or other research outputs, in
        line with personal objectives agreed in the Staff review process.
    3. To supervise or assist with supervision of undergraduate, taught graduate
        (Masters) or research graduate (MPhil/PhD) students.
    4. To contribute to the development, planning and implementation of a high
        quality curriculum.
    5. To assist in the development of learning materials, preparing schemes of
        work and maintaining records to monitor student progress, achievement and
        attendance.
    6. To participate in departmental and faculty seminars aimed at sharing
        research outcomes and building interdisciplinary collaboration within and
        outside the department.
    7. To participate in the development, administration and marking of exams and
        other assessments.
    8. To provide pastoral care and support to students.
    9. To participate in the administration of the department‟s programmes of study
        and other activities as requested.
    10. To contribute to departmental, faculty, or UCL-wide working groups or
        committees as requested.
    11. To maintain own continuing professional development.
    12. To actively follow and promote UCL policies, including Equal Opportunities.
    13. To maintain an awareness and observation of fire and health and safety
        regulations.
    14. To carry out any other duties commensurate with the grade and purpose of
        the post.
All academic staff are expected to demonstrate their ongoing commitment to
academic excellence; that is, to the conduct of research, publication, teaching,
enabling and other forms of knowledge transfer, at the highest levels of international
achievement.       For      more     information     on     UCL      standards    click
http://www.ucl.ac.uk/excellence/

This job description reflects the present requirements of the post, and as duties and
responsibilities change/develop, the job description will be reviewed and be subject
to amendment in consultation with the postholder.

Date
Recruitment and Selection Policy                                                     4
                                                                                SAMPLE
                                   University College London
                                          Department

    Lecturer

Person Specification

1. Knowledge
Essential:  THIS WILL BE SUBJECT SPECIFIC.
Desirable:  THIS WILL BE SUBJECT SPECIFIC.

2. Skills
Essential:           Teaching and other forms of public presentation.
                     Proven record of ability to supervise academic work by
                     undergraduates, masters and doctoral students.
                     Proven record of ability to manage time and work to strict deadlines.
                     Excellent interpersonal, oral and written communication skills.
                     Proven record of ability to conduct high quality research which is
                     reflected in the authorship of high quality publications, or other
                     research outputs, in the areas of ____________________________.

3. Aptitude
Essential:           Ability to work collaboratively.
                     Ability to share in organisation and management of masters
                     programmes.

4. Qualifications
Essential:     Masters Degree/PhD
Desirable:     PGCE (Postgraduate Certificate of Education) or other teaching
               qualification

5. Previous Experience
Essential:   Researching or teaching or other employment in SUBJECT SPECIFIC
Desirable:   Assessment of student work.
             Curriculum design.
             Pastoral care of students.

6. Personal Qualities
Essential:   Commitment to academic research.
             Commitment to high quality teaching and fostering a positive learning
             environment for students.
             Commitment to continuous professional development.
             Commitment to UCL‟s policy of equal opportunity and the ability to
             work harmoniously with colleagues and students of all cultures and
             backgrounds

7. Other requirements
Essential:    Membership of a relevant professional organisation.

                                                                                     Date




Recruitment and Selection Policy                                                        5
                                    UNIVERSITY COLLEGE LONDON

                                             Job Description


Job Title:                         Research Assistant

Department:

Reports to                         Principal Investigator of xxxxx project

Grade:                             Grade 6


Main Purpose

The postholder will be required to carry out research in the area of ……….,
including designing and running experiments, recording, analysing and writing
up the results ( as part of a research team ) .


Duties and Responsibilities

         To contribute to the design of a range of experiments in relation to the -
          ------project

         To set up and run experiments in consultation with the Principal
          Investigator, ensuring that experiments are appropriately supervised
          and supported. To record, analyse and write up the results of
          experiments.

         To prepare and present findings of research activity to colleagues for
          review purposes.

         To contribute to the drafting and submitting of papers to appropriate
          peer reviewed journals.

         To prepare progress reports on research for funding bodies as
          required.

         To contribute to the preparation and drafting of research bids and
          proposals.

         To contribute to the overall activities of the research team and
          department as required.

         To undertake a limited amount of teaching in relation to subject area.

         To contribute to the induction and direction of other research staff and
          students as requested.


Recruitment and Selection Policy                                                     6
         Responsible for ensuring that equipment is safe and maintained in
          working order.

         As duties and responsibilities change, the job description will be
          reviewed and amended in consultation with the postholder

         The postholder will carry out any other duties as are within the scope,
          spirit and purpose of the job as requested by the line manager or Head
          of Department/Division

         The postholder will actively follow UCL policies including Equal
          Opportunities and Race Equality policies

         The postholder will maintain an awareness and observation of Fire and
          Health & Safety Regulations.




Recruitment and Selection Policy                                               7
                                   UNIVERSITY COLLEGE LONDON

                                      Department of --------------

              Person Specification for the Post of Research Assistant



Knowledge – including Qualifications

Post Graduate Degree in relevant subject area

Knowledge of research techniques


Skills

Basic research skills

Ability to analyse and write up data

Ability to present complex information effectively to a range of audiences

Effective written and verbal communication skills


Experience

Experience of working in a research environment

Experience of multi-disciplinary working


Personal Qualities

Commitment to high quality research

Ability to work collaboratively and as part of a team

Commitment to UCL‟s policy of equal opportunity and the ability to work
harmoniously with colleagues and students of all cultures and backgrounds




Recruitment and Selection Policy                                             8
                                   UNIVERSITY COLLEGE LONDON

                                             Job Description


Job Title:                         Senior Research Associate

Department:

Reports to                         Head of Department

Grade:                             Grade 8


Main Purpose

To initiate, develop, design and be responsible for the delivery of a
programme of high quality research into ( the specific project – add some
details of the project ) . To recruit and lead a team of researchers to achieve
the project aims.


Duties and Responsibilities

         To design a programme of research into ------------

         To recruit, manage and lead a team of researchers to achieve the
          stated project aims.

         To oversee the setting up and running of the planned experiments,
          ensuring that experiments are appropriately supervised and supported.
          To ensure that results are recorded, analysed and written up in a timely
          fashion.

         To manage the research grants in accordance with UCL Financial
          Regulations and the conditions of the funding body

         To prepare and present findings of research activity to colleagues for
          review purposes.

         To submit papers to appropriate journals and attend and present
          findings at appropriate conferences.

         To prepare progress reports on research for funding bodies as
          required.

         To seek new areas of research and prepare and submit research bids
          and proposals that will enhance the reputation of UCL.

         To contribute to the overall activities of the department as required.


Recruitment and Selection Policy                                                   9
         To undertake a limited amount of teaching in relation to subject area.

         As duties and responsibilities change, the job description will be
          reviewed and amended in consultation with the postholder

         The postholder will carry out any other duties as are within the scope,
          spirit and purpose of the job as requested by the line manager or Head
          of Department/Division

         The postholder will actively follow UCL policies including Equal
          Opportunities and Race Equality policies

         The postholder will maintain an awareness and observation of Fire and
          Health & Safety Regulations.




