Guidance/Briefing Notes for Chairs of Interview Panels
These notes are intended as a guide for Chairs of interview panels. If any further information is required, Chairs should refer to the University’s Recruitment & Selection Policy and Procedure or alternatively contact the HR Department Recruitment Team on Ext 8555.
1.PRE INTERVIEW DETAILS
1.1Candidates from Non-EEA (European EconomicArea) Countries
Chairs should consider, prior to making an appointment, the UK Border Agency guidelines. These state that Non-EEAcandidates can only be appointed if there is no other candidate who meets the essential criteria who is from within the EEA.
If the preferred candidate is a Non-EEA candidate, Chairs should contact a member of the Recruitment Team who will be able to confirm whether the University is in a position to offer employment based on the number of certificates available.
Where such an appointment can proceed, theChair will be required to complete an Appointment Authorisation Form (Section 2) and return it to the HR Department.
1.2Criminal Records Bureau Checks (CRB)
The vacancy request form will have identified whether a CRB check will be required for this post.Any post that involves substantial contact with individuals under the age of 18 years, or other vulnerable adults, will require that the successful applicant is checked for relevant criminal convictions.
If the appointment is subject to satisfactory CRB clearance, this process will be arranged by HR at the same time as medical clearance, if required, is being sought.
A CRB check will take approximately 3 weeks once the form has been completed and the appropriate original documents checked/returned. It is advisable that CRB clearance is obtained before employment commences, however a clause can be placed in the contract of employment confirming the appointment is still subject to satisfactory CRB clearance. Chairs must therefore onlymake an offer of employment subject to satisfactory CRB clearance and compliance with this criteria should be recorded on the Appointment Authorisation form.
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1.3Record of the Recruitment Process
It isimperative that each panel member makes notes of each candidate’s answers and makes additional comments relating to, for example, presentations given. These notes should form the basis of any feedback given to unsuccessful candidates and must be returned to HR promptly once all candidates have been informed of the success or otherwise of their application.Unsuccessful candidates have the right to request disclosure of interview notes under the Data Protection Act and thereforethese notes will be retained by HR for 6 months following the interview date.
2.INTERVIEW PROCESS
The Chair should brief the panel as follows:
2.1Notes of Application
All panel members should ensure they are familiar with each application.Any inconsistencies or gaps in a candidate’s employment history should be noted and probed during the interview.
2.2Questions for Interview
Each panel member should prepare some questions in advance of the interview. The Chair will be responsible for agreeing with panel members which questions will be asked of all candidates. This should be done at the pre-interview meeting. Questions should cover all areas identified in the person specification. Every effort should be made to ensure panel members are familiar with the areas about which they will be asking questions and will be comfortable in probing for further information where necessary. Particular care should be taken to avoid using questions which might convey an intention to take account of irrelevant information, such as arrangements for childcare. If discriminatory questions are raised, the Chair should intervene during the interview and withdraw the question.
The Chair should remind panel membersof the need to be consistent in their questioning of the candidate and to avoid questions that contravene the University’s Equality Scheme which demonstrates the University’s commitment to ensuring all candidates are treated fairly.
2.3Declaration
The Chair should invite panel members to declare any specific interest in any of the candidates (i.e. spouse, partner, collaborator, referee) and any declarations should be recorded. The Chair should note such declarations on the candidate feedback form. Where such a declaration may warrant removal from the panel, such conflicts must be discussed with the Chair prior to the interviews taking place so that an appropriate alternative panel member can be requested. This will prevent interviews having to be cancelled on the day.
2.4Summary and Special Circumstances
The Chair should invite the Head of Department to summarise, for the panel, details of the post and identify any special circumstances relevant to the post.
