(Draft) Summary Recruitment Timetable

Human Resources Division

RECRUITMENT INDICATIVE TIMETABLE SUMMARY

Below is a summary of the recruitment process to assist those internal staff members who are involved with, but unfamiliar with, the recruitment process. This summary is only intended to provide an overview of the recruitment process.

Important:

Please refer to the Procedures for the Recruitment/Appointment of Faculty or Staff as these contain the procedures in full as approved by Governing Authority.
The University of Limerick is an equal opportunities employer and does not discriminate against individuals on the basis of gender, age, race, colour, nationality, ethnic or national origin, religion, marital status, family status, sexual orientation, disability or membership of the traveller community.

Recruitment related queries can be directed to all members of the Recruitment Team or by email .

Step /

Step Description

Recruitment Process

/ Indicative Timescale
1 / Post Approval/ Recruitment Packs / All recruitment for positions requires prior approval by the Recruitment Sub Committee of the Executive Committee. The Post Approval and Recruitment Pack for Faculty/Staff and Administrationmust be completed in full and have the required approvals; if not it will be returned to the relevant competition owner. Once completed it must be submitted to Avril Hogan, Human Resources Officer. A softcopy of the recruitment pack is required for all advertisements. / 1 – 4 weeks
2 / Advertising / A post can be advertised once the post approval process is complete. Advertising is coordinated by Avril Hogan, Human Resources Officer. All competitions close at 12 noon on the closing date and all applications must be submitted online prior to this. / 1 - 2 weeks
3 / Advertisement Closing Date / An advertisement closing date is generally 2 weeks for administration posts and 3 weeks for faculty posts, from date of advertising. This may be longer depending on the role. Administration time must be factored in when confirming dates / 2 – 3 weeks
4 / Book Dates / We recommend that screen, shortlist and interviewdates are booked at the earliest opportunity by ccontacting, Avril Hogan, Human Resources Officer.
5 / Screen Meeting / A list of applicants is completed and forwarded to the relevant competition owner following the advertisement closing date. A screen meeting is held at an agreed date. Please refer to the Procedures for the Recruitment/Appointment of Faculty or Staff / 1 week
6 / Selection Board Shortlist candidates / Shortlist packs are sent to all Selection Board Members with a request to shortlist a specified number of candidates for interview (using the criteria as per the job description). Shortlists must be returned to theRecruitment Administrator by a specified date. A shortlist matrix is then completed by Recruitment Administrator for HRO to take to the shortlist meeting. / 1 - 2 weeks
7 / Shortlist Meeting / Once the Board’s shortlists are received, the VPA&R/nominee or Manager and the HR representative meet to review the shortlist matrix and a list of candidates to be invited to interview is determined. Interview details are finalised (presentation title etc.). / 1 week
8 / Interview Confirmation / Candidates are notified of the interview details. Interview packs are distributed to all Selection Board Members. We aim to give candidates a minimum of 2 weeks notice prior to interview (when possible). / 2 –3 weeks

FREQUENTLY ASKED QUESTIONS

How will the Selection Board evaluate candidates? / The criteria used to evaluate candidates will be as stated in the advertisement and job description. The competition owner should give thought to the criteria and scoring prior to the selection board meeting. The criteria and scoring must be agreed by the Selection Board prior to the interviews. Scoring must be evidence based.
Who notifies the successful candidate(s)? / While the deliberations of the Selection Board are confidential, the Board may nominate a member to advise candidates verbally of the outcome – such communication must make it clear that the recommendation of the selection board is subject to Governing Authority ratification.
Can GA ratification happen immediately after interview? / No. Under the revised Procedures for the Recruitment/Appointment of Faculty or Staff, we must allow a review period of 1 week(7 working days) following candidate notification by letter. Administration time is also required. Governing Authority meets on a monthly basis.

Recruitment TimetablePage 1 of 2Document Number RD004.5