Recruitment and Selection Policy                                                   10
                                   UNIVERSITY COLLEGE LONDON

                                      Department of --------------

          Person Specification for the Post of Senior Research Fellow

Experience

Expected to have gained an independent research reputation with evidence of
national recognition of achievement within the subject area

Evidence of completed research, which has been published, and a strong
publication record in high quality publications

Experience of leading and managing a research project

Knowledge – including Qualifications

Possess an expert knowledge of the field of ----------

Phd in relevant subject area

Extensive knowledge of research techniques and methodologies

Skills

Well developed leadership, management and influencing skills

Effective written and verbal communication skills

Ability to analyse and write up data

Ability to present complex information effectively to a range of audiences

Personal Qualities

Commitment to high quality research

Ability to work collaboratively and as part of a team

Commitment to UCL‟s policy of equal opportunity and the ability to work
harmoniously with colleagues and students of all cultures and backgrounds




Recruitment and Selection Policy                                             11
                                                                    APPENDIX C

Advertising Costs

All adverts should be dealt with through the Human Resources Administrative
Process Team

The central budget meets the following costs:

         HEFCE funded Academic posts (eg. Professorships, Lectureships) The
          full cost of up to two insertions.
         HEFCE funded Academic Related, Research and Non-academic posts
          Up to £600 towards the cost of one insertion.

The central budget does not bear the costs for Charity, Research Contract,
Research Council or EU supported posts.

It is suggested that grant applicants - if they know that the post will need to be
advertised - should build in the cost of advertising in to the application. If the
additional cost is awarded, then that can be used to contribute toward/meet
the cost of the advertisement. Otherwise departments are required to meet
the costs.

All adverts placed will be in the "two-column" format; in exceptional
circumstances very large adverts may need to use a three-column format. For
guidance, see sample adverts.

UCL will not bear the costs for colour adverts.

Any queries should be referred to your Human Resources Administrative
Process Team in the first instance.




Recruitment and Selection Policy                                                12
     APPENDIX D
   SAMPLE SHORTLISTING FORM (Adapted from „Lecturer‟ Person Specification in Appendix B)

   Post Name:________________________ Department/Division:_______________________ Grade/Scale:_________

   E = Essential Criteria                   Assessed by: A = Application                         Score: 0 = Not met
   D = Desirable Criteria                               I = Interview                                  1 = Partially met
                                                        T = Test                                       2 = Fully met

                                                                                                                Candidate Nº
Selection Criteria                                                                     A/I/T 1     2   3   4   5    6      7   8   9 10 11 12
THIS WILL BE SUBJECT SPECIFIC (E)
THIS WILL BE SUBJECT SPECIFIC (D)
Ability with teaching and other forms of public presentation (E)

Ability to supervise academic work by undergraduates, masters and doctorate students
(E)

Ability to manage time and work to strict deadlines (E)

Interpersonal, oral, and written communication skills (E)

Ability to work collaboratively (E)

Ability to share in organisation and management of masters programmes (E)




   Recruitment and Selection Policy                                                                                                   13
                                                                                                       Candidate Nº
Selection Criteria                                                               A/I/T 1   2   3   4   5   6   7   8   9 10 11 12
Educated to at least masters degree level (E)

PhD (D)

Experience researching or teaching or other employment in ____________________
(E)

Assessment of student work (D)

Curriculum design (D)

Pastoral care of students (D)

Committed to academic research (E)

Member of a relevant professional organisation (E)




   Recruitment and Selection Policy                                                                                       14
                                                                                                             Candidate Nº
Selection Criteria                                                                    A/I/T 1    2   3   4   5   6   7   8   9 10 11 12

                                                                     TOTAL SCORE
Comments:




  Signed               …………………………………………………………..                      Date ………………………….

  NOTE: Applicants are allocated a number. The selection panel then shortlists interview candidates based on how each meets the
  selection criteria, using the scoring key indicated. For example, the panel may agree to interview the top five scoring candidates
  who meet all essential criteria.




  Recruitment and Selection Policy                                                                                               15
                                                                    APPENDIX E


Monitoring the Recruitment and Selection Process

1. UCL is required by the Equality Act 2010 to monitor all of its recruitment
and selection activities to assess how its Equal Opportunities Policy is working
in practice.

2. Applications should normally be made online and candidates must
complete equality monitoring details as part of their online application. This
information is automatically separated from the rest of the application by the
online system (Rome).

3. If an applicant has a justifiable reason for not applying online (for example if
they require a hard copy application due to a disability), equality monitoring
information still must be captured. A hard copy of the application form to be
sent to the applicant, including the equality monitoring form can be found
here. Upon receipt of the completed application the equality monitoring form
must be separated from the rest of the application by someone not involved in
shortlisting. The details from the equality form will need to be added to the
applicant‟s online record and the information will then be separated as
described in paragraph 2.

4. Anonymised, aggregated data from the forms is presented annually to the
Human Resources Policy Committee and Committee for Equal Opportunities
in order to identify any patterns and monitor how UCL‟s recruitment and
selection policy is working in practice.




Recruitment and Selection Policy                                                 16
Sample Letters                                                     APPENDIX F
Communicating with Candidates – Invitation to Interview

The following must be used as a model on which to base a letter of invitation
to an interview. Aspects (such as presentation or test details) may be added,
but none of these elements should be deleted:

Dear

Thank you for your recent application for the above vacancy.

I am pleased to inform you that you have been shortlisted and you are invited
to attend an interview on (date) at (location).

If you have any particular requirements in relation to the interview or the
prospective job, please let us know immediately so we can discuss any
equipment or facilities you may need. We are requesting this information to
make the process as equitable as possible for each candidate.

Please bring with you to the interview evidence of your right to work in the UK
and the originals of your Academic qualifications.

Please telephone (Departmental Administrator) on (telephone number) to
confirm whether you will attend.

Yours sincerely,

Communicating with Candidates – Unsuccessful Application

Unless candidates have been told explicitly in the advertisement or in the
further particulars for the appointment that they should assume that they have
been unsuccessful if they have not been contacted by a specified date, it is
only courteous to inform them that their applications have been unsuccessful
as soon as is practicably possible after shortlisting or interview. The following
may be used as a model on which to base a letter of rejection if a candidate
has not been invited for an interview:

Dear

Thank you for your recent application for the above vacancy.

I regret to inform you that you have not been shortlisted on this occasion, as
we have been able to draw on a shortlist of candidates whose experience and
skills more closely match the requirements of the vacancy.

However, I do hope you will continue to apply for other posts at UCL for which
you feel qualified.

Thank you for your interest and I wish you every success in your future
career.


Recruitment and Selection Policy                                              17
Yours sincerely


Unsuccessful applicants can be expected to be disappointed at a rejection
and it is natural to want to let them down as gently as possible. Nevertheless,
one should not say things that are untrue, for example:


 “We were impressed with your application” (when quite clearly you were
  not)

 “There were a large number of better qualified candidates” (when there
  were not)

Communicating with Candidates – Unsuccessful Interview

The following may be used as a model on which to base a letter of rejection
following an unsuccessful interview:

Dear

Thank you for attending an interview for the above position.

