Recruitment policy _procedures

RECRUITMENT POLICY
AND
PROCEDURES

MARCH 2000
Revised November 2006
Recruitment Policy and Procedures

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UNIVERSITY OF DERBY
RECRUITMENT POLICY
GENERAL DETAIL
The recruitment and selection process is of paramount importance in order to recruit staff with the
necessary skills and attributes to enable the University to fulfil its corporate aims and objectives. The
Recruitment and Selection Policy and Procedures aim to provide clear guidance to managers in
relation to both the selection and appointment of staff. This policy promotes and supports good
practice for those with responsibility for recruitment.
This policy and procedures aim to achieve the following objectives:


Recruit staff with the appropriate skills, both technical and personal, in order to meet the
University’s current and future needs.



To ensure that staff appointed to posts involving teaching responsibilities are qualified to carry out
such duties or are working towards an appropriate qualification.



Work to a fair and effective recruitment procedure, which is consistent with employment legislation
and the University’s Equality and Diversity policies and practices.



Develop and enhance the public image of the University, both as an employer and as a quality
provider of education and research.

Internal candidates or others personally known to the interview panel must be treated in exactly the
same way as all other candidates.
This policy and associated procedures applies to all members of staff other than senior postholders as
defined in the Articles of Association.
Additional guidance on the procedures to be followed in the recruitment of atypical and casual staff is
provided separately.
DEFINITIONS
The Human Resources
Department (HRD):
The Human Resources Department may act in an advisory capacity to any
party and/or as an independent facilitator. Given their independent role, they
are not in a position to make decisions, but may offer recommendations for
resolution.
Director

For the purposes of this policy, “Director” means a member of the University
Corporate Management Team.

Timescales

For the purposes of this policy, one week is deemed to be seven days,
inclusive of weekends, but exclusive of statutory holidays and concessionary
days.

‘At risk’

Where posts have been identified for redundancy the postholder(s) will be
deemed to be ‘at risk’.


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KEY CONSIDERATIONS
1.

Justification for Recruitment

Before recruitment begins, the following will be given consideration:
-

2.

is it necessary to fill the vacancy?
does the role require changes in duties and responsibilities?
is it appropriate to evaluate the grade of the post?
could the work be accommodated in other ways?
what terms and conditions are being offered for the post? Are they appropriate and
consistent with the rest of the University?
are there any staff ‘at risk’? Staff at risk within the organisation must be given first
consideration for any vacancy prior to an external / internal advertisement being placed.
Managers should consider widening the diversity of the team which could include
consideration of part time working / jobshare / positive action initiatives.

Filling the Vacancy

In order for the recruitment process to commence, the Director of School / Department must gain
authorisation, using appropriate documentation. The following documentation must be completed for
recruitment to all posts:
*
*
*
*

Recruitment Request – HR / Finance Authorisation Form
Job Description
Person Specification
Occupational Health Evaluation Form

Documents available in the Recruitment Pack accessible via the following link:
http://www.derby.ac.uk/hr/doc_files/policy_procedure/recruitinfo.htm
3.

Advertising

It is normal practice that all vacancies are advertised, both internally within the University, as well as
externally. However, where it is considered that existing staff have the prerequisite skills
consideration may be given to advertising posts internally only. Staff who have been identified to be
‘at risk’ may be considered for vacant posts prior to internal / external advert if they meet all the
essential criteria of the vacancy.
There may be exceptional occasions when the University deems it appropriate to use “search”
techniques. Before doing so, the Director of School / Department must secure prior permission from
their Executive line manager that “search” is the appropriate method.
4.

Enquiries

All enquirers will receive a recruitment information pack detailing the requirements of the post.
Wherever possible, this will be provided in electronic format and in alternative formats where
requested.


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5.

Selection

Shortlisting
Candidates will only be shortlisted for interview if they meet all the essential criteria defined in the
person specification. If the number of candidates meeting the essential criteria is excessive, further
selection must be undertaken utilising the desirable criteria to achieve a workable shortlist (suggest no
more than 6).
Candidates equality and diversity monitoring forms are separated from the application forms prior to
the shortlisting process. The shortlisting panel will not have access to this information.
Shortlisting must be undertaken by at least two individuals who are experienced in the recruitment
process and who will go on to be involved in the interviewing process. At least one member of the
panel should have attended the recruitment and selection “Best Fit” training.
Interviewing
The interview must be conducted by a panel, the suggested composition of which is detailed in the
procedures. All interviews for one post must be conducted by the same panel.
All candidates will be asked a standard format of questions, which will have been decided by the
interview panel prior to the interviews. All questions must be related to the job requirements and the
candidate’s suitability to undertake the role.
Skills assessment
As part of the selection process, Schools/Departments may wish candidates to partake in a series of
skills tests. These tests must be directly related to the role in question and must be measurable
against objective criteria. Candidates must be informed of the details in the letter inviting them for
interview. Details of any skills tests, including the criteria to be measured and the method of
measuring must be provided in advance to HRD. Skills tests should be held in accessible rooms
where required and requested by a disabled candidate.
6.

Appointment

The choice of candidate will be determined by the majority view from the formal interview panel. The
panel will take account of any other information that will have been generated as part of the selection
process. In the case of a tied vote, the Chairs decision will carry.
A formal offer of appointment is to be made / confirmed in writing and will be conditional upon receipt
of references which satisfy University requirements, medical assessment, satisfactory evidence of
eligibility to work in the UK and other appropriate checks, such as Criminal Records Bureau (CRB), if
applicable to the post.
Consideration should be given to reasonable adjustments for a successful disabled candidate. Contact
should be made with ‘Access to Work’ over any financial assistance for a new employee with
reasonable adjustments costs that may be incurred over £300. (Access to Work 0115 989 5857 Liz
Foster)


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7.

Confidentiality

All application details are treated with the utmost confidentiality. It is the responsibility of the Director
of School / Department (or her/his nominee) to ensure that suitable arrangements are made for
confidentiality to be maintained.
8.

Documentation

At all stages of the recruitment process, it is the responsibility of the Chair of the panel to ensure that
notes are kept detailing the reasons for selection or rejection of candidates. These notes could be
called upon as evidence of the fairness of the process, either through an internal assessment or to
support an external investigation. The notes should therefore be relevant to, and necessary for the
process itself. It should be noted that applicants would normally be entitled to have access to
interview notes about them (please note that applications are retained for 6 months only) as part of the
record of the interview. All records must be handed to HRD by the Chair of the panel.
9.

Feedback

All applicants may receive formal written communication informing them of the status of their
application upon request. Feedback will be provided by the Chair of the panel at the request of any
applicant at any stage of the recruitment process.
10.

Observation

In order to ensure the University’s compliance with both the Recruitment and Selection and Equality
and Diversity Policies and Procedures, an observer may be present at any part of the process from
short listing through to selection. Observation may be undertaken by an appropriate recognised Trade
Union representative or member of Human Resources Department. In addition, an observer
representing the interests of Equality and Diversity may also be present. In order for an individual to
become an authorised observer, they must undertake approved training. However, the observers do
not actively participate in any stage of the proceedings and do not have voting rights for selection.
11.

