6. Interview and selection decision

 

6.1    Before the interview/ selection process

Panel members will receive an e-mail from your HR Faculty/ Divisional Team entitled Interview - schedule to panel, which will provide full details of the interview and selection process and direct panel members to the actions outlined here. The e-mail will include a link to a single PDF document containing the applications for the interview candidates.

6.1.1    Click into the link to the PDF document and save to an appropriate location or open and print if you prefer to view the applications as hard copy.

6.1.2    Alternatively you can view the applications on line (see here).

The e-mail will also include a link to the Selection Panel Report Form, to record the panel discussion at the end of the selection process, and the Candidate Interview Assessment Form, to be completed by all panel members individually after each interview.

Your Faculty HR/ Divisional Team will also invite the candidates through eRecruit, unless it has been agreed that the recruiting manager will invite them off line.

Please note - For Research and Teaching posts only, panel members will receive an e-mail from the HR Faculty/ Divisional Team when references are received for short-listed candidates. The e-mail will include a link to a single PDF document containing the references for the interview candidates. Click into the link to the PDF document and save to an appropriate location or open and print if you prefer to view the references as hard copy. For Professional Services posts references are only taken up for the selected candidate (at the appointment stage).

 

6.2    After the interview/ selection process

At the end of the interview/ selection process, and when an appointment decision has been made, the chair of the panel (or a colleague working on their behalf who has been given access to the vacancy) will need to record the outcomes for the candidates who have been interviewed, so that the appointment process and (where required) informing unsuccessful candidates can be initiated by your Faculty/ Divisional HR Team. (Note - it is recommended that this action is carried out after the verbal offer to the successful candidate(s) has been made).

6.2.1    Login to eRecruit by following the steps outlined here.

You will be taken to your Workspace homepage where your vacancy (and any others that you have been assigned to) will be visible in the Jobs section of your workspace (see here for information on navigating around your workspace).

6.2.2    Click on to the link to your vacancy.

You will be taken to the Job Details screen. See here for information on the details contained in this screen.

6.2.3    To access the list of candidates you have interviewed, click on the Selection/ Hiring tab. See here for information on the details contained in this tab.

6.2.4    Once in the Selection/ Hiring tab, click on the In Process link.

The screen will refresh with an orange action button next to the In Process heading.

6.2.5    Click into the link(s) to the interviewed candidate(s) that you wish to appoint, click on the blue action button in the Interview and associated selection process section and select Perform from the drop-down list.

You will be taken to the Feedback form - Selection panel report in a new window browser.

6.2.6    Select Appoint, provide summary comments on the candidate and confirm whether you have made the verbal offer. If you click Yes to the verbal offer, you will then be prompted to provide any information you have discussed with the candidate on start date, salary etc.

6.2.7    Click on Send and complete at the end of the form.

The browser window will close and you will be returned to the Candidate Details screen, where you will see that the candidate’s record has been updated with a link to the feedback form you have just completed.

6.2.8    Click into the job title in the bread crumb trail at the top of the screen to return to the list of In Process candidates and repeat action 6.2.5 above for each of the reserve and unsuccessful candidates.

6.2.9    Select Reserve or Unsuccessful as appropriate and provide summary comments on the candidate. You will then be prompted to clarify whether the panel have confirmed the outcome to the candidate (it is recommended that wherever possible this is carried out by the chair of the panel) or whether you require HR to do this.

6.2.10    Click on Send and complete at the end of the form . 

eRecruit will now generate a message to your Faculty/ Divisional HR Team confirming the successful, reserve and unsuccessful candidates so that they can now take forward the appointment process and, if requested by you as above, formally confirm the outcome to unsuccessful candidates.

 

6.3    Option to confirm the outcome to unsuccessful candidates yourself using eRecruit

The chair of the panel may decide to inform unsuccessful candidates (and provide a holding message to reserve candidates where required) either verbally or by email outside of eRecruit. However, if you wish to use eRecruit to communicate with the candidates please follow the steps below.  

6.3.1    To send an e-mail to confirm the outcome to an unsuccessful candidate through eRecruit yourself, click on the Selection/ Hiring tab and click into the 'candidate name' link for each candidate(s) that you wish to reject.

6.3.2    Click on the orange button next to the candidate name, select Contact by Email.

You will be taken to the Contact Candidate screen.

6.3.4         Ensure Reject – interview stage is selected for the Use an Email Template field, or select it from the drop down list if not.

6.3.5         Add in contact details for feedback and any other personalised wording you wish to add to the Email Template Content and click on Send.

Note – if the candidate is a reserve and there is likely to be a protracted delay until the selected candidate confirms whether they accept the job offer it is advisable to send a holding message.

You will receive a confirmation message that your e-mail has been sent. The browser window will close down and you will be returned to the Applications tab in the Candidate Details. You will see that a link to the e-mail sent to the candidate appears against the Interview and associated selection process step.