I regret to inform you that after careful consideration you have been
unsuccessful on this occasion.

Thank you for your interest in this post. I hope you will soon be successful in
finding a suitable position.


Yours sincerely

Request for a Reference

The following may be used as a model on which to base a letter to a referee
following a successful interview. In addition, the reference pro forma below
may be used.

Dear

Re: (Applicant name)

The above-named is being considered for the post of (post title) and has
indicated that you would be willing to provide a reference. I should therefore
be most grateful if you would confirm for me:

(applicant name)’s title and service dates at your organisation
(applicant name)’s employment relationship to you as a referee
(applicant name)’s sickness/absence record over the last 24 months


Recruitment and Selection Policy                                             18
(applicant name)’s reason(s) for leaving your employ ( where applicable )

I am attaching a job description and person specification for the post of (post
title). I would be grateful if you would comment on the above name’s suitability
for the post, and provide any other relevant information.

Any information you can give will be treated in the strictest confidence.

May I take this opportunity of thanking you in advance for any help you are
able to give; your prompt reply would be much appreciated.

Yours sincerely




Recruitment and Selection Policy                                             19
                                                                                 UNIVERSITY COLLEGE LONDON
                                                                                 REFERENCE REQUEST

Applicant ..................................................................      Department .........................................

Referee ......................................................................


The Applicant states that he/she was employed by you:

as                                                                   from                                                to

Please state: Date Started:                                                Job Title:


                    Leaving Date:                                          Reason for Leaving:



Please give your assessment of applicant‟s performance (tick appropriate boxes):

                                                                                                    Less       than
                            Excellent             Good                     Satisfactory             Satisfactory    Unsatisfactory

Quality of Work


Relationship
with



Recruitment and Selection Policy                                                                                                         20
Colleagues


Communication


Attendance


Timekeeping


Number of days of sickness absence within the last 24 months:_____ Number of occasions:______

During the course of his/her employment did you have any reason to doubt the applicant‟s honesty?
YES/NO
Subject to a suitable vacancy and policy permitting would you re-employ the applicant?
YES/NO
Is there any further information you feel would be relevant to this appointment.

Signed .................................................................................    Date .......................................................

Position.................................................................................




Recruitment and Selection Policy                                                                                                                           21
                     Questions to Applicants                                        APPENDIX G

The primary purpose of an interview is to find out about the candidate‟s suitability for the
job through asking questions to obtain information. Ideally the candidate should spend
about 70-80% of the interview talking. This is achieved by:

           asking open questions with the intent of finding out things you do not know
            already; for example, „What are the main duties of your present role?‟, „describe
            the procedures you used when …‟, or „can you tell us exactly how …‟ Avoid
            asking open questions that require a lengthy and complicated answer as
            candidates will find it difficult to keep on track.

           using closed questions to check facts you are uncertain about (such as,
            something which the candidate has said earlier in the interview); for example, „Did
            I understand you to say that you managed all the staff in the section?‟

           asking questions that invite candidates to give you further information about things
            not previously explored but which they feel might be relevant; for example, „is
            there anything else about the work there that you want to tell us about?‟

The way questions are phrased can determine the responses given and may even get in
the way of discovering what it is you wish to know. For example in most circumstances it is
probably better to ask:

              „What did you like/dislike about...‟ rather than „obviously that was something you
              would not have enjoyed‟, which is only likely to get the answer „yes‟.

              „Tell us about the responsibilities you‟ve had to carry out and the sort of deadlines
              to which you‟ve had to work‟ rather than „you‟ll gather that we need someone who
              can handle pressure - are you able to do that?‟

Hypothetical questions should be used with care as they potentially generate hypothetical
answers that may not reflect the way the individual actually behaves. It is sometimes better
to ask about actual behaviour in situations the applicant has previously encountered. If you
feel that a hypothetical question is needed, ensure that the situation you outline is
something that the applicant would be likely to encounter early in his/her appointment.
Follow the question by asking for an example of something similar that the applicant has
dealt with in a previous job.

Other types of questions are:
Leading questions – these should be avoided as they inform or suggest to the candidate
the answer which will most help their application. For example, it would be better to ask
„Tell us about the figure work in your present job‟ rather than „there is a lot of figure work in
this job, is this something you are good at?‟
Multiple choice questions – these are questions that give the candidate a choice of two or
more possibilities given by the interviewer. These questions will only tell you which answer
is preferred by the candidate, they will not enable the candidate to give you a full, honest
answer about their skills and experience and should not be used.
Double questions – double or two part questions are often confusing and a candidate might
easily forget the second part of the question. They also give the candidate a way of
ignoring something that they don‟t want to discuss by talking at length to only one part of
the question. It is better to ask each question individually.


Recruitment and Selection Policy                                                                22
During the interview, the interviewers should:

           make sure the questions have been answered

           tell the candidate if they have not understood an answer and ask for clarification

           use supplementary questions to elicit further information and to probe for more in-
            depth answers

           stay in charge of the interview. Tactfully interrupt a candidate‟s answer if it is
            clear that s/he is not answering the question asked

           summarise and restate the candidate‟s answer to ensure full understanding,
            giving the candidate a chance to correct any misunderstandings




Recruitment and Selection Policy                                                                 23
                     Guidelines For Giving References                           APPENDIX H

Generally, all information given in a reference should be based on fact or be capable of
independent verification. Caution should be taken about giving any subjective opinion
about an individual‟s performance, conduct or suitability that cannot be substantiated with
factual evidence.

Legal Aspects

The author of a reference owes a duty of care to the person about whom it is written and
may be liable in damages to that person for negligence if loss is caused as a result of the
employer‟s failure to exercise reasonable care in the preparation of a reference. Liability
may come about through carelessness either as to matter of fact or in the formulation of
opinion and there is a duty for employers to:

           take reasonable skill and care to ensure the accuracy of a reference.
           provide a reference which is in substance true, accurate and fair
           not give an unfair or misleading impression overall, even if the components are
            factually correct

In cases where it is alleged that a referee has provided a misleading reference, for a claim
to be successful it would have to be established that:

          1. the information provided in the reference was misleading
          2. the provision of such misleading information was likely to have a material effect
             upon the mind of a reasonable recipient of the reference to the detriment of the
             claimant
          3. the defendant was negligent in providing such a reference

An employer will not be liable for references that are not comprehensive unless the
omission of the information has the effect of giving a misleading impression of the
employee. There is no liability for libel provided the employer believes the information in
the reference is correct and is given without malice.

UCL has insurance that covers both itself and individual members of staff (as employees)
against claims arising from a reference (subject to an excess of £10,000). This covers
references written by a member of staff in the context of his/her employment with UCL and
does not cover references where the individual is acting in his/her private capacity (e.g. a
character reference on behalf of a neighbour or friend). This cover is extended to include
references from an individual who was previously employed by UCL for a period of one
year from the date of leaving. In the event of being challenged over a reference, the
referee who provided the reference must never admit liability as this may invalidate the
insurance policy. The matter should be referred to the Director of Human Resources.