Monitoring

For equality and diversity purposes, recruitment statistics are monitored on a quarterly basis by
gender, ethnicity, disability, age and by faculty, department and job type. This information is
disseminated to Heads and Deans with any positive action identified as a consequence.


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RECRUITMENT PROCEDURES

MARCH 2000 (Revised 01/11/04)


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UNIVERSITY OF DERBY
RECRUITMENT PROCEDURES
1.

Introduction

This document details the procedures required to undertake the recruitment and selection process to
completion. It splits the process into a number of stages. It is necessary to ensure that the
procedures are followed as described since they are derived from legislation, University policy and
good practice. The Human Resources Department (HRD) are available to advise any School or
Department requiring help at any stage within the recruitment process.
The stages detailed in the document are:
Pre-advertisement

Preparation prior to a position being advertised

Pre-interview

From promotion of vacancies through to short-listing of applications

Interviewing

Procedures relating to setting up interviews and selecting the most
appropriate candidate

Post-selection

The administration required once a selection has been made

Administration

A detailed summary is provided in the following pages

2.

Pre-advertisement

In order to begin the recruitment process, the following documents are required and can be accessed
from the Recruitment Pack by following the link below:
-

Advert text (and the advertising procedure)
Recruitment Request – HR / Finance Authorisation Form
Job Description
Occupational Health Evaluation form
Recruitment Programme (to be produced after authorisation has been obtained)

The main points to note about these documents are as follows:
2.1

Advert Text (The advertising procedure)

The responsibility for drafting advertising copy rests with the employing School/Department. This may
be prepared in conjunction with HR. Text must be compliant with legislation and in a format conducive
to the University ‘Brand’.
If a post is eligible for relocation assistance, this must be stated on the advert. Prior agreement must
have been obtained on the Recruitment Request Form.
The University wishes to promote on line applications and the text of advert should therefore be
‘webcentric’ where ever possible. This requires a more concise advert text outlining the nature of the
role and signposting the applicant to the web for ‘further details’. The text on the web can then provide
all relevant further information.

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HRD may have to make final amendments to the advertisements to comply with the agreement
between the University and the advertising agency. These amendments would be the subject of
consultation with the originating department but the overriding decision on the advert format and
wording will lie with HRD.
As a matter of policy, staff appointed to posts involving teaching responsibilities should be qualified (or
expected to qualify) to carry out such duties. It is, therefore, essential that a standard sentence is
included in the further information for posts that involve teaching responsibilities, for example:
‘Successful applicants without a teaching qualification will be required to undertake and pass a
programme of initial teacher development within the University within their first 18 months of
appointment. Alternatively, for those with existing appropriate teaching experience, there will be an
expectation that the individual will be (or will become) a fellow of the Higher Education Academy
(HEA) or has gained (or is working towards) an award from a HEA accredited course or some other
recognised teaching award acceptable to the University’
Advertisements for specific jobs need not state how the information supplied will be used if this is selfevident. However, if the advert is more general and it is possible that the information may be passed
to a third party, then this should be stated within the advert and / or ‘further details’. It is important that
it is clear to individuals responding to job advertisements of the name of the organisation to which they
will be providing their information and how it will be used unless this is self evident from the advert.
Such consideration would be appropriate when filling vacancies with / for other ‘partners’, for example
DSRL.
This would also apply if the intention was to conduct a ‘trawl’ of applicants for a range of different jobs.
In the further details, consider placing in the text, wording that will advice the applicant that information
supplied in response to the advert may be retained for up to 6 months for use in connection with future
vacancies. For unsuccessful candidates, this will enable their applications to be considered for other
suitable posts that may be vacant at the same time or become vacant within this timeframe.
Where recruitment agencies are used on behalf of the University, please check that the agency has
advised the individual that their particulars have been passed onto the University.
The choice of media is determined in consultation with HRD. If an individual manager has a specific
request which is deemed to be additional to any usual advertising requirement, this can be
considered, but the additional cost will be funded by the School or Department. The overriding
decision on the choice of media will lie with HRD. Consideration should be given to advertising in
specific equality and diversity publications such as “The voice” and “Disability Now” where positive
action is required.
Consideration should be given to the timing of placing adverts to ensure maximum benefit. For
example, there are periods in the year when advertising would be less effective, e.g. Bank Holidays,
Christmas. Consideration also needs to be given to advert ‘closing’ dates and the publication /
distribution dates of professional/specialist journals.
The closing date will be agreed with HRD and must allow candidates sufficient time in which to
prepare and submit their applications. Ideally closing dates must never be less than one week after
the date of advertisement, or more than three weeks. Statutory or concessionary holidays should be
taken into account when determining closing dates.
It is normal practice that all vacancies are advertised, both internally within the University, as well as
externally. However, where it is considered that existing staff have the prerequisite skills
consideration may be given to advertising posts internally only. Staff who have been identified to be
‘at risk’ may be considered for vacant posts prior to internal / external advert if they meet all the
essential criteria of the vacancy.

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There may be exceptional occasions when the University deems it appropriate to use “search”
techniques. Before doing so, the Director of School / Department must secure written permission from
the Director of Human Resources that “search” is the appropriate method.
2.2

Recruitment Request – Finance/HR Authorisation Form

Completion of this document is intended to ensure that all staff recruitment is either covered by the
existing approved budget / latest outturn numbers, or for any additional staff, it is approved by the
Finance Director. It enables the appointing School or Department to gain appropriate authorisation
from senior management to enable the recruitment process to start. Incomplete forms will have to be
returned to the originating School/Department for completion, possibly resulting in a delay.
For all appointments the Recruitment Request Form must be signed by School / Department Director.
Upon receipt of a fully completed and authorised recruitment form, the HR Department will take
appropriate action to advertise the relevant position within 14 days.
The form also evidences that consideration has been given to the proposed grade of the post. To
ensure the continuation of consistency and to protect the University against possible Equal Pay
claims, the job evaluation process must be subject to ongoing maintenance. Therefore any new role
(which is not academic or research) must be evaluated to ensure that the proposed grade for the role
is appropriate.
Specific guidance of on the evaluation of posts will be provided by HRD.
2.3

Job Description

A Job Description defines the purpose, the scope and the principal duties and responsibilities of a
particular role. It provides a framework which outlines the expectations, both for the employee and the
employer, and forms part of the working agreement, but is not in itself contractually binding.
It is the responsibility of the School/Department to produce an electronic copy. To assist in the
drafting of a Job Description and to ensure consistency, reference should be made to the guidelines.
The key elements normally included are:
Identifying factors

Job title, School/Department to whom the postholder is responsible etc.

Purpose/objectives

One or two short sentences to summarise the overall purpose/
objectives of the job.

Principal accountabilities

A description of the job, ideally no more than eight to twelve short
sentences. The intention is to provide an outline of the job only. Tasks
should be listed in order of importance.


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2.4


The purpose of a Person Specification is to provide criteria against which the recruitment of
candidates will be carried out objectively in line with Equality and Diversity guidance. It defines both
essential and desirable criteria and is usually prepared as a grid.
The Person Specification should be based upon the Job Description. To assist in the drafting of a
Person Specification and to ensure consistency, reference should be made to the guidelines.
Essential criteria

Requirements without which a candidate will not be offered an interview.

