Recruitment & Selection Procedures

UNIVERSITY COLLEGE FOR THE CREATIVE ARTSAT CANTERBURY, EPSOM, FARNHAM, MAIDSTONE AND ROCHESTERRECRUITMENT & SELECTION PROCEDURESTable of ContentsPage1. Introduction 32. The Recruitment Process 3- Job / Person Specification 33. Advertising 44. The Application Process 55. The Selection Process 66. Interview Preparation 77. The Interview 88. Interview Expenses 99. Unsuccessful Candidates 910. Reserve Candidates 911. Successful Candidates 912. Formal Offer of Employment 1013. Induction 1014. Temporary Recruitment 1015. APPENDICES:

Appendix 1 - HR 1 FormAppendix 2 - Job Description TemplateAppendix 3 - Person Specification TemplateAppendix 4 - Short List FormAppendix 5 - Composition of Interview PanelsAppendix 6 - Interview RecordAppendix 7 - Temporary Requisition FormAppendix 8 - Casual Hourly Rates2

RECRUITMENT & SELECTION PROCEDURES1. Introduction1.1 The University College for the Creative Arts is committed to the fair and effectiverecruitment and selection of staff. The University aims to provide a sound and flexibleframework for all those involved in the recruitment and selection process in order that itrecruits people with the right skills and qualities.2. The Systematic Approach to Fair and Effective Recruitment and Selection2.1 The Recruitment Process2.1.1 A vacancy presents an opportunity to reassess the requirements of the post. Thisassessment is valid, whether it is to fill an existing post or recruit to a new one.Consideration should be given to:2.2 Post Authorisation• Departmental/College operational needs- has the function changed?- Have work patterns changed?• Job Description and Person Specification content- are there any changes anticipated which will require different,more flexible skills from the jobholder?• Grade of the post- Where the duties of a post have changed significantly confirmation ofthe grade must be obtained from HR ideally before financial approval issought.2.2.1 On completion of the assessment of the post, the line manager must complete a HR1form (see Appendix 1) and attach the following additional information:• Job Description• Person Specification• Draft AdvertisementThe Human Resources department will provide assistance in drafting/reviewing jobdescriptions, person specifications and advertisements as required.The line manager must forward the HR1 form to the appropriate Head of College orDepartment for signature. Once signed, the form should be e-mailed tohr1admin@ucreative.ac.uk where a member of the HR team will log receipt and process.The form will then proceed for electronic signature via Head/Deputy Head of HR, Head ofFinance and the Deputy CEO/Deputy Rector. Once all four electronic signatures havebeen obtained the recruitment process can commence.3

2.3 Job Description2.3.1. This document must be presented in standard format (see Appendix 2) and include thepost title, location, grade, reporting structure, statement of job purpose and main andspecialist duties of the postholder.2.4 Person Specification2.4.1 This document allows the University College to profile the ideal candidate for the role andmust be presented in standard format (see Appendix 3). It will provide the criteria againstwhich candidates will be assessed throughout the selection process. Criteria are dividedinto those that are ‘essential’ and ‘desirable’. All criteria must be directly related to thejob and applied equally to all groups, in accordance with the University College’s EqualOpportunities Policy available from HR. Person Specification categories are as follows:2.5 Advertisement• Education & Qualifications• Experience• Skills & Abilities• Personal Qualities• Circumstances2.5.1 This document will be set out in a standard University College format. It needs to bedesigned and presented to ensure the right candidates are attracted and should alwaysbe clear and easily understood. They must be non-discriminatory. All advertisementsshould carry the same information, whether for internal or external use.3. Recruitment Advertising3.0.1 Once the post is approved, the HR department will liaise with the line manager to agreethe following information:• Recruitment advertisement final copy: where any substantialchanges are proposed, the Line Manager will agree the final copy• Advertising medium (usually no more than one national and onelocal for senior appointments and one local for all other posts.)• Interview date (to be agreed in advance and stated in advert)Recruiting line managers may recommend particular advertising media, advert size andadvert positioning. However, HR will take the final decision.Recruitment agencies will normally be used only when an external advertisement hasfailed to attract a suitable candidate.3.1 Recruitment Advertisement3.1.1 All recruitment advertisements will contain the following information:• Brief introduction to the University College, as directing by Marketing• Brief summary of the post and person specification• Details of how to request further information and to apply• Closing date of normally a minimum of two weeks after publication*• Interview date4