Telephone References

If possible, such requests should be declined other than in exceptional circumstances since
information given in this way could easily be subject to misinterpretation. Where telephone
references are given, statements should not be made that a referee would not be willing to
make in writing; the information should be based on fact or be capable of independent
verification and the response followed up immediately with a faxed reference.

Data Protection

Recruitment and Selection Policy                                                           24
The Data Protection Act 1998 gives the employee the right, on request, to be supplied with
information constituting any personal data held by the employer. However, if the disclosure
of this information would identify a third party (in this case, the ex-employer) the request
can be refused unless:
        the third party has consented to the disclosure
        it is reasonable to comply with the request without consent. Regard should be
           given to any duty of confidentiality owed to the third party.

Record-keeping

A copy of the reference should be placed on the individual‟s personal file.

Liability And Disclaimers

A reference should contain the following disclaimer in its final paragraph:

“In accordance with UCL‟s normal practice this reference is given in good faith and in
confidence, without legal liability on behalf of the author or UCL”




Recruitment and Selection Policy                                                         25
APPENDIX I

                                   Information to be provided by CV applicants
                                        UNIVERSITY COLLEGE LONDON

To be completed by all those submitting a CV in application for a post with University
College London. Our equal opportunities policy includes the provision that in recruitment,
the only consideration must be that the individual meets or is likely to meet the genuine
requirements of the job. No one will be discriminated against on the basis of sex, age,
race, colour, ethnic origin, physical disability, marital status, sexual orientation, caring or
parental responsibilities, or belief on any matters including religion and politics.

Please complete this form in black ink/biro or by typing or an audio cassette.
Application for the position of:

Department:                                        Ref No or Job Code:

Surname:                                           Title:

Other Name(s):                                     Preferred Forename:

Address:                                           Telephone numbers and email address
                                                   where we may contact you

                                                   Work tel:
                                                   Home tel:
                                                   Email:


PERSONAL INFORMATION

Do you require permission / a Certificate of Sponsorship to take up Yes/No
employment in the UK?
(Immigration Asylum and Nationality Act 2006 and UK Border Agency
Immigration        rules      –  see     Border      Agency     website
http://www.ukba.homeoffice.gov.uk/workingintheuk/tier2/
Do you need to register under the Home Office EU Accession State
Worker              Registration       Scheme?                      (See Yes/No
http://www.ukba.homeoffice.gov.uk/workingintheuk/eea/wrs/ for more
information)
Are      you     a     Bulgarian   or   Romanian      National?     (See
http://www.ukba.homeoffice.gov.uk/workingintheuk/eea/bulgariaromania/
for more information)
Have you any unspent criminal convictions in line with the Rehabilitation
of Offenders Act 1974? If so, please specify below or on a separate Yes/No
sheet.
Appointment to certain posts, as stated in the advertisement and job
pack, is subject to a criminal record check. By signing the Declaration
you accept that the organisation will seek information from the Criminal
Records Bureau and any associated special lists, where we have stated
it is necessary to do so.
Do you have a Personal Relationship with any member of staff or
Yes/No
Recruitment and Selection Policy                                                                  26
student at UCL?

If so, please give details:



See http://www.ucl.ac.uk/hr/docs/personal_relationships.php for more details


Where did you see this vacancy advertised?



Current or former UCL staff/students please enter your UPI number if known:



To the best of my knowledge the answers given to the questions contained in this
application and all statements made are true and accurate. Any falsification may be
considered sufficient cause for rejection or, if employed, dismissal.


Signature of Applicant.............................................................Date...............




Recruitment and Selection Policy                                                                         27
Retention of Information

Records of all unsuccessful applications will be kept by UCL for a period of 12 months from
the date that an appointment decision is notified, together with brief notes. This information
is kept for monitoring purposes, as evidence should a claim of unlawful discrimination be
made against UCL and is a requirement of central government in the event that the person
appointed to the position originates from outside the European Economic Area, and a
Certificate of Sponsorship is required by the Home Office.



Office use only

Applicant meets person specification criteria                               Yes/No


Invite for first interview                                                  Yes/No


Invite for second interview                                          Yes/No




Reasons if applicant is not selected for interview or not successful at final interview (date
and sign):




Recruitment and Selection Policy                                                           28
                                                                                                Applicant Nº:
                                                CONFIDENTIAL
                             EQUAL OPPORTUNITIES CLASSIFICATION FORM
University College London has a commitment to ensuring that staff are appointed, and promoted on the basis
of merit, regardless of ethnic origin, sex or disability, sexual orientation, race, colour, nationality (within
current legislation), marital status, caring or parental responsibilities, age, or beliefs on matters such as
religion and politics.
Monitoring enables us to see what is happening in practice, to assess the impact of our equal opportunities
policy and its implementation, to set any targets for improvements, and measure progress. To enable us to
do this, and to make the exercise successful, we rely on the following details.
On receipt, this form will be separated from your application form/CV. The information provided will be
treated in the strictest confidence and will only be used for the purposes of monitoring. Thank you for your
co-operation.
Name                                                    Job Title/Ref. Nº
   Please complete all 5 sections:

    1.       Ethnic Group                               2.      Sex

         A       White                                                 Male               Female
                 British
                 Irish                                  3.      Nationality
                 Any other White background

         B       Mixed Race                                     Are you disabled or do you have an impairment
                                                        4.      or medical condition?
                 White and Black Caribbean
                 White and Black African                        Yes
                 White and Asian                                No
                 Any other Mixed Race background                (Examples of a ‘condition’ may include
                                                                impairment of senses, co-ordination, memory,
         C       Asian or Asian British                         mobility, learning, health or well being. )
                 Indian                                 5.      Date of birth
                 Pakistani
                 Bangladeshi                            6.      Religious Belief
                 Any other Asian background                     Do you have a religion?            Yes
                                                                                                   No
                                                                If yes, please confirm your religion:
                                                                Buddhist
         D       Black or Black British                         Christian
                 Caribbean                                      Hindu
                 African                                        Jewish
                 Any other Black background                     Muslim
                                                                Sikh
         E       Chinese                                        Other
                 Chinese                                                 Please specify

         F       Other Ethnic Group                             Prefer Not to Say

                 Any other background                   7.      Sexual Orientation
                                                                Bisexual
                                                                Gay man
                                                                Gay woman / Lesbian
                                                                Heterosexual / Straight
                                                                Other
                                                                        Please specify
                                                                Prefer not to say
Recruitment and Selection Policy                                                                            29
REHABILITATION OF OFFENDERS ACT 1974

The Rehabilitation of Offenders Act 1974 is intended to ensure that a person convicted of a criminal offence
(whether in Great Britain or abroad), not involving a sentence of more than 2.5 years‟ imprisonment who has
not since re-offended for a specified period of time (a rehabilitation period) related to the severity of their
sentence is treated as if the offence, conviction and sentence had never occurred.

Sentences of more than 2.5 years put an individual concerned outside the scope of the Act. Such convictions
can never therefore become spent.