Desirable criteria

Requirements which enhance the candidates application or basis for
consideration and may facilitate more detailed shortlisting for interview.

The criteria required of the ideal candidate and the format of the Person Specification may vary, but
typically could include:
Qualifications

Only where considered appropriate and specific to a profession or trade.

Experience

Either in the type of role outlined in the Job Description, or in a
preparatory role.

Skills

Relevant to the post.

Special requirements

Will be specific to the job, e.g. ability to lift heavy weights, ability to work
with specific client groups.

When deciding the difference between essential and desirable criteria, the author of the Person
Specification should be very clear that any criteria listed as essential will be binding on the
School/Department and as such would rule out the appointment of any candidate not meeting
all such criteria.
2.5

Occupational Health Evaluation Form

The University has a statutory obligation to develop and maintain a safe working environment. The
purpose of this form is to assist in the identification and evaluation of any job-related risk assessments
in line with health and safety legislation, in order to safeguard both the candidate and the University.
This form will enable a medical assessment to be carried out against the pre-employment medical
assessment form.
2.6

Recruitment Programme

The Chair of the interview process will have been identified by the School/Department/or Directorate,
as appropriate. S/he will take overall responsibility for securing the necessary arrangements with
HRD throughout the recruitment process. It is desirable that all Chairs will have undertaken the
appropriate training before chairing selection interviews.
In order for a Recruitment Programme to be agreed, a meeting will be arranged with HRD and (ideally)
the Chair of the panel. Any School/Department wishing to issue additional information to potential
applicants must ensure that this is supplied to HRD at this time.
Two copies of the programme will be completed: one copy for the retention of HRD which will be
available on request for sight by the recognised Trade Union Representatives and one copy for the
School/Department.


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3.

Pre-interview

This section considers the stages from the initial contact with applicants through to the shortlisting
process.
3.1

Initial Contact with Potential Applicants

Advertisements are designed to attract the attention of applicants, who are then encouraged to view
the web site for further details / information and to download a recruitment information pack from HRD.
A hard copy format will be sent if requested.
3.2

Application Form and Curriculum Vitae

It is University policy that applications are made by completion of a University application form for all
posts. This may be accompanied by a curriculum vitae and supporting letter of application if
appropriate. Candidates are encouraged to apply via the University / HR web site to improve
efficiency and to reduce costs. However, application forms can be provided in alternative formats
where required.
3.3

Receipt of Replies

This requires that all applications are logged by HRD and referenced appropriately. HRD will
endeavour to release applications to Schools/Departments no later than two working days after the
closing date. Please note that applications must be collected by the Chair of the interview panel or
her/his nominee. If the chair is sending a nominee, s/he must advise HR of the name of the nominee
who will be collecting and signing for the applications which will be handed over in a sealed envelope
for the confidential attention of the Chair. Equality and Diversity monitoring forms will be separated
from the application forms with the information recorded and monitored anonymously.
3.4

Confidentiality/Security

The University’s policy is that the confidentiality of an applicant’s details is of paramount importance.
It is the School / Department Director’s individual responsibility to ensure that suitable arrangements
are made within her/his area for this confidentiality to be maintained.
It is important under the Employment Practices Data Protection Code to ensure that personal data
(such as application forms, CV’s) is shared only with those that need to know involved in the
recruitment process.
Where it is necessary for applications to be taken off site for consideration, the utmost care should be
taken regarding their security. For example, applications should not be left unattended in a vehicle or
in any public place.
3.5

Shortlisting

It is the responsibility of the Chair of the panel to make appropriate arrangements for shortlisting,
which will be undertaken by at least two members of the panel.
The shortlisting should be undertaken against the information compiled on the Job Description and the
Person Specification. It is important to ensure that there is a consistent approach to the way in which
personal data is used and assessed in the shortlisting process. It is more important that the selection
criteria used is applied in a fair and consistent way rather than that the criteria are in themselves fair.
It is University policy that notes be kept on candidates to justify any decisions made regarding
selection for interview. These must be written on the shortlisting form provided by HRD, in order to
maintain the appropriate records. The notes should, therefore, be relevant to and necessary for the
process itself. It should be noted that applicants would normally be entitled to have access to notes

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about them which are retained as part of the record of the shortlisting exercise. All records must be
handed to HRD by the Chair of the panel.
Periodically these notes will be checked by the Equality and Diversity Co-ordinator as part of the
University’s ongoing monitoring obligations.
It is the responsibility of the Chair of any panel to collect any copies of application forms and/or CVs
once decisions have been agreed. All surplus copies must be shredded to ensure confidentiality.
Out of consideration for applicants, shortlisting should be undertaken within the agreed timescales.
4.

Interviewing

Following shortlisting, selected applicants will be invited for interview by HRD. The purpose of an
interview is to facilitate the selection of the most suitable candidate for the post, although it should be
recognised that this is only one part of the selection process.
4.1

Invitations to Interview

Candidates should be given at least one weeks clear notice of an interview date. The invitation should
include the details of any skills assessments and related preparatory work that they will be required to
undertake prior to or as part of the recruitment process. Candidates should also be asked to bring
with them satisfactory evidence of their eligibility to work in the UK and the originals of any
qualifications required for the role. The candidates should also be asked whether any reasonable
adjustments are to be made for the interview.
Section 8 of the Asylum & Immigration Act 1996 sets out the law on the prevention of illegal working.
To ensure that the University has a statutory defence against prosecution, certain original documents
must be checked and copied.
4.2

Composition of Interview Panels

University practice regarding the composition of the formal interview panel relates to the seniority of
the vacancy/nature of the post. The following is a guideline only. It is recommended that a HR
Advisor forms part of the panel for senior posts.
Vacancy

Interview panel

Technical support staff

Co-ordinating Technical or Line Manager
One member of academic staff

Other Support Staff

Director or nominee
Line Manager

Teaching/research staff

Director or nominee
Subject Manager
Subject peers

Senior Research / Teaching
Fellow

Director or nominee
Research / Subject Manager
External advisor (if appropriate)

Professorial appointments

Must include the following:
Either the Chair of the Academic Board or the Chair of
the Conferments Committee
An external member


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Two Professors, one of whom shall be a member of the
Conferments Committee
Head of Department /
Subject Manager

Director
Assistant Director
HR Advisor (recommended)

Assistant Director/ Head
of Department

Executive Director
Director
HR Director (recommended)

Director

Vice-Chancellor
Executive Director(s)
HR Director (recommended)

The Chair of the panel may invite a member of staff from another School/Department to join the panel.
An advisor from HRD will be available to participate on any panel.
Interviews will be carried out by at least two members of the employing School/Department. In
determining the number (and ‘mix’) of panel members, consideration should be given to the
candidates circumstances for example, race, gender, age.
The nomination of an external advisor rests with the School / Department Director. However, before
issuing an invitation to join the panel, the agreement of the appropriate member of Executive
Directorate must be obtained. The School/Department is responsible for making arrangements with
the external advisor and for the payment of any expenses incurred.
4.3

Conduct of the Interview

When conducting interviews every member of the panel must make notes of questions asked and
answers given. This will provide feedback and evidence of why the candidates have been selected or
rejected. These notes must be signed and given to the Chair, who will hand them to HRD. Just as
with shortlisting, these notes should be relevant to, and necessary for the process itself. It should be
noted that applicants will normally be entitled to have access to interview notes about them which are
retained as part of the record of the interview. These notes will periodically be monitored and checked
by the equality and diversity co-ordinator for Equality and Diversity monitoring
The panel must determine, prior to the interview, the questions and areas of discussion which will be
put to each candidate. Care must be taken to avoid questions which are discriminatory.
As well as leading the process, the following are the administrative responsibilities of the Chair



advise candidates what happens next



advise candidates that all employment is offered subject to satisfactory references which
meet University requirements and appropriate medical and other checks including CRB
checks if appropriate to the role



check whether candidates require a work permit and seek evidence of eligibility to work in
the UK. This should be asked of every candidate.