*In exceptional circumstances, and in the case of internal ads only, the HR departmentmay approve a one week closing date.3.2 Advertising Medium3.2.1 Recruitment advertisements will normally appear both internally and externally. Only inexceptional circumstances will an ad appear internally only (see 3.1 above). The finaldecision will be taken by the HR department and will depend on a number of factorsincluding the level of the post, the available pool of internal candidates, careerdevelopment, internal re-organisation and equality of opportunity.3.2.2 The University College’s advertising agency (currently Adsfab and Tribal) will advise onadvertising and production costs, copy deadlines and, when required, appropriateadvertising mediums.3.2.3 The majority of the University College’s advertisements are placed on the Internet. Inaddition to the University College’s own internet job vacancy page, the most popular andeffective website for posts within Higher Education is ‘www.jobs.ac.uk’. It advertisesvacancies for the academic community and associated areas of research in both thepublic and private sector.4. The Application Process4.1 Vacancy Information Pack4.1.1 Before the advertisement appears, HR will prepare a vacancy information pack, whichwill include the following information:4.2 Applications• Background information about the University College, as directed byMarketing• Mission Statement and Core Values• Relevant information about the vacancy(provided by the Dept/College)• Job Description• Person Specification• Department/College Organisation Chart• Terms & Conditions of Employment• Equal Opportunities Statement• Details of how to applyIf you are asked to send alternative formats of Recruitment Packs:• Ask the person what kind of format they require the information in.• Take their contact details including any mobile phone number, e-mail address or faxnumber and advise that you will get back to them ASAP.Contact the Head of HR or the Deputy Head of HR in the first instance(There may be issues about what kind of format we can supply the information in if thedeadline for receipt of applications is very close).5

4.2.1 Within one working day of a request received in HR, applicants will be sent the followinginformation:• Vacancy Information Pack• Application Form• Equal Opportunities Monitoring Form• Declaration Form• Additional information as requiredApplications are received via the recruitment answerphone/email. All requests arechecked and actioned daily.Applications are only acknowledged if a stamped addressed postcard is included with theapplication. Applicants will only be contacted if they have been shortlisted for interview. Ifapplicants are not contacted four weeks after the closing date has passed, they areasked to assume that their application has been unsuccessful.In order that applicants’ full circumstances can be considered and reasonableadjustments made to recruitment arrangements, candidates will be asked to declare anyphysical or mental impairment that may require support in order to undertake the post.Where it is known that an applicant has a disability and is likely to be at a substantialdisadvantage because of the University College’s arrangements or premises, theUniversity College will consider whether any reasonable adjustment would bring theperson within the field of applicants to be shortlisted.5. The Selection Process5.1 The Shortlisting5.1.1 The Shortlisting PackWithin one working day of the closing date, the HR department will put together aShortlisting Pack for the attention of the line manager. The pack will contain the following:• Shortlisting Record (see Appendix 4)• Copies of all application forms, CVs and supporting information• Copy of the recruitment advertisement• Vacancy information pack5.1.2 The Shortlisting PanelHR will liaise with the recruiting line manager to agree the shortlisting panel and a datewhen the shortlist will be returned to HR. The shortlist should be undertaken within aweek of the closing date. The shortlisting panel will ideally include input from all partiesto be present on the interview panel. It will normally include the line manager. HR will beavailable to advise on shortlisting as and when required.5.1.3 Internal ApplicantsInternal candidates will be subject to the same selection criteria as external candidates. Ifnot shortlisted for interview, internal candidates will be notified of this decision by therecruiting line manager and informed of the reasons in person.5.1.4 Disabled ApplicantsApplicants who declare a disability and meet all ‘essential’ criteria within the PersonSpecification, will be entitled to an interview under the ‘Positive About Disabled People’6