(Exceptions) (Amendment) order 1986

Exempted professions NOT covered by The Rehabilitation of Offenders Act 1974 are:-

               Medical practitioner

               Barrister (in England and Wales), advocate (in Scotland), solicitor;

               Chartered accountant, certified accountant;

               Dentist, dental hygienist, dental auxiliary;

               Veterinary surgeon;

               Nurse, midwife;

               Ophthalmic optician, dispensing optician;

               Pharmaceutical chemist;

               Registered teacher (in Scotland);

               Any profession to which the Professions Supplementary to Medicine Act 1960
                applies and which is undertaken following registration under the Act




Recruitment and Selection Policy                                                                            30
     Recruitment and Selection Checklist                                 APPENDIX J


(See also Appendix N „Good Practice regarding disabled candidates‟.)

Stage 1 – Preparation and Advertising
                o Review the necessity for the job

                o Review and revise the details of the role (Job Description / Person
                  Specification)

         Seek financial approval to fill the vacancy

         Prepare the advert

         View the redeployment website and consider suitable redeployees

         Advertise the post

         Prepare the pack of further particulars

         Plan the process for application packs being requested and received

         Select the members of the Interview Panel

         Plan the interview arrangements – devise interview questions, selection tests,
          presentation details etc; set date(s); book room

         Prepare the shortlisting form


Stage 2 – Shortlisting and Interviews
         Start the EO monitoring process

         Shortlist

         Write to successful / unsuccessful candidates

         Conduct the interviews / selection tests / presentations etc

         Check eligibility to work in the UK documents and qualifications at interview. Contact
          your HR Assistant if you are unclear as to which documents show the ongoing right
          to work. Please alert your HR Assistant at the earliest opportunity where a certificate
          of sponsorship is required


Stage 3 - Selection
         Make the selection decision

         Complete the EO monitoring process

Recruitment and Selection Policy                                                              31
         Verbally make a conditional offer to the preferred candidate

         Complete the appointment paperwork and send it to HR with the completed EO
          monitoring form and other required documentation (e.g. financial approval, advert,
          job description, application form/CV qualification certificates / permission to work and
          reference letters if available). HR will check the permission to work documents.

         Write to unsuccessful candidates




Recruitment and Selection Policy                                                               32
Right to Work Documents                                                       Appendix K

IMMIGRATION, ASYLUM AND NATIONALITY ACT 2006

The Immigration, Asylum and Nationality Act 2006 (the 2006 Act) came into force on 29
February 2008. This replaces the previous provisions of the Asylum and Immigration Act
1996 (the 1996 Act).

Sections 15 - 25 of the 2006 Act set out the criminal offences of employing someone who
does not have permission to be in, or to work in, the United Kingdom.         The Act does
provide a defence against a potential charge of employing an illegal worker if we can show
that the person produced an "official document" when they commenced employment. You
are asked to provide one of the following “official documents”.

Official Documentation

For further advice on approved documentation, contact Human Resources.

LIST A

Single documentation:

       Passport showing the holder is a British citizen and having the right of abode in the UK

       Passport or national identity card from an EEA country or Switzerland or visa stamp
        showing permission to work

       Residence permit, registration certificate or Home Office or Border Agency document
        indicating rights of permanent residence to an EEA or Swiss national or family member

       A passport, biometric ID card or other travel documents indicating the holder is exempt
        from immigration control, is allowed to stay indefinitely in the country or has no time limit
        on their stay.

Combination documentation:

        P45, P60, NI number card or letter from an approved Government agency. (Please note that a
         National Insurance number does not automatically indicate that the individual is eligible to
         work, and is not sufficient evidence), plus:

        Immigration Status Document (ISD) with indefinite leave to remain

        Full UK, Channel Islands, Isle of Man or Irish birth certificate

        Full UK, Channel Islands, Isle of Man or Irish adoption certificate

        Certificate of registration or naturalisation as a British citizen

        Letter issued by the Home Office or UK Border Agency indicating indefinite leave to
         remain

LIST B

Single documentation:
Recruitment and Selection Policy                                                                  33
    Entitlement to work for up to 12 months

    Passport or travel document endorsed for specific types of work, provided a CoS is not
     required

    Biometric Immigration document indicating the personis permitted to stay in the UK and
     do the work in question

    A residence card or document issued to a family member of a national of a EEA country
     or Switzerland

Combination documentation:

    A certificate of sponsorship with passport, ISD or other travel document indicating leave
     to remain (this must be checked in HR on day one of commencing employment), or

    Certificate of application and Application registration card for a family member of a
     national of a EEA country or Switzerland, or

    P45, P60, NI number card or letter from an approved Government agency plus ISD giving
     limited leave to remain or Letter from the Home Office or Border Agency confirming limited
     leave to remain


These documents MUST be checked before you start working.

CERTIFICATES OF SPONSORSHIP (Previously WORK PERMITS)

If you do not have automatic permission to work in the UK you may still be able to apply for
a certificate of sponsorship under the new points based immigration system. This replaces
the previous system of applying for a work permit.

If you meet the following criteria, UCL may offer you a certificate of sponsorship (CoS).
This, along with confirmation of your competence in English and maintenance requirements
will be considered by the UK Border Agency when considering your entry clearance / leave
to remain in the UK.

Criteria for issuing a CoS:
 The job is in a „designated shortage‟ occupation
 It passes the Resident Labour Market Test (RLMT)
 The job is at S/NVQ3 level or above
 Minimum salary levels

For more detailed information about working in the UK please go to the UK Border Agency
website http://www.ind.homeoffice.gov.uk/workingintheuk/.




Recruitment and Selection Policy                                                            34
UCL Equal Opportunities Policy Statement                             APPENDIX L


The equal opportunity policy of UCL is that in the recruitment, selection, education and
assessment of students, and in the recruitment, selection, training, appraisal, development
and promotion of staff, the only consideration must be that the individual meets, or is likely
to meet the requirements of the programme or course or post.

The requirements being met, no student or employee will be discriminated against on the
basis of their sex, race, colour, ethnic origin, nationality (within current legislation),
disability, sexual orientation, marital status, caring or parental responsibilities, age, or
beliefs on matters such as religion and politics.

UCL is committed to provide a learning, working and social environment in which the rights
and dignity of all its members are respected, and which is free from discrimination,
prejudice, intimidation and all forms of harassment including bullying.

This Policy means that all students and employees of UCL have the right to study or work
in an environment free from discrimination, prejudice and all forms of harassment or
bullying.

UCL is committed to a programme of action to ensure that its policy is implemented and
monitored at an organisational and individual level.




Recruitment and Selection Policy                                                           35
    Standard Terms and Conditions                                             APPENDIX M

                                      Academic Staff

SALARY
The post is graded as Grade X, the salary for which ranges from £00,000 to £00,000
(excluding London Allowance). Progression through the salary scale is incremental. Cost of
living pay awards are negotiated nationally and are normally effective from 1 st August each
year.

RELOCATION SUPPLEMENT
In addition to removal expenses a relocation supplement of £9,000 may be payable where
it is necessary to relocate to take up an appointment at UCL.