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Full details of the Chairs responsibilities can be accessed from the Chairs Pack by following link
below:
To avoid potential discrimination, all applicants should be asked to provide evidence of eligibility to
work in the UK; not just applicants who may look or sound ‘foreign’ or who appear to have a ‘foreign’
name.
To provide defence for the University against individuals who may state that a work permit is not
required, but who are in fact not eligible to work in the UK, satisfactory evidence must be obtained
from all candidates. This evidence must be photocopied and forwarded to HRD. The Chair must also
satisfy him / herself that the evidence provided appears to be original and relates to the person
providing it.
Candidates will be asked to bring suitable evidence with them when invited to interview. This will
usually be in the form of a passport or a ‘documented National Insurance Number together with a full
birth certificate.
A list of acceptable documents will be provided by HR to the Chair of the panel. In case of doubt, or
should other evidence be provided, reference should be made to HRD before any offer of employment
is given.


obtain signature to the application form if on line application.



where qualifications are required as essential criteria, copies of certificates are to be made
and forwarded to HRD. If an appropriate teaching qualification is not held, they will be
expected to undertake and pass a certified qualifying programme of initial teacher
development in then first year of employment as part of and a condition of their probation.



collect completed notes and the signed Interview Assessment Forms from the panel
members and hand them to HRD.

Misrepresentation of the nature of the job in question must be avoided. It is good practice only to give
an accurate representation of the successful candidates career prospects with the University, in order
not to give rise to expectations, which may never be fulfilled.
It is important that interviews are conducted in a courteous and professional manner, since a badly
managed and conducted interview could lead to legal action against the potential employer or the
individual(s) involved in the interview. It is important that candidates leave with a positive impression
of the University.
4.4

Other Selection Activities

Some schools / departments will give candidates an opportunity for a 'tour' usually accompanied by an
individual who is not on the selection panel. Whilst this may be good practice to enable the candidate
to gain a better insight to the role, feedback to the panel must not be given unless the candidate has
been made aware in advance that the 'tour' is part of the selection process. Consideration must be
given to physical access issues for disabled candidates.
In such cases, feedback must be objective against pre - agreed criteria and a written note made. The
note should be handed to the Chair of the selection panel to be retained as part of the selection
process.
Similarly, presentations, skill tests or other activity that forms part of the selection process must be
measurable against objective criteria and a written note made; again to be handed to the Chair of the
selection panel to be retained as part of the selection process.

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Under the Data Protection Act, applicants will normally be entitled to have access to these notes if a
specific request is made.

4.4

The Choice of Candidate

After discussion the choice of candidate to be appointed will be made on a majority vote from the
formal interview panel (when panel consists of an odd number). The panel will take account of any
other information that will have been generated as part of the selection process. Where a majority
agreement cannot be reached, the Chair will have the final decision.
If the candidate selected does not take up the appointment, any decision to offer the appointment to
the second choice applicant must be taken by the whole panel. Before the panel disbands it should
agree, if possible, on the reserve name(s).
5.

Post-selection Administration

It is important for securing the foundation of a good relationship with the successful candidate and to
ensure that a good impression is left with the rejected candidates, that this final stage is completed
properly.
5.1

Offer of Employment

An offer of employment on behalf of the University can be made by the employing School /
Departmental Director. It must be made clear, however, that the offer is conditional upon the
satisfactory completion of references, medical assessment, satisfactory evidence of eligibility to work
in the UK and other appropriate checks. A verbal offer of employment must be followed up in writing
by HRD to include any relocation expenses agreed with the candidate (see Relocation policy).
Only when all of the above have been obtained and cleared will the University regard the offer of
employment as legally binding.
It is the Chair’s responsibility to fully complete the appointment request form plus an application for
access to computing facilities and to return to HRD and Learning Information Services respectively.
Incomplete forms will have to be returned to the originator for completion, which may result in delays.
On receipt of a fully completed appointment request form, the HR Department will issue the offer
letter, contract and other relevant documents within 5 working days.
Unsuccessful candidates must be notified as early as possible of the outcome of their interview by the
Chair of the panel. Ideally this should be no more than three working days after the successful
candidate has confirmed their acceptance of the post.
5.2

Medical assessment

Medical questionnaires will be forwarded to the successful candidate by HRD along with the
conditional offer of employment.
The successful candidate is assured that the completed from will only be reviewed by an Occupational
Health Advisor acting on behalf of the University. Where further information is required relating to the
candidates medical suitability for the post, medical advice will be taken by Occupational Health from
either the candidate’s General Practitioner (with permission) or medical specialist prior to the
candidate commencing employment.

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Under normal circumstances new members of staff must not commence employment prior to medical
clearance being obtained. Failure to adhere to this guideline may result in employees being dismissed
due to their medical unsuitability to carry out the functions of the job.
The University promotes equal opportunity, including those with disability and undertakes to make all
reasonable adjustment to accommodate needs. In the few instances where an applicant fails to meet
the medical requirement, this will be as a result of their medical unsuitability to that role and not as a
result of their disability.
5.3

References

The taking up of references is the responsibility of the employing School/ Department, or Directorate if
appropriate. Employment references should be obtained from at least the last or current employer,
either in writing or by initial contact via the telephone, to be confirmed in writing. The questions and
information gleaned from the reference must be relevant to the aspects of the post in question e.g.
where cash handling is involved in a post, then the honesty of the prospective employee must be
discussed. Some School / Departmental may wish to obtain references prior to interview and, whilst
this is acceptable, the wishes of candidates must be respected in this matter.
A suggested guide for telephone references is included in the Chairs Pack.
(http://www.derby.ac.uk/hr/doc_files/policy_procedure/recruitinfo.htm) Records of telephone
references must be handed to HRD for inclusion on the individuals’ personal file in accordance with
audit requirements. For those taking up written references, it is advisable to use the reference request
letter and the responses must be forwarded to HRD upon receipt.
In some circumstances, where the individual is ‘known’ to the University (as may be the case with
internal candidates), the taking of references may be ‘waived’ by the employing School /
Departmental. The reason for waiving must be stated on the Appointment request form.
5.4

Criminal Records Bureau Checks

As a registered body with the Criminal Records Bureau, the University is obliged to comply with the
CRB Code of Practice as published under section 122 of the Police Act 1997. The Code of Practice is
intended to ensure that disclosure information is not used to unfairly discriminate against the subject of
the disclosure (on the basis of convictions or other defaults revealed) and that the handling and
storage of Disclosed information is dealt with in an appropriate and confidential manner.
The obligations of the Code require the University to have a policy on the recruitment of ex-offenders
and a policy on the secure storage, handling, use, retention and disposal of disclosures and disclosure
information. Both policies can be found on the HR web site and can be provided in hard copy format
upon request (including to applicants).
Under the code, before withdrawing an offer of employment based on the Disclosure information, the
matter should be discussed with the applicant. In such circumstances, guidance from HR should be
obtained.
Positions requiring CRB Check
CRB Checks (enhanced) should be undertaken on the following category of staff:1. All FE lecturers.
2. All other lecturers whose work involves or is likely to involve regular working with vulnerable adults
or students under the age of 18.
3. Facilitators, Care Officers, Caretakers, Bursars, Fitness Suite workers all based at Buxton.
4. Any other position that involves substantial regular caring, supervising, training or being in the sole
charge of persons under the age of 18 or vulnerable adults.

