Shortlisting
- Priority candidates
- Shortlisting paperwork
- Shortlisting against the selection criteria
- Dealing with large numbers of applications
- References
- Disabled people
- Employment of relatives
Priority candidates
At the priority candidate application closing date any applications received from priority candidates should be identified and considered. Any candidates who meet the selection criteria should be shortlisted for interview as soon as possible. (See priority candidates).
A priority candidate who is considered suitable after interview may be appointed to the post immediately and the recruitment exercise may be closed at this point, without the need for further shortlisting. In these circumstances you should write to all other applicants and advise that the post is no longer available (an appropriate rejection letter is available).
If no suitable priority applicant is appointed after the first, priority candidate closing date, the vacancy should remain open until the second application closing date and shortlisting should then be carried out as below. Priority candidates may submit priority applications after the priority candidate closing date and should still be given preferential consideration in the shortlisting and interviewing exercises.
Shortlisting paperwork
Records must be kept of the shortlisting process, including an indication of the reasons for selection or rejection in each case, which should relate strictly to the agreed selection criteria; no other comments should be noted down. Such records are potentially disclosable to applicants on request and may be required by an employment tribunal in the case of a complaint of unlawful discrimination.
Shortlisting packs should be generated through CoreHR as per REC03 Manage Online Applications 
(542kb) (section 2).
The shortlisting pack will include a tabular shortlisting form which may be used in a number of ways:
- a simple tick/cross system in each box
- a scoring system,
- a coding system.
A notes column can be used to clarify the score or add to it.
Whilst this can be a time-consuming task where there is a large field a brief note should be kept for all those ruled out initially, with more detail for those in the 'long' short-list. Such record keeping not only enables vital evidence to be provided if the process is challenged, but also provides a basis for feedback if requested by unsuccessful candidates.
In the event of the successful candidate needing a Certificate of Sponsorship (work permit), individual reasons for the rejection of each of the EEA applicants, not just those shortlisted, will be required by the UK Border Agency.
Shortlisting against the selection criteria
It is crucial that the shortlisting is carried out on the basis of the selection criteria, as set out in the job description. This will guard against potential bias or lack of impartiality, for instance where an applicant is known to the panel.
New selection criteria should not be introduced at this stage as these will not have been reflected in the advertisement or further particulars inviting applications, and such an approach could be unlawfully discriminatory.
Dealing with large numbers of applications
The considered use of selection criteria, and the communication of these to applicants, should reduce the numbers of unsuitable applications. However, when large numbers of applications are received a consistent and methodical approach to dealing with these is essential.
Priority candidates must be identified and given preferential consideration under the appropriate procedure.
It may be appropriate to reduce the numbers first by reference to the 'essential' criteria, and then to consider the 'desirable' criteria if necessary to reduce the numbers further to reach a manageable shortlist.
The burden on some panel members can be reduced somewhat if at least two panel members read and assess all applications, while at the same time the applications are divided up between the remaining panel members. Any cases of inconsistent scoring or assessment should then be referred and assessed by all members of the selection panel. Alternatively applications can be assessed in batches as they arrive. On the closing date, applications which all selectors have agreed should not be shortlisted can be eliminated. Both approaches rely on the panel's having agreed, in advance, consistent and precise selection criteria.
References
It is strongly recommended that references are not taken into account in the shortlisting process. They may be biased or may reveal personal information which should not be taken into account in shortlisting. If necessary to save time at the appointment stage, references may be taken up but held separately and confidentially until the selection panel has made its decision based on the selection criteria.
Where possible, panel members should avoid acting as referees for any candidates who are known to them. If this is unavoidable, any references provided by a panel member should not be made available to the other members of the panel until after the interviews have taken place.
Disabled people
Departments should ask shortlisted candidates to let them know of any special requirements they may require for the interview, including any selection tests. However it is important to make it clear to candidates that information concerning disability will not be taken into account in the selection process.
Where a candidate who is suitably qualified for the post has declared a disability he or she should be shortlisted for interview regardless of the disability. The advice of the University Disability Co-ordinator may be sought concerning arrangements for the interview, including the suitability of tests.