PROBATION
Probationary lecturers appointments are subject to a three year probationary period which
includes undertaking a Certificate in Learning and Teaching in Higher Education.

HOURS OF WORK
There are no fixed number of hours of work for Academic staff. However, a notional
working week of 36.5 hours is used to assist in workload planning and calculations related
to salary.

HOLIDAYS
No specific periods of annual leave are specified. However, a notional 27 days annual
leave per year is used to assist in workload planning and calculations related to salary. Any
annual leave taken will normally be taken in the university vacations as approved by the
Head of Department. UCL also closes for a period at Christmas and Easter, at which times
staff benefit from a total of 6 „closure days‟ in addition to Bank Holidays.

SABBATICAL LEAVE
Academic staff who have completed probation are entitled to apply for sabbatical leave for
one term in every three years.

PENSION
The postholder will be eligible to join the Universities Superannuation Scheme, which is a
final salary scheme with a current employee contribution rate of 6.35% and an employer
contribution rate of 16% of salary.

SEASON TICKET LOANS
A season ticket loan is available to staff who have successfully completed their
probationary period with the facility to repay through a monthly deduction from salary.

OTHER BENEFITS

Other benefits of joining UCL as a staff member are many and include:

      Access to an extensive range of in-house staff development opportunities. Staff have
       full use of the UCL libraries and UCL operates a Study Assistance Scheme for those
       undertaking part-time work-related study.

       An excellent location for transport networks being near Euston, Kings Cross and St.
        Pancras stations and a choice of underground stations connected to London‟s other
        mainline stations. A wide range of bus routes serves the area.
Recruitment and Selection Policy                                                        36
       UCL lies in Bloomsbury, just north of Oxford Street, Covent Garden and the heart of
        the West End with access to shops, theatres, cinemas, bars and restaurants. UCL
        also has its own 550 seat West End arts venue (Bloomsbury Theatre) which hosts
        drama, dance, music, debates and lectures during the year

       The main campus has subsidised cafeterias/bars and shops, gym, hairdresser and a
        travel agent. UCL staff can also benefit from corporate membership at a Tottenham
        Court Road gym.




Recruitment and Selection Policy                                                        37
                                       Research Staff

SALARY
The post is graded as Grade X, the salary for which ranges from £00,000 to £00,000
(excluding London Allowance). Progression through the salary scale is incremental. Cost of
living pay awards are negotiated nationally and are normally effective from 1st August each
year.

PROBATION
Appointments are subject to receipt of satisfactory references and a probationary period of
9 months.

HOURS OF WORK
Full time hours for Research staff average 36½ hours per week and times of work are as
determined by the Head of Department.

HOLIDAYS
Annual leave is 27 working days for a full time member of staff.
UCL also closes for a period at Christmas and Easter, at which times staff benefit from a
total of 6 „closure days‟ in addition to Bank Holidays.

PENSION
The postholder will be eligible to join the Universities Superannuation Scheme, which is a
final salary scheme with a current employee contribution rate of 6.35% and an employer
contribution rate of 16% of salary.

SEASON TICKET LOANS
A season ticket loan is available to staff who have successfully completed their
probationary period with the facility to repay through a monthly deduction from salary.

OTHER BENEFITS

Other benefits of joining UCL as a staff member are many and include:

       Access to an extensive range of in-house staff development opportunities. Staff have
        full use of the UCL libraries and UCL operates a Study Assistance Scheme for those
        undertaking part-time work-related study.

       An excellent location for transport networks being near Euston, Kings Cross and St.
        Pancras stations and a choice of underground stations connected to London‟s other
        mainline stations. A wide range of bus routes serves the area.

       UCL lies in Bloomsbury, just north of Oxford Street, Covent Garden and the heart of
        the West End with access to shops, theatres, cinemas, bars and restaurants. UCL
        also has its own 550 seat West End arts venue (Bloomsbury Theatre) which hosts
        drama, dance, music, debates and lectures during the year

       The main campus has subsidised cafeterias/bars and shops, gym, hairdresser and a
        travel agent. UCL staff can also benefit from corporate membership at a Tottenham
        Court Road gym.




Recruitment and Selection Policy                                                         38
                                   Support Staff - Grades 1 - 6

SALARY
The post is graded as Grade X, the salary for which ranges from £00,000 to £00,000
(excluding London Allowance). Progression through the salary scale is incremental. Cost of
living pay awards are negotiated nationally and are normally effective from 1 st August each
year.

PROBATION
Appointments are subject to receipt of satisfactory references and a probationary period of
6 months.

HOURS OF WORK
Full time hours are 36½ hours per week and times of work are as determined by the Head
of Department.

HOLIDAYS
Annual leave is 27 working days for a full time member of staff.
UCL also closes for a period at Christmas and Easter, at which times staff benefit from a
total of 6 „closure days‟ in addition to Bank Holidays.

PENSION
The postholder will be eligible to join the Superannuation Arrangements of the University of
London, which is a final salary scheme with a current employee contribution rate of 6% and
an employer contribution rate of 13% of salary.

SEASON TICKET LOANS
A season ticket loan is available to staff who have successfully completed their
probationary period with the facility to repay through a monthly deduction from salary.

OTHER BENEFITS

Other benefits of joining UCL as a staff member are many and include:
    Access to an extensive range of in-house staff development opportunities. Staff have
     full use of the UCL libraries and UCL operates a Study Assistance Scheme for those
     undertaking part-time work-related study.

       An excellent location for transport networks being near Euston, Kings Cross and St.
        Pancras stations and a choice of underground stations connected to London‟s other
        mainline stations. A wide range of bus routes serves the area.

       UCL lies in Bloomsbury, just north of Oxford Street, Covent Garden and the heart of
        the West End with access to shops, theatres, cinemas, bars and restaurants. UCL
        also has its own 550 seat West End arts venue (Bloomsbury Theatre) which hosts
        drama, dance, music, debates and lectures during the year

       The main campus has subsidised cafeterias/bars and shops, gym, hairdresser and a
        travel agent. UCL staff can also benefit from corporate membership at a Tottenham
        Court Road gym.




Recruitment and Selection Policy                                                         39
                                   Support Staff - Grades 7 and above

SALARY
The post is graded as Grade X, the salary for which ranges from £00,000 to £00,000
(excluding London Allowance). Progression through the salary scale is incremental. Cost of
living pay awards are negotiated nationally and are normally effective from 1 st August each
year.

PROBATION
Appointments are subject to receipt of satisfactory references and a probationary period of
9 months.

HOURS OF WORK
Full time hours average 36½ hours per week and times of work are as determined by the
Head of Department.

HOLIDAYS
Annual leave is 27 working days for a full time member of staff.
UCL also closes for a period at Christmas and Easter, at which times staff benefit from a
total of 6 „closure days‟ in addition to Bank Holidays.1

PENSION
The postholder will be eligible to join the Universities Superannuation Scheme, which is a
final salary scheme with a current employee contribution rate of 6.35% and an employer
contribution rate of 16% of salary.

