5. Short-listing

If you have large numbers of applications then you may choose to carry out a long-listing stage (ie to filter out candidates who do not meet your essential criteria) prior to involving other selection panel members in the short-listing process.

5.1    Redeployment candidates

Your Faculty/ Divisional HR Team will carry out an on-line check of your job against the profiles of staff in the University Redeployment Pool. If there are any candidates who are a potential match they will be given 5 working days to confirm their interest through submission of a personal statement. If confirmation of interest is received you will receive an e-mail, which will refer you to the short-listing actions outlined below.

If there is no candidate match (or none of the potential matching candidates express an interest in the role) your vacancy will be advertised immediately as below.

 

5.2    Accessing your vacancy details and applications

You will receive an e-mail when your vacancy has been posted onto the web with a link to the job advert on the UoB jobs web site.

5.2.1         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).

5.2.2         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.

5.2.3         To access a live list of all applicants, click on the Selection/ Hiring tab. See here for information on the details contained in this tab.

 

5.3    Advertising closing date

You will receive an e-mail the morning after the closing date for your vacancy entitled Applications – ready for short-listing, which will refer you to the actions outlined here (Note - the system will accept applications up till midnight on the closing date). The e-mail will include a link to a single PDF document containing all the applications for your vacancy.

5.3.1         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.

5.3.2         Alternatively you can view the applications on line (see 5.2 above).

 

5.4    Carrying out short-listing

You and your fellow panel members will carry out the short-listing process itself off-line. (Note - enhanced functionality to enable on-line short-listing may also be available in the future).

You are recommended to refer to the University’s guidance on short-listing.  

 

5.5    Recording short-listing outcomes

The actions described below are to record the final short-listing outcome as agreed by the whole short-listing panel. This is the responsibility of the chair of the panel or a colleague working on their behalf who has been given access to the vacancy.

5.5.1         Follow the steps in 5.2 above to access the candidates for your vacancy.

5.5.2         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.

5.5.3         Click on the See more link at the end of the list of candidates to maximise the view of the candidates (Note - 50 candidates will be displayed per page, therefore there may be further pages to view).

 

5.6    Candidates who you do not wish to short-list

5.6.1         Tick all candidates that you are rejecting and then click on the orange action button and select Reject from the drop-down list (Note – if you are rejecting large numbers of candidates you will find it quicker to initially pick Select/ Deselect All from the drop down list – this will automatically add a tick to all candidates on the page and you can then simply uncheck the candidates that you do not wish to reject; if there are more than 50 candidates you will have to repeat this action per page to ensure that all rejected candidates are ticked).

 

You will be taken to the Reject Application screen in a new browser window. Please note - this is a single action covering all candidates that you are rejecting.

5.6.2         Select Not shortlisted because… from the drop down list in the Reason of Rejection field.

5.6.3         Ensure Contact Candidate by Emailhas been checked for Select next action and then click on OK.

The screen will refresh and you will be taken to the Contact Candidate screen.

5.6.4    Ensure that the From field is set to Use alternate Email Address (this will ensure that the email is sent from a central 'no-reply' email address).

5.6.5    Select Reject – shortlist stage from the drop down list for Use an Email Template and click on Send. (Note – if the template you need is not listed, select Other and pick it from the full list of e-mail templates that you will be taken to; if the template is still not visible then contact the HR contact for the vacancy).

You will see a confirmation message that the e-mails have been sent and be returned to the In Process list of candidates.

You will see that all rejected candidates have moved to the Closed section in the Selection/ Hiring tab, with the short-listed candidates remaining in the In process section.

 

5.7    Candidates who you do wish to short-list

5.7.1    Tick all candidates that you are short-listing (which will be all those left in the In process tab if you have rejected the unsuccessful candidates first, as per 5.6 above) and then click on the orange action button and select Proceed with selected candidate(s) from the drop-down list.

 

You will be taken to the Update Application Information screen in a new browser window. Please note - this is a single action covering all candidates that you are short-listing.

5.7.2 Add any administrative comments that you may wish to pass on to HR, click on Complete steps yourself without submitting to anyone else from the What do you want to do next? field and click on OK.

 

The browser window will close and you will be returned to the In Process list of candidates. The Step column for each short-listed candidates will have been updated to Interview and associated selection process.

eRecruit will now generate a message to your Faculty/ Divisional HR Team confirming the short-listed candidates so that they can now work with you to set up the interview and selection process.