2.5References
Having reached an agreement in principle regarding the preferred candidate, the Chair should consult the references submitted on behalf of the candidate in seeking to confirm the panel’s decision. In the event that the preferred candidate has only one reference available any offer should be explicitly made contingent upon receipt of a second satisfactory reference. Ideally panel members should not provide a reference for a candidate whom they areinterviewing unless this may cause the candidate disadvantage, e.g. post doctorate candidates applying for a lectureship. This is to ensure transparency of the recruitment process. Where a candidate has nominated a referee who then becomes a panel member, the Recruitment Team will contact the candidate to discuss the possibility of them providing an alternative refereee.This will be done as soon as the Appointing Panel confirms their availability to interview.
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2.6 Candidates ‘at risk’ due to:-
Redundancy
The University has a duty to assist employees ‘at risk’ of redundancy to find suitable alternative employment. Those candidates who meet the minimum criteria for the post, or who would do so with a reasonable period of training, must be shortlisted and interviewed. Candidates will have been advised to clearly mark on the front (table at the top right) of their application form that they are ‘at risk’ so that the shortlisting and appointing panel are aware of their obligations to these particular employees.
Redeployment for other reasons
Candidates may be seeking redeployment for a variety of reasons which are not appropriate to discuss at interview. Those candidates who meet the minimum criteria for the post, or who would do so with a reasonable period of training, must be shortlisted and interviewed.Such candidates will have been advised to clearly mark on the front (table at the top right) of their application form that they are ‘seeking redeployment’ so that the shortlisting and appointing panel are aware of their obligations to these particular employees.
Where candidates are at risk and have been interviewed, the Chair of the panel is strongly advised to discuss their recommendations for appointment with the Recruitment Team prior to an appointment being made, to ensure that the University has taken into account any legislative requirements.
2.7 Rehabilitation of Offenders Act 1974
The Rehabilitation of Offenders Act 1974 enables some criminal convictions to become spent, or ignored, after a ‘rehabilitation period’. A rehabilitation period is a set length of time from the date of conviction. After this period, with certain exceptions, an ex-offender is not normally obliged to mention their conviction when applying for a job. In the event that a candidate has declared an unspent conviction advice should be sought from an HR Manager regarding whether this is relevant to an offer of employment.
3.OFFER OF EMPLOYMENT
3.1Information to be included as part of the verbal offer of employment
The Chair or Head of Department should make a verbal offer of employment subject to the following provisions, where applicable, as soon as possible following confirmation of the panel’s decision:-
- Receipt of a satisfactory Criminal Records Bureau check;
- Approval from HR to appoint a NON EEA candidate;
- Receipt of satisfactory references.
The nominated person must have full authority to make this offer on the terms to be offered and should ensure the terms of the offer are made explicit to the successful applicant. This information should also make clear where the offer of employment is a conditional one based on the above provisions andincludethe following:
- The term of the appointment;
- The salary and grade offered;
- The probationary arrangements - prior to making a verbal offer of employment, consideration should be given to the appropriate probationary arrangements for the new appointment. Prior to negotiating any alternative arrangement to those specified in the Probationary Arrangements Table the Chair of the Appointing Panel should consult with the Chair of the Probationary Appointments Committee. (Copy included in the pack);
- Any contingent requirements relating to the offer (e.g. a satisfactory reference, obtaining a necessary qualification, CRB checks, sponsorship certificate etc);
- Induction arrangements;
- Residential requirements;
- Removal expenses;
- Performance Review Scheme & Staff Development.
N.B.The minimum starting salary for a lecturer will be point 33. Thus for staff appointed to lecturer posts, Grade 7 will be a training grade. The criterion for progression from Grade 7 to Grade 8 will be the successful completion of probation. An appointment may be made directly to grade 8, depending on relevant skills and experience; such appointments may be subject to probation.
3.2Documentation
The Appointment Authorisation Form (included in the pack) should be completed and returned to the HR Department to ensure a written offer and contract is sent to the successful candidate as soon as possible.
3.3Feedback
The Chair of the interview panel or his/her nominee will ensure unsuccessful candidates are informed of the decision as soon as the offer has been accepted. The Chair or Head of Department may be asked to provide detailed feedback to unsuccessful candidates.