SEASON TICKET LOANS
A season ticket loan is available to staff who have successfully completed their
probationary period with the facility to repay through a monthly deduction from salary.

OTHER BENEFITS

Other benefits of joining UCL as a staff member are many and include:

       Access to an extensive range of in-house staff development opportunities. Staff have
        full use of the UCL libraries and UCL operates a Study Assistance Scheme for those
        undertaking part-time work-related study.

       An excellent location for transport networks being near Euston, Kings Cross and St.
        Pancras stations and a choice of underground stations connected to London‟s other
        mainline stations. A wide range of bus routes serves the area.

       UCL lies in Bloomsbury, just north of Oxford Street, Covent Garden and the heart of
        the West End with access to shops, theatres, cinemas, bars and restaurants. UCL
        also has its own 550 seat West End arts venue (Bloomsbury Theatre) which hosts
        drama, dance, music, debates and lectures during the year




1
 For identified posts staff may be required to work in the closure periods, in which case these closure day are
added to the annual leave entitlement.
Recruitment and Selection Policy                                                                            40
       The main campus has subsidised cafeterias/bars and shops, gym, hairdresser and a
        travel agent. UCL staff can also benefit from corporate membership at a Tottenham
        Court Road gym.




Recruitment and Selection Policy                                                      41
 Information on UCL                                                               APPENDIX N

Introduction

UCL is one of the UK's premier universities and is ranked in the world's top 10. It is a world-
class research and teaching institution based in London whose staff and former students
have included 20 Nobel Prize winners. Founded in 1826, it was the only university in
England at that time which admitted students regardless of race or religion. UCL was also
the first to admit women on equal terms with men. Today, UCL is an inspiring university in
which to work and study and it continues to thrive on the diversity and creativity of its
community.

UCL is in practice a university in its own right, although constitutionally a college within the
federal University of London. With an annual turnover exceeding £ 700 million, it is
financially and managerially independent of the University of London.

The UCL community

UCL currently employs approximately 8,000 staff and includes academic units as diverse
as the Slade School of Fine Art, the Mullard Space Science Laboratory and the Institute of
Child Health, which is associated with Great Ormond Street Hospital. In total, there are 54
Academic Departments and Institutes whose activities span the following: arts and
humanities, social and historical sciences, law, architecture and the built environment,
engineering sciences, mathematical and physical sciences, life and clinical sciences, and
medicine. UCL's academic and research staff are a truly international community with more
than a quarter coming from 84 countries outside the UK.

The UCL student community comprises 12,600 undergraduates and 8,500 graduate
students, of whom over 30% come from 130 countries outside the UK. UCL currently offers
270 undergraduate programmes and more than 210 taught postgraduate programmes as
well as the opportunity to carry out postgraduate research in all of its subjects.
Approximately 40% of the student community is engaged in graduate studies, with about
37% of these graduate students pursuing research degrees.

Quality of UCL's teaching and research

Two measures of the current quality of UCL's teaching and research are the results of the
external teaching quality assessment reviews and the periodic Research Assessment
Exercise (RAE).

The results of the UK's latest research assessment exercise (RAE 2008) confirm the
international excellence of UCL's research. The numbers of our researchers shown in RAE
2008 to be carrying out world-leading research place UCL among the top three universities
in the UK. Of the 1800 researchers submitted by UCL for RAE 2008, 95% were deemed to
have an international level of esteem. The range of UCL's research excellence was
demonstrated by outstanding results in RAE 2008 in academic disciplines as diverse as
biomedical sciences, architecture and the built environment, economics, law, philosophy
and history

Another measure of UCL's research excellence has been its success in bidding for external
competitive funds from the Joint Infrastructure Fund (JIF) and the Science Research
Investment Fund (SRIF). With the addition of required matching funds, JIF and SRIF are


Recruitment and Selection Policy                                                               42
allowing UCL to invest more than £ 350 million into state-of-the-art infrastructure for cutting-
edge research and teaching programmes.

Equality

UCL is proud of its longstanding commitment to equality and to providing a learning,
working and social environment in which the rights and dignity of its diverse members are
respected. The Equalities website has everything you need to know about Equalities at
UCL and some initiatives are highlighted below:

         Sabbatical Leave following maternity - UCL provides one term of sabbatical leave
          without teaching commitments for research-active academics returning from
          maternity, adoption or long-term carer's leave. This support for returners enables
          staff to more quickly re-establish their research activity.
         Achievement of five Athena SWAN awards - for good employment practice for
          women working in science, engineering and technology (SET) in higher education
          and research.
         Tackling underrepresentation - UCL has two workforce equality targets. These
          targets are to increase the employment of black and minority ethnic (BME) support
          staff in grades 1-8 to 31% in line with the economically active BME population of
          Greater London; and to incrementally equalise the representation of men and
          women in senior grades (9 and 10) with the ultimate aim of a 50:50 split of women
          and men at this level.
         Encouraging flexibility - 82% of respondents to the 2009 UCL staff survey felt that
          their working time could be flexible. UCL's Work Life Balance policy gives employees
          the right to request a flexible working pattern.

Location and working environment

Based in Bloomsbury, UCL is a welcoming, inclusive university situated at the heart of one
of the world's greatest cities.

UCL's central campus is within easy reach of Euston, Kings Cross and Marylebone
mainline stations, the new Eurostar terminal at St.Pancras and the following Underground
stations - Euston Square, Warren Street, Goodge Street and Russell Square. Road
connections to the M1 and M40 motorways give easy access to the north and west road
networks. There are also good public transport links to Heathrow airport.




Recruitment and Selection Policy                                                             43
Checklist Regarding Disabled Candidates                                       APPENDIX O

Preparation and advertising: Consider what adjustments future disabled staff or applicants
may need, and make them in advance if at all possible. Information is available on UCL‟s
Disability web site under „Who can help at UCL‟.

Consider advertising relevant vacancies to reach potential disabled candidates e.g.
Disability Now website, and/or through Job Centre Plus

Encourage disabled people to apply, state in the application pack that disclosure of
disability status wont effect their application.

Know where to obtain information in different formats. Link to EPO Allow submission of
applications in different formats.

Interviewing: Identify any particular needs or arrangements for interview in consultation with
applicants (see also reasonable adjustments for specific impairments and interviews)

Check the accessibility of the building, interview and test rooms, to make any reasonable
adjustments in advance e.g. the approach to the building, entry points, reception, signage,
toilets, suitable parking, lighting, noise levels in interview room, egress in an emergency,
furniture and room lay out and identify and remedy any potential obstacles.

Could Access to Work help with the cost of adjustments? See link (Access to Work can
pay up to 100% of the approved costs of help with communicator support at interview.)

Ask any disabled candidates if they require extra time to complete tests, or if they require
non standard equipment for taking a test? e.g. large print documents or a special keyboard
or monitor

Has at least one panel member attended disability awareness training?

If appropriate, consider meeting the disabled candidate to show them to the venue

Do reception or security staff know how to welcome and assist the disabled candidate?

Remember to offer constructive feedback to unsuccessful disabled candidates if they want
it.

