Prior to the shortlisting meeting, each member of the shortlisting panel should consider, independently, the applications received and identify which of the applicants they consider should/should not be shortlisted and why.
At the shortlisting meeting, all panel members should meet to discuss their decisions, based on the criteria and to agree the final shortlist. The Panel Convenor should be mindful of the University’s "Disability Confident" accreditation, which guarantees an interview to applicants with a disability provided they meet all of the essential criteria for a post. The Convenor will complete a final version of the shortlist taking account of any Disability Confident candidates. It is essential that a final version of the shortlist is completed indicating why applicants have /have not been shortlisted with reference to the essential and desirable criteria for the role.
When the shortlisting meeting has taken place and the final shortlist is agreed, the Convenor should submit the final shortlisting scores and recommendations to HR. Where possible, scoring and recommendations should be provided via the Engage ATS recruitment system. Guidance on using this system is available.
Given the relevant considerations under the Data Protection Act, it is important that the shortlisting grid contains sufficient and accurate detail in order that decisions are transparent, and Data Protection Requirements are met.
Panel Members must ensure that during the process, they:
- refer only to the information as stated in the job application and accept that this is valid
- evaluate fairly against the information provided and do not use information drawn from other sources, situations, contact (unrelated to the application, or personal knowledge)
- avoid arbitrary criteria, which are inconsistent with the University's approach to a fair recruitment process and that could be deemed to discriminate on the grounds of age, gender, gender reassignment, marriage and civil partnership, disability, pregnancy and maternity, race, sexual orientation or religion/belief
- declare their knowledge of/acquaintance with any of the applicants (outside normal work or professional contact). If this is the case, the Panel Member should pledge and record their impartiality or should seek to be replaced where this is not possible
- disregard information about any other jobs which the applicant has applied for in the past or may be currently applying for
- ensure that they do not suggest to any applicants, in advance of completion of the shortlisting process, that they are or are not likely to be included on the shortlist for interview.
Note: Internal Applicants:
Where the post has been advertised as Internal/Redeployment only, the same process and principles will apply. In cases of redeployment, shortlisting panels should consider whether the essential criteria have been met or may be met with reasonable retraining. For vacancies that have been advertised both internally and externally, internal applicants should be assessed against the same criteria as external applicants and should not be automatically shortlisted