Revised 20/10/2013

16

6.

Final Administration

In order to finalise the recruitment process there are certain tasks which should be completed:
-

All unsuccessful interviewed candidates to be advised by the School / Department.

-

All recruitment documentation is taken to HRD for archiving.

-

All Equality and Diversity monitoring forms are destroyed by HRD after completion of the
recruitment process and the appropriate recording of the information.

-

All original copies of the details relating to the successful candidate are sent to HRD for
inclusion on the individuals’ personal file, together with their application.

-

All additional copies of candidate details used for interview purposes are collected and
destroyed.

7.

Candidate Feedback

Candidates often wish to gain feedback, in relation to either initial selection and/or interview, for their
own development.
It is University policy that feedback from shortlisting or interview will be provided by the Chair of the
panel.
This feedback should be judged against the selection criteria. It should be honest, but constructive. It
is important to realise that a prospective employer can be held liable for unfair selection by a
candidate and this feedback can be used as evidence. This, however, is a rarity if the feedback is
honest and appropriate to the candidate. It is essential that both shortlisting forms and interview notes
are completed in order that a professional approach may be taken.
8.

Observation

An observer may be present at any stage of the procedure from shortlisting to selection. Her / his role
is to confirm compliance with the University’s Equality and Diversity Policy and Recruitment and
Selection Policy and Procedures. An Observer Checklist is provided as Appendix A which includes
the specification that the Observer must adhere to in all instances.
9.

Monitoring

The University will from time to time undertake audit exercises in order to monitor the effectiveness of
this policy and procedures and its performance against the Equality and Diversity Policy
(www.derby.ac.uk/hr/equalopps.html).
10. Unsolicited Applications
It is acknowledged that the University may receive from time to time unsolicited applications, typically
by way of receipt of a speculative letter or email.


Revised 20/10/2013

17

In such circumstances, the communication should be acknowledged and the author referred to the
University HR web site for reference to current vacancies. The speculative communication should
then be destroyed unless the author is specifically advised to the contrary.


Revised 20/10/2013

18

Roles and Responsibilities
ACTIVITIES

Employing
Department

1.

Complete Recruitment Request Form, Job
Description/Person Specification/Occupational Health
Evaluation form

*

2.

Arrange for the post to be evaluated if new /
unbudgeted position or more than 3 years since last
evaluation

*

3.

Check documentation for compliance with policy

4.

Draft advert and select appropriate media

*

with

*

5.

Agree the Recruitment Programme

*

with

*

6.

Place the advertisement, editing and consulting
where necessary, in order to adhere to University
policies

7.

Receive and respond to enquirers

8.

Receive applications

9.

Determine the format of the interview, including the
composition of the panel, location and other
arrangements

*

10

Shortlist candidates

*

11.

Invite candidates for interview

12.

Chair the interview process

*

13

Decide on chosen candidate, secure references (if
verbal, request confirmation in writing) and view any
other appropriate documentation e.g. original
qualification documents etc

*

14.

Complete Appointment Request Form

*

15.

Return all documentation to HRD

*

16.

Formal written offer of appointment

17.

Advise unsuccessful interviewed
Candidates


HRD

with

*

*

*

*

with

*
*

*

*
*

Revised 20/10/2013

19

APPENDIX A

UNIVERSITY OF DERBY
OBSERVER CHECKLIST
The role of the Observer is to confirm the University’s compliance with both the Recruitment and
Selection and Equality and Diversity Policies and Procedures.
The Observer is asked to use the checklist below and to make any relevant comments.
Pre-Interview

Yes No

Were all pre-interview stages, including shortlisting, conduct appropriately?

 

Was the composition of the panel appropriate to the job?

 

During the interview:
Did the questions refer directly to the job and person specification?

 

Were relevant personal questions (e.g. for a residential post) put to all candidates?

 

Were candidates asked any questions which could be seen as directly or indirectly
discriminatory?

 

Were all candidates asked the same agreed questions? (Supplementary questions
are allowed, provided they relate to the main questions.)

 

Were candidates asked whether they understood the requirements of the post,
e.g. conditions such as unsocial/irregular hours, or travel requirements?

 

If the Observer feels that either the Recruitment and Selection Policy or the Equality and Diversity
Policy has not been observed in a proper manner, s/he must inform the Chair of the panel at a suitable
opportunity in the proceedings and the points raised must be considered by the panel. Candidates for
interview must not be present.
Are you satisfied that the relevant procedures have been adhered to?

 

Observers Comments
………………………………………………………………………………………………………………
………………………………………………………………………………………………………………
………………………………………………………….. (continue on a separate sheet if necessary)
Signed ………………………………………………….. (Observer) Date: ………/………/………
Name: …………………………………………………………………………………………………….
To be returned to the Human Resources Department by the Chair of the panel.

Revised 20/10/2013

20

UNIVERSITY OF DERBY
OBSERVER SPECIFICATION
The role of the Observer is to confirm the University’s compliance with both the Recruitment and
Selection and Equality and Diversity Policies and Procedures. Where the Observer feels that this has
not been adhered to, s/he may raise an objection purely on procedural grounds.
The Observer must follow the requirements listed below remembering that s/he is bound by a strict
code of confidentiality. S/he must not disclose or discuss any aspect of the process with anyone other
than the Chair and/or panel. If at any time the Observer does not adhere to these requirements, the
Chair may instruct them to leave the process. As a result, the Observer may be removed from the
authorised list.
1

If a recognised Trade Union wishes to observe the recruitment process, this representative must
be from the relevant Trade Union relating to the post. In cases where this could be more than
one Trade Union, the relevant unions must agree on a single Observer.

2

Only authorised Observers are allowed to undertake this role. Any relevant training will be
agreed by management and unions.

3

Observers are required to notify the Human Resources Department of their intention to
undertake their role within a particular recruitment process.

4

Observers are allowed to be present at the stages in the recruitment process from shortlisting
through to selection.

5

If at any stage in the process the Observer feels that the appropriate procedure is not being
adhered to, s/he must inform the Chair of the panel at the earliest suitable opportunity.

6

Observers are not allowed to comment during or interrupt an interview. Where a concern arises
during the interview, the issue must only be raised when the candidate has left the interview
room.

7

If a concern is raised, the Chair and/or panel must consider the points and, if necessary, attempt
to redress any irregularities. Where, in the Chair and/or panel’s view, the concern does not
affect the outcome of the appointment, the proceedings will continue. Where it is accepted that
the outcome could be affected, a halt will be called to the proceedings until the situation has
been resolved. This could result in the recruitment process starting afresh.