standard that the University College adheres to as a part of its Equal OpportunitiesPolicy.5.1.5 The ShortlistThe shortlist must be returned to HR. There should normally be at least one weeks’notice before the interview date, in order to give shortlisted candidates adequate time toprepare. HR will liaise with the manager responsible for the interview process to agree aninterview agenda. This agenda will take into consideration the number of candidatesshortlisted, the anticipated length of each interview, a tour of the campus or the need foradditional assessment e.g. a presentation or an administrative task.Only in exceptional circumstances will the shortlist exceed the recommended maximumof six candidates.Shortlist forms must be completed with adequate detail to feed back to unsuccessfulcandidates, should they request it.HR will contact all shortlisted candidates by telephone within one working day of theshortlist being returned. Candidates will be informed verbally of the interview date, timeand of any presentation or task they will be asked to prepare for. This will be followed upin writing on the same day and will include directions to the campus, a travel expensesclaim form and any additional information required to aid candidates in their preparation.Candidates will be required to provide evidence of essential qualifications and proof ofright to work in the UK at interview.All candidates are asked to inform HR of any special requirements they have in order toallow them to attend and of any equipment they require to facilitate their presentation.Interview arrangements, selection tests and relevancy of specified qualifications for aparticular job and a particular applicant will be reviewed and reasonable adjustment madeto ensure equality of opportunity. Discriminatory questions will not be asked.6. Interview Preparation6.1 Composition of Interview PanelsMembership of the interview panel will be subject to the conditions of the documententitled Composition of Interview Panels (see Appendix 5). All panel members shouldhave attended training in recruitment & selection before taking part in an interview panel.This training is provided as part of the University College’s staff development programmeand courses are run at regular intervals, subject to demand. In addition to being availableto offer advice on any stage of the recruitment process, HR staff can join an interviewpanel, if requested in advance. HR attendance is optional on condition that all panelmembers have undertaking the University College’s recruitment & selection training.6.2 Venue & RefreshmentsHR will secure a suitable venue for the interview and order refreshments and workinglunches as required.6.3 Interview PackAt least two days prior to the interview, HR will prepare and send/deliver an InterviewPack to each member of the interview panel. If panel members are external to theUniversity College, the pack will be sent via registered post. The pack will include:7

• Interview Schedule detailing date, times, venue & panel composition• Copies of application forms & CVs• Copy of original recruitment advert• Vacancy Information Pack• Any supplementary information provided to candidatesThe master copy of the interview pack will be held by the interview panel chair personand will contain, in addition:• Interview Record (see Appendix 6)• Expenses claim forms (spare copy)• References (where exceptionally requested prior to interview)7. The Interview7.1 FacilitationA member of HR will co-ordinate the arrangements for the interview process throughout,ensuring that the venue is set up accordingly, appropriate equipment is available and thatthe reception has a list of all candidates and panel members.7.2 Pre-MeetingA pre-meeting is scheduled for between 30 minutes and 1 hour before the first interviewis due to start. The purpose of the pre-meeting is for panel members to discuss theformat and to agree questions.Interviews will normally be spaced at no less than 45 minute intervals, to allow a suitablelength of time for both the interview and the post-interview reflection. On agreeing anagenda, factors such as presentation, number of panel members and seniority of postmust be taken into consideration. For more senior posts, the time between interviews ismore commonly 1 hour 15 minutes.7.3 Interview FormatInterviews will usually take the following form:• Panel introductions• Presentation (mandatory for both management and lecturing staff)• Questions from panel as agreed• Candidate questions to the panelAdditional mechanisms to assess suitability:• Secretarial test (mandatory for PAs to Senior Managers)• In-tray exercise• IT exercise• Introduction to structured questions / answer sessions with potentialcolleaguesSuch options will be facilitated by the recruiting College/Department or the HRdepartment as required and will be built into the programme for the day along with acollege or department tour at an appropriate point in the proceedings.8