Consider asking for feedback from disabled candidates and disabled staff on further
improving the process.

Appointment: Discuss reasonable adjustments to the workplace, or job in a suitably private
environment, only if the disabled candidate is successful at interview. Consider also egress
in an emergency and access to the UCL estate as well as the department. Ensure any
questions are practical but not intrusive. See reasonable adjustments. Advice is available
from UCL‟s Occupational Health Service regarding adjustments to work premises,
practices, equipment or the job itself.

Terms and conditions should reflect any reasonable adjustments agreed with the new
member of staff.

Make sure disabled member of staff knows what advice and support is provided by UCL.
Recruitment and Selection Policy                                                           44
Share information about an individual‟s needs with others only on a „need to know basis‟.
This should cover necessary practical arrangements. There should rarely be any need to
disclose any specific information about a disabled person‟s impairment. Ask permission
from the disabled person before disclosing information to others.

In consultation with disabled employee consider awareness training for colleagues.

Determine within the first 6 weeks of their starting work whether the disabled new employee
qualifies under the Access To Work Programme and has made an application

Address and review any support required, aids/adaptations, or other issues for disabled
staff during the induction period and review these with disabled staff on an ongoing basis
and as part of staff review/appraisal.




Recruitment and Selection Policy                                                             45
Management Competencies                                                                                 APPENDIX P




Competency expectations of post holders with management responsibilities


   Leadership

             Develops and delivers the strategy of the team/division/ department /faculty/UCL
             Maintains an awareness of the wider context (UCL wide, national and international as
              appropriate) and responds accordingly
             Promotes excellence in areas of teaching, research, administration and the provision of
              support services
             Addresses challenges and manages change in support of corporate and local objectives
             Promotes the activities of the team/division/department/faculty both internally and
              externally as appropriate
             Demonstrates effective self management and focus


   People management

             Recruits and manages individuals effectively to create a high performing team
             Provides leadership, direction and feedback on team and individual objectives
             Facilitates training and the development of an appropriate skills base within the team
             Encourages personal development and helps others to learn
             Fosters two way communication and effective team-working


Recruitment and Selection Policy                                                                                46
   Resource management

             Manages project and other workloads to meet timescales, budgets and deliverables
             Acquires and manages budgets and other resources effectively
             Ensures regular review of teaching, research, knowledge transfer, enabling and support
              activities to maximise effectiveness and impact
             Manages relationships with sponsors/funding bodies/collaborators/other faculties or other
              teams to deliver results
             Understands risk culture, including the taking of opportunities while managing risk. Puts
              measures in place to identify, manage and minimise risks (e.g. financial, business
              continuity, health & safety)


   Organisational citizenship/awareness

              Promotes UCL‟s values and corporate objectives to colleagues and externally to UCL
              Demonstrates a commitment to (and promotes) equality and diversity ensuring UCL is an
               inclusive environment in which individuals are respected and unacceptable behaviours
               challenged
              Manages self and others in accordance with UCL policies and contributes to policy
                development as appropriate
              Contributes to cross disciplinary activity
              Participates actively in Departmental, Faculty and UCL wide Committees, Working
               Parties, Investigatory Panels and other corporate roles as required



18th April 2007

Recruitment and Selection Policy                                                                          47
                                                                      APPENDIX Q

Reference Template (Only to be used if requesting academic references before
interview/selection for an academic position) For the current employer
reference please use this template after the provisional job offer has been
made.

The following may be used as a model on which to base a letter to an
academic referee.

Dear

Re: (Applicant name)

The above-named is being considered for the post of (post title) and has
indicated that you would be willing to provide an academic reference. I should
therefore be most grateful if you would confirm for me:

How long, and in what capacity, have you known (applicant name)? Do you
know the candidate personally, or is your acquaintance mainly a professional
one? What is the extent of your current professional contact with (applicant
name)?

I am attaching a job description and person specification for the post of (post
title). I would be grateful if you would comment on the above name‟s suitability
for the post.

Options:
In addition your responses, if possible, on the following specific questions
would be particularly valued:

- How would you characterise the candidate’s field of expertise? How important
  is this field in the discipline today?
- How would you gauge the candidate’s standing / contribution in the discipline
  in relation to others working in the same field?
- How would you rank the candidate within their field in a) the UK; b) the world
  and c) what is the size of the community?
- If you were to compile a list of the most significant recent books or articles (or
  other forms of original output) in this field, would any of the candidate’s be
  included in this list? Which ones? Why?

Or:
In addition, your responses, in confidence, on your view of the candidate’s
achievements and standing in relation to the enclosed criteria [attach
Excellence in the UCL community s1-4]. I appreciate that you may not be in a
position to comment on contributions equally under all headings – research,
teaching, enabling and knowledge transfer.
.
Any information you can give will be treated in the strictest confidence.




Recruitment and Selection Policy                                                 48
May I take this opportunity of thanking you in advance for any help you are
able to give; your prompt reply would be much appreciated.

Yours sincerely




Recruitment and Selection Policy                                        49
                                                                            APPENDIX R

Standard Reference Request (only to be used following selection)

The following may be used as a model on which to base a letter to a referee following
a successful interview. In addition, the reference pro forma below may be used.

Dear

Re: (Applicant name)

The above-named is being considered for the post of (post title) and has indicated
that you would be willing to provide a reference. I should therefore be most grateful if
you would confirm for me:

(applicant name)’s title and service dates at your organisation
(applicant name)’s employment relationship to you as a referee
(applicant name)’s sickness/absence record over the last 24 months
(applicant name)’s reason(s) for leaving your employ (where applicable)

I am attaching a job description and person specification for the post of (post title). I
would be grateful if you would comment on the above name’s suitability for the post,
and provide any other relevant information.

Any information you can give will be treated in the strictest confidence.

May I take this opportunity of thanking you in advance for any help you are able to
give; your prompt reply would be much appreciated.

Yours sincerely




Recruitment and Selection Policy                                                      50
                                                                                       UNIVERSITY COLLEGE LONDON
                                                                                       REFERENCE REQUEST

Applicant ..................................................................     Department .........................................

Referee ......................................................................


The Applicant states that he/she was employed by you:

as                                                                   from                                               to

Please state: Date Started:                                                       Job Title:


                   Leaving Date:                                                  Reason for Leaving:



Please give your assessment of applicant‟s performance (tick appropriate boxes):

                                                                                                           Less         than
                             Excellent                 Good                       Satisfactory             Satisfactory      Unsatisfactory

Quality of Work


Relationship with
Colleagues



Recruitment and Selection Policy                                                                                                              51
Communication


Attendance


Timekeeping


Number of days of sickness absence within the last 24 months:_____ Number of occasions:______

During the course of his/her employment did you have any reason to doubt the applicant‟s honesty?
YES/NO
Subject to a suitable vacancy and policy permitting would you re-employ the applicant?
YES/NO
Is there any further information you feel would be relevant to this appointment.

Signed .................................................................................    Date .......................................................

Position.................................................................................




Recruitment and Selection Policy                                                                                                                           52

				
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