8

At the conclusion of the recruitment process, the Chair will invite the Observer to comment on
whether they are satisfied that the relevant procedures have been properly followed.

9

The Observer must complete the ‘Observer’s Checklist’ in all instances and note any concerns
they have made. This form will be returned by the Chair to the Human Resources Department.
Any additional report relating to any concerns must be submitted to the Human Resources
Department within one week of the interview date.


Revised 20/10/2013

21

Recruitment Request – Finance/HR Authorisation Form
Part 1 (To be completed by Budget Holder or nominated deputy)
School/Department
Job Title
Grade or Salary Range
£
Grade confirmed by Evaluation Review Panel Yes

No

Part 1a (for temporary posts)

Reason

End date

Permanent
Temporary
(If temporary please complete Part 1a below)
Full Time
Part Time
Fraction or Weekly Hours

Enter name of previous post holder

Date left/leaving

Direct replacement
(at budgeted rate/hours/fte)

Replacement with changes
(see part 2 below)

New and/or unbudgeted post
(see part 2 below)

N/A

N/A

Relocation Assistance – please refer to Relocation Policy
Please tick all that apply:
Limit (£)
Section 1 – Removal Expenses

Section 2 – Legal and Professional Fees
Section 3 – Accommodation

Authorised by School/Department Director for
payment from school/dept budget:
Signed ______________________

Date _________

Part 2 (To be completed by Budget Holder or nominated deputy)
Part 2a
Cost per annum including on-costs
Cost Centre (4 digit code)
“ “ “ “ (Split coding)

% split
% split

Detail Code (4 digit code)
“ “ “ “ (Split coding)

Part 2b Recruitment with changes: (you must include additional information to support this application)
Hourly Rate / Salary

Hours/FTE

Total Amount (inc on-costs)

Budgeted

Budgeted

Proposed % change =

Proposed % change =

% change =

Are these changes covered by additional income or by project income? Yes
Part 2c New/Unbudgeted Posts

No

(You must include additional information to support this application – all new post to be authorised by Finance Director)

Is this post covered by additional income or by project income? Yes

No

If ‘Yes’ give details in below

Details of income source

Project Income

If ‘Yes’ state length of project in years and months

Yes

If ‘Yes’ give details in below

Amount assigned to this recruitment

No

Part 2d Additional information to support application:

Authorised________________________________ (Budget Manager)
Authorised ________________________________ (School/Dept Director)


Date _________________
Date _________________

Revised 20/10/2013

22

Date Form Received

Part 3 To be completed Finance Business Accountant
School/Department Results:
Year To Date
As at Period:

Actual Ytd
£k

Full Year

Budget Ytd
£k

Variance
£k

Outturn
£k

Budget
£k

Variance
£k

Income

Pay

Non Pay

Surplus/
(Deficit)

FTE’s

Impact on Budget / Outturn

Impact on FTE Budget / Outturn

Impact on Establishment Numbers Increase / (Decrease)

Business Accountants comments/concerns

Authorisation – Business Accountant
Statement:

This application falls within the budget or outturn
The comments/concerns above require this proposal to have additional authorisation

Signed ____________________________________

Date __________________

Additional Authorisation – Finance Manager/Head of FPC
Statement:

This application acceptable and may be processed by Human Resources
This application requires additional authorisation as outlined here:

NB All additional posts need to be approved by Finance Director
Signed ____________________________________
Date __________________
Additional Authorisation – Finance Director
Signed ____________________________________


Date __________________

Revised 20/10/2013

23

University of Derby
Occupational Health Evaluation

To be completed by the recruiting School / Department.

Post Details

School / Department

Job Title

Location / Site

Risk Factors
Please indicate the level of exposure to the following:
Regularly

Occasionally

Never

* Requirement to work:
- days
- evenings
- nights
* Manual handling operations:
eg: lifting, lowering, carrying, pushing,
pulling, twisting, stooping,
repetitive movements.
* Confined / awkward spaces
* Heights
* Chemicals /dust / fumes / gases
* Biological / microbiological agents
* Radiation
* Noise or vibration
* Excessive heat or cold
* Food handling / preparation
* Driving
* A need to work in isolation or where
sudden illness may not be detected
* A need for particular standards of:
- eye sight eg colour vision, use of
display screen equipment
- hearing ability or communication
skills
- dexterity or hand / eye
co-ordination
- mobility, eg walking for significant
periods
Please list overleaf any other factors that may affect the health of an employee
in this role.
Signed
…………………………………..
Director of School / Department
Name


Dated

Revised 20/10/2013

24


Revised 20/10/2013

25

University of Derby
Department:
Responsible to:

Qualifications
- Vocational
- Professional
- Academic

Job Title:

Criteria

Experience
& Knowledge

E/D

I

Skills
Abilities

A

&

Personal
Qualities

Special
Requirements

KEY:

E = Essential Criteria
D = Desirable Criteria
A = Application Form
I = Interview
T = Testing (Psychometric and/or Occupational)

All short-listed candidates should meet all of the essential criteria identified as being assessed “A”


Revised 20/10/2013

T

UNIVERSITY OF DERBY
JOB DESCRIPTION

School / Department

Job title

Job Grade

Responsible to

Purpose / Objectives

Principal accountabilities / responsibilities
•


Revised 20/10/2013

GUIDELINES ON COMPLETION OF A PERSON SPECIFICATION
General detail
The Person Specification provides criteria against which the recruitment of candidates will be carried out
objectively in line with Equality and Diversity guidance.
It is essential that any existing Person Specifications are reviewed when a vacancy occurs even if it is a
direct replacement with no specific changes to the role.
When formalising the selection criteria, great care should be taken as any criteria listed as essential will be
binding on the recruiting School / Department and as such would rule out the appointment of any candidate
not meeting all such criteria.
Person Specification Contents
The Person Specification is produced by the employing department and consists of the following sections:
Essential Criteria
This section states the requirements without which a candidate will not be offered an interview.
Desirable Criteria
This section states the requirements which enhance the candidate’s application or basis for consideration
and may facilitate more detailed shortlisting for interview.
The criteria required of the ideal candidate may vary but would typically include the headings noted overleaf
on the form. Listed below are examples of criteria which could used in a Person Specification:
Essential
Qualification

RSA I & II in word processing
Masters Degree in Psychology
Basic Food Hygiene Certificate

Desirable
RSA III
PhD
First Aid

Qualifications should only be considered if appropriate and specific to the profession or trade in question.
***
*Experience
Experience of managing a team of staff previous work in education
Knowledge
Must be able to demonstrate
experience (or equivalent) of Lecturing published research paper
large scale catering experience
supervising staff
***
Skills
minute taking
shorthand
presentation
statistical analysis
pastry making
cake decoration
***
* Please note that due to the Employment Equality (Age) Regulations in force in October 2006,
managers recruiting will need to justify reference to a specific number of years experience. In order
to avoid claims of age discrimination, please state the actual details of the experience required as
above (*) rather than a number of years experience.


