Academic recruitment on CoreHR - frequently asked questions

Which posts are included in the scope of the project?

All academic posts (where the University is the main employer) are in scope, including Statutory Chairs, Professors, Associate Professors, and all research and clinical roles. Once phase one of the project is complete, the only recruitment that should be managed off-system are casual posts (including casual teachers and examiners) and Associate Professors where the College is the primary employer. 

How will college-led appointments be impacted by this project?

College-led joint appointments will continue to be managed by the college as currently, while retaining the ability to advertise these vacancies on the University website. 

A second phase of the project will assess and, if appropriate implement, mechanisms for capturing equality data for joint appointments, where the college is managing the recruitment process. Interested parties will be consulted about this.

Will I be able to use CoreHR to request, receive and track references?

The reference functionality in CoreHR requires some enhancements to enable it to meet the requirements of academic recruitment. This will be explored in phase three of the project. Divisions and departments will be advised to continue with their current process for gathering references.

Will the system be able to cope with the size and type of documents that applicants submit?

Our testing indicates that the system will be able to cope with the range and size of attachments expected.  We will continue to review the system performance after we go live.  Applicants will be instructed to save all attachments as PDFs.  Administrators may wish to consider using Nuance PDF Converter to enhance the format of the application packs.  

What effect will the use of CoreHR have on the physical size of application packs?

Academic applications are typically large and include a number of attached documents. The merged application packs created by CoreHR are not expected to be significantly longer than the sum of all the applications, as only a cover sheet is added by the system. Academics involved in the Recognition of Distinction and Professorial Distinction Award processes have received application packs generated by the system with no negative feedback received by the Support Centre. 

Some senior academic appointments can take a long time to fill.  How long can a vacancy remain open on CoreHR?

Vacancies can remain live and published for as long as necessary, or published, temporarily closed, and republished as required. Therefore, the requirement for long advertising periods can still be met using CoreHR. 

Who will be responsible for academic recruitment when it moves to CoreHR?

Roles and responsibilities within departments and divisions will remain broadly unchanged. A trained CoreRecruitment user within your department or division will place the advert via Core and download the applications.  These can then be passed to whoever will be communicating with the applicants and panel.  Your divisional office will be able to advise you about the specific process for your area.

Where can I get further guidance and information?

For guidance on the CoreHR system steps, CoreRecruitment users should refer to our new guide on Academic Recruitment, in conjunction with our general recruitment QRGs.  For any queries which are not addressed by this website, please contact hris@admin.ox.ac.uk.