7.4 Decision Process7.4.1 Interview RecordAt the end of each interview, panel members will leave enough time to discuss thecandidate and to make notes on that discussion. By the end of the interview session, thepanel chair person must ensure that all interview records are completed and signed by allpresent. There must be sufficient detail given on the form to provide constructivefeedback to candidates if required. All interview notes made by the panel will be sent toHR at the end of the interview session.7.4.2 Starting SalaryThe panel will discuss and agree the salary to be offered to the successful candidate andjustification will be recorded on the interview record. The starting salary will normally bethe base point of the salary grades or the advertised spot salary. However, the interviewpanel in consideration of the experience of the candidate can recommend a higher salarypoint. The Head of HR/Deputy Head of HR must approve the final starting salary beforethe offer is made. The interview record will be authorised by the Head of HR/DeputyHead of HR.8. Interview Expenses8.1 Travel expenses will be reimbursed from the point of entry only at the rate of 23p per mileor economy class travel (with receipts provided). The University College may retaindiscretion for posts with an international dimension. The University College will normallyonly reimburse candidates up to a maximum of £500. Any excess must be met by thecandidate.The HR department will arrange overnight accommodation for candidates if required andwill meet the expense if agreed in advance of interview.Reimbursement will not normally be given for meals, refreshments, telephone calls orother incidental expenses.Reimbursement will not normally be paid to candidates who withdraw from therecruitment process at any stage.9. Unsuccessful Candidates (following interview)9.1 Unsuccessful candidates will be informed of the outcome of their interview in writingnormally within two working days. Individual feedback will be given to all candidates ifrequested. This feedback may be given by the line manager but more usually by the HRrepresentative present on the panel. Where internal candidates are not successful, theline manager should always provide face to face feedback, indicating the reasons for thepanel decision.10. Reserve Candidates10.1 Reserve candidates will be informed of the outcome of their interview in writing within twoworking days. They will be told that if an offer is to follow, they will be informedimmediately both verbally and in writing.9

11. Successful Candidates11.1 Provisional OfferWithin one working day of the interview, HR will contact the successful candidate bytelephone to offer them the position, subject to outstanding formalities including provisionof proof of qualifications, references and medical clearance. The candidate is asked toindicate a provisional start date, taking into consideration their own notice period and therequirements of the University College. The verbal offer will be followed up in writing onthe same day.Candidates are asked to sign and return the offer letter if they wish to accept theappointment and to complete and return the enclosed medical questionnaire direct to theUniversity College’s medical advisers.11.2 ReferencesCandidates are asked at the time of application to supply the details of at least 2 refereeswho have direct knowledge of their work, one of who should be their current or mostrecent employer. Friends, relatives or immediate past/present colleagues are notappropriate referees. In the case of professorial or reader appointments, please refer tothe Regulations and Procedures for the Conferment of the Title of Professoravailable from the University College Secretary & Clerk to the Governors.Only in exceptional circumstances will referees be contacted prior to interview. Refereeswill only be contacted with the permission of the candidate. In the case of successfulcandidates, reference requests will be sent out, via email if possible, on the same day asthe offer of employment is made.11.3 Medical ClearanceHR will attach a copy of the relevant job description to the medical questionnaire before itis forwarded to the candidate. On receipt of the completed questionnaire, the UniversityCollege’s medical advisers will notify HR of clearance or progress within 24 hours.12. Formal Offer of Employment12.1 On completion of all pre-appointment enquiries, the HR department will confirm the offerand start date in writing and forward full terms and conditions of employment. Thefollowing information will be enclosed:13. Induction• Terms & Conditions of Employment• Job Description• New Starter Form & Inland Revenue Form P46• Emergency Contact Form• A Guide to the Pension Scheme• Copyright and Exclusivity of Service• Procedures for lecturing staff (if applicable)The University College Induction is a staged process involving key staff within theUniversity College. Further details will be sent to the new member of staff involved in theprocess, before the proposed start date.10

ecoming available. Where the short-term funding has already beenrenewed, continuing use of the fixed-term contract would need to bejustified by objective reasons.14.2.2 Casual StaffCasual staff are recruited on an ‘hours as and when required’ basis. On appointment,casual staff are issued with the following paperwork:• Letter of casual appointment• Health & Safety at Work Policy & Procedures• IT Acceptable User Policy• New Starter Form and P46• Casual timesheets which will need to be completed in respect of work done.HR will advise on the appropriate rate of pay for casual staff. A guide is attached atAppendix 8.Casual staff employed up to a minimum of 4 weeks will be required to give 1 referee whowill have direct knowledge of their work, this should be their current or most recentemployer. Friends, relatives or immediate past/present colleagues are not appropriatereferees.14.2.3 Agency StaffTemporary agency staff will only be used when a casual candidate cannot be identifiedand time limitations prompt immediate action.The HR department will contact the University Colleges preferred agency to agree anhourly rate for the vacancy. Within 24 hours, the agency will advise HR of a suitablecandidate or forward a selection of CVs if appropriate.An interview will always be carried out by the agency. However, if deemed appropriate,informal interviews can also be carried out by the appropriate line manager.Temporary agency staff are paid on a weekly basis through the payroll of the recruitmentagencyInduction of Temporary StaffAll temporary staff will be given a Department/College induction. This will normally becarried out by the line manager.12