Revised 20/10/2013

GUIDELINES ON COMPLETION OF A JOB DESCRIPTION

General Detail
The Job Description outlines the duties and responsibilities that an employee is expected to undertake and
provides the framework against which their performance may be reviewed.
From time-to-time the responsibilities or duties of the post may require review and amendment as a result
of departmental or organisational changes. Any proposed changes should be discussed and agreed with
the jobholder. However, it is expected that any alterations should remain within the general scope of the
original Job Description. Where substantial changes are proposed, the post grade must be re – evaluated.
Job Description Contents
The Job Description is produced by the employing department and consists of the following sections:
Purpose / Objectives
This section should briefly summarise the basic objectives of the job.
Principal Accountabilities
The principal responsibilities, accountabilities and duties should be listed in order of importance.
Listed below are examples of statements which could be found on a Job Description:
•

Maintain diaries of appointments and co-ordinate conference arrangements.

•

Ensure all machinery is serviced according to agreed schedules.

•

Manage projects within agreed deadlines using available resources.

•

Teach courses within the agreed curriculum.

•

Manage the departmental budget in accordance with the University’s regulations.

•

Adhere to the University’s Equality and Diversity Policies.


Revised 20/10/2013

CHAIR OF PANEL’S CHECKLIST
The following checklist has been drawn up to assist the Chair of an interview panel. It applies equally to both
internal and external candidates.
Pre - Interview:
Have you ensured that:
the setting / layout is conducive to an interview (e.g. diverted phones, mobiles switched off etc)
you have discussed the format of the interview with all panel members
the order of questioning is agreed and they refer directly to the job and person specification
panel members are aware that applicants are entitled to have access to interview notes made which are to be
retained as part of the record of the interview
you are aware of the relocation assistance to be made available – if appropriate, this should have been agreed
at the time of the vacancy and included in the Recruitment Request form
decide whether the role will require a police check, i.e. does the role fall within one of the following categories:
1. All FE lecturers.
2. All other lecturers whose work involves or is likely to involve regular working with vulnerable adults or students
under the age of 18.
3. Facilitators, Care Officers, Caretakers, Bursars, Fitness Suite workers all based at Buxton.
4. Any other position that involves substantial regular caring, supervising, training or being in the sole charge of
persons under the age of 18 or vulnerable adults.
During the interview:
At the beginning of the interview session it is important to check that candidates are aware of the following:
duration of the interview
candidates will be asked basically the same questions
the panel will take notes
candidates may ask questions at any time or at the end
candidates should not hesitate to add any information at the end that they feel would help the panel
It is the responsibility of the Chair to ensure that:
any relevant personal questions (e.g. for a residential post), are put to all candidates
candidates are not asked any questions which could be seen as directly or indirectly discriminatory
At the end of the interview:
At the end of the interview the following points should be raised with the candidates:
do they require any further information
have they understood the full requirements of the post
are they still interested in being considered for the post
appointments are subject to satisfactory references, medical assessments, CRB checks.
appointments are subject to the successful completion of the University probation periods
if an appropriate teaching qualification is not held, confirm that they will be expected to undertake and pass a
certified qualifying programme of initial teacher development in the 1 st year of employment. Or for those with
existing appropriate teaching experience, that they are (or will become) a member of the Institute for Learning
and Teaching in Higher Education (ILTHE as part of and a condition of their position).
the methods and timescales for contacting candidates
Action to take:
Have you:
Obtained a signature on the application form if the candidate applied ‘on line’.
Obtained a photocopy of the evidence provided of eligibility to work in the UK. This should be done for every
candidate. Please see attached flowchart. You have a legal responsibility to satisfy yourself that the potential
employee if the rightful holder of any document presented to you.
Action after candidate departure:
complete the Interview Assessment Form and collect completed notes from panel members.
complete the Appointment Request Form
request the observer’s comments (if applicable)
contact both successful and unsuccessful candidates to inform them of the outcome


Revised 20/10/2013

Are you able to provide one of the following documents?
•
•
•
•
•
•
•

A passport showing that you are a British citizen, or have a right of abode in the United Kingdom.
A document showing that you are a national of a European Economic Area country or Switzerland. This must be a national passport or national identity card.
A residence permit issued to you by the United Kingdom as a national from a European Economic Area country or Switzerland.
A passport or other document issued by the Home Office which has an endorsement stating that you have a current right of residence in the United Kingdom as the family
member of a national from a European Economic Area country or Switzerland.
A passport or other travel document endorsed to show that you can stay idenfinitely in the United Kingdom, or have no time limit on your stay.
A passport or other travel document endorsed to show that you can stay in the United Kingdom; and that this endorsement allows you to do the type of work applied for if
you do not have a work permit.
An Application Registration Card issued by the Home Office to you as an asylum seeker stating that you are permitted to take employment.

NO
YES

Please bring to your
interview so that it can be
checked and photocopied.

Are you able to provide evidence of your permanent National Insurance number and name e.g. P45, P60, National
Insurance Card, original letter from a Government Agency plus one of the following:
A
B
C
D
E

The University has a statutory
obligation to ensure that all
its potential employees have a
legal right to work in the UK
and undertake the type of
work on offer.
It will do this by asking you
to bring along to your
interview certain original
documents which will be
photocopied.
If you are unsuccessful
in your application, this copied
documentation will be destroyed

F
G

A full birth certificate issued in the United Kingdom, which includes the names of your parents; OR
A birth certificate issued in the Channel Islands, the Isle of Man or Ireland; OR
A certificate of registration or naturalisation stating that you are a British citizen; OR
A letter issued by the Home Office which indicates that you can stay indefinitely in the United Kingdom, or has no time limit on
your stay; OR
An Immigration Status Document issued by the Home Office with an endorsement indicating that you can stay indefinitely in
the United Kingdom, or have no time limit on your stay; OR
A letter issued by the Home Office which indicates that you can stay in the United Kingdom; and this allows you to do the type
of work on offer to you OR
An Immigration Status Document issued by the Home Office with an endorsement indicating that you can stay in the United
Kingdom; and this allows you to do the type of work on offer to you.

NO

YES

Are you able to provide a work permit or other approval to take employment that has been issued by Work Permits UK
plus one of the following:
A
B

A passport or other travel document endorsed to show that you are able to stay in the United Kingdom and can take the work
permit employment in question; OR
A letter issued by the Home Office confirming that you are able to stay in the United Kingdom and can take the work permit
employment in question.

NO

YES

The University will have to refer to the Home Office. We may have to refuse to employ you.

Revised 20/10/2013

INTERVIEW ASSESSMENT FORM
Job title: ………………………………………………….. Interview Date: ..…/…../…..
Interview Panel: ………………………….………………………… ………………………
Candidate’s Name

Comments on Candidates

Reject

2nd I/V

Offer

N.B: In the event that the selected candidate does not accept an offer of employment, please indicate your
second selection (if appropriate).
Signature of Chairperson: ………………………………………..……..… Dated: ……../……../……..
To be returned to the Human Resources Department by the Chair of the panel

Revised 20/10/2013

APPOINTMENT REQUEST

Employee Number

All non shaded sections to be completed by the recruiting school/department
Selected Candidate
Full Name

Job Title

Line Manager

School/Dept

Job Ref

Conditions of Offer. All appointments are subject to receipt of references (unless specifically waived) medical clearance,
evidence to work in UK and other appropriate checks
Yes  No


Have you taken satisfactory
references?

If ‘Yes’ please indicate – Verbal  Written 
Reasons to be waived:

Number of Hours per Week
52 Weeks?

Yes  No 

If Not – Number of Weeks per Year
Yes  No

Yes  No

Yes  No

Yes  No


Have you checked relevant
qualifications?
Is a Work Permit required?
CRB check required
Is office space confirmed with
Roomings?

Location
Grade/Scale (inc point)
Explanation if not base/base+1

To enable us to process this appointment have
you attached copied of:
Yes  No
References

Yes  No
Relevant Qualifications

Yes  No
Probationary Meetings Schedule

Yes  No
Interview Assessment Forms

Yes  No
Evidence of eligibility to work in UK


Annual Salary £

Post and Salary Details

Fixed Pay Elements

Proposed Start Date

/

/

Actual Pro Rata Salary £
If Hourly Paid – Rate Per Hour £
End Date (if temporary)

/

/

HR Department
NI Category
Pension
Medically Cleared

Yes  No 

Permanent  or Temporary 

Unconditional Offer

Yes  No 

Pay Group

Existing Employee

Yes  No 

Post ID

If Yes – Date of Continuous Service
Yes  No


Main Post

ID Database

Position Status

Annual Holiday

Work Pattern Start Day

Pro Rata

Please Circle Working Days

Su M Tu W Th F S

Authorisation
Signature of Recruiter (panel member)

Name

Date

/

/

Agreement of Appoint (Director)

Name

Date

/

/

TELEPHONE REFERENCE REQUEST
School/Department:

…………………………………………………………………………….

Candidate:

…………………………………………………………………………….

Job Title:

…………………………………………………………………………….

Interview date:

…………………………………………………………………………….

Referee’s name & position:

…………………………………………………………………………….

Company:

…………………………………………………………………………….

All offer of employment are conditional upon receipt of employment references which are satisfactory to the
University. Therefore the employing School/Department should ideally obtain references from at least the
last or current employer.
Listed below are questions which form the basis of a telephone reference request. The order may vary
depending on how the conversation progresses.
1.

Introduction:
-

are you aware of the candidate’s application for this post?

Yes  No 

-

do you have any objection to providing this reference?

Yes  No 

2.

In what capacity do you know the candidate?

3.

How long have you know the candidate?

4.

Please outline the candidate’s current role and responsibilities?

5.

How well has the candidate performed in their role?

Outline the proposed job to the referee

6.

How well do you see the candidate perfoming in this role?

7.

Has the candidate any disciplinary record?
If ‘yes’, for what reason?

Yes  No 

8. How would you rate their attendance/time keeping?

9. Does the candidate have an absence record which has caused you concern?
If ‘yes’, please explain.
Yes  No 

10.

Would you re-employ her/him?
If ‘no’, please give reasons.

11.

Please give any further comments which may be helpful?

12.

Are you willing to confirm this verbal reference in writing?

Yes  No 

Yes  No 

Reference taken by: ……………………………………………………… Date: ……../……../……..
Name: …………………………………………………………………
NB: Most questions seek the opinion of the referee, however, questions 7 – 10 ask for factual
information which may be challenged and therefore require careful recording.

CONFIDENTIAL
…………………….
…………………….
…………………….
…………………….
…………………….

Dear ……………………
Re: ……………………………………………………………………………
The
above
named
has
been
given
a
provisional
offer
for
the
position
of
………………………………………………….. in …………………………………….. at the University of Derby
and has given your name as a referee. I should be grateful if you could complete the enclosed reference
form and return it in the envelope provided, or fax it to me on the above departmental fax number.
If you would prefer to write a letter rather than use the form, will you please ensure that you quote the full
name of the candidate.
In order to protect the public, the post for which this application is being made is exempt from Section 4(2)
of the Rehabilitation of Offenders Act 1974. It is not, therefore, in any way contrary to the act to reveal any
information you have concerning convictions which would otherwise be considered as ‘spent’ in relation to
this application and which you consider relevant to the applicant’s suitability for employment.
I can assure you that any information you give will be treated in the strictest confidence and only used in
consideration of this applicant for this position.
Thank you for your help.
Yours sincerely

………………………
………………………
Enc

Confidential Reference
Name of Applicant
Dates Employed
Please Give Your Assessment Of

From:
Very
Good

To:
Good

Fair

Poor

Comments

Quality Of Work
Ability To Work Without Supervision
Work Rate In Comparison With Peers
Commitment To Job
Interpersonal Skills
Attendance
Punctuality
Work Related Skills
Sick Absence
Number of days sick in the last two years
(excluding any days related to disability and/or maternity)
Number of occasions of absence
Were any of these absences linked?

Yes/No
Parental Leave

How many days statutory parental leave has this person
taken whilst in your employment?
Are you aware of any statutory parental leave this
person has taken with a former employer?
Would you re-employ?

Yes/No
(If No, Please Give Further Details Below)

Is there any additional information you feel may
be of interest to a prospective employer?

Yes/No
(If Yes, Please Give Further Details Below)

Name ______________________ Position ________________ Organisation ____________
Signature ____________________ Date ___________________ Company Stamp

University of Derby
Application for Access to Computing Facilities
Section A
B
C
D

–
–
–
–

to be completed by or on behalf of the applicant
to be completed by the applicant’s line manager or chair of interview panel
to be completed by Admin systems data manager
to be completed by Learning & Information Services

All completed forms to be returned to Learning & Information Services (User Registration).
Please complete all details in BLOCK LETTERS.
Section A
Applicant’s Details
Surname
Given/Preferred Name
Job Title
School/Department

Start Date

Work Telephone No.

Site

Existing User?

Yes / No

If yes, User Login/ID

Temporary Employee

Yes / No

Room

If yes, Finish Date

Facilities Required (tick as needed)
University Network
Central Administration Systems (please specify below)
Group Wise (preferred)

Electronic Mail

Non-Group Wise (unsupported)

Other access to shared areas/groups:
Central Administration Systems
Please tick the required system(s). The system data manager will check and authorise access to them.
ePSom
Genesis Finance
Genesis Student Records
Genesis Accommodation
Other







StaffLink HR
ImpromptuHR
Impromptu Client
Impromptu Web






Section B
Authorisation (unauthorised applications will not be processed)
Signature..........................................................................

Date.........................................................................

Name (print) .................................................................

Tel No ...................................................................

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

P.T.O.

Section C
Authorisation for Access to Administration Systems
Complete and return to Learning & Information Services (User Registration).
ePSom
Peoplesoft System

Student 

Finance 

CRM 

Role title

Accommodation 
Profile*

Department & Team*
Authorisation*
Access to*

Test

Dev

Live

Genesis Specific Information (please complete all details)
Application
Group/Company(s)
Authorised
Name (print)
Data Owner

Report Security

User Group*

Profile(s)*

Default Dept*

Default Printer

Access To*

User / Group / Full

LIVE / FTST / DEVI

Date Received
Date Posted
* Information required for account to be created
Learning & Information Services Use ONLY
Section D
Account Details
System
Username

CX
Email

Password

Created By

Created Date

Passed to Service Support at:
Site
Date

Recruitment policy _procedures

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