1. Remote work, technology, and engagement are hot topics in the New World of Work. A recruitment policy should have the focus on providing the best metrics and measures that will allow the human resource department and the management to select the workforce that is true of value to the business. Staff conducting interviews must be aware that, although questions asked may not in themselves be discriminatory, the interpretation of answers by the panel could exhibit prejudice. The Internal Recruitment team will also assist you in optimizing your experience with our career site. In practice this means that there must be at least one woman on all UCL panels, and more than one in larger panels, to avoid the impression of tokenism. Departments must take a copy of the original document, sign to confirm they have seen the original and send this to HR Employment Contract Administration with all starter documentation. 101. 66. Add or delete parts according to your own internal hiring strategies and modify the tone and language to match your company's voice. Assistance with drafting advertisements is available on request from UCL Human Resources. 82. (See the Equalities website for further information on what is considered reasonable and a helpful checklist at Appendix O regarding good practice and disabled candidates.) OUR RECRUITMENT POLICY . All appointments for Deans, Vice-Provosts and other senior leadership roles must be advertised externally with appropriate positive action statements. Further guidance on questioning is given at Appendix G. 72. A template pre-interview reference request form without a question on sickness absence can be found in Appendix Q. * Checks should be made by recruiting departments that panel members have attended the Fair Recruitment briefings. Appropriate referees are those who have direct experience of a candidate's work, education or training: preferably in a supervisory capacity and a reference must be obtained from the current or previous employer. 100. Where staff will be working with or for government agencies (armed forces, civil servants / non departmental public bodies or government contractors, e.g. Evidence will also need to be provided that equality and diversity implications of the proposed appointment have been explicitly considered. Local PPSM Policy 20 Recruitment & Internal Promotion. It is essential to the application that the vacancy has been advertised in accordance with the requirements of the designated occupational code. The selection criteria pro forma at Appendix D can assist with the task of shortlisting. This seems like a no brainer, but step one can actually be a challenge. 10.2.4 Interview questions must relate to the selection criteria outlined in the person specification and should be prepared before the interview. These should inform the person specification for every appointment. But above all, we want to make sure that our employees learn and succeed within our company. The question areas to be explored by each panel member should be agreed in advance to avoid overlap or repetition and panels may find it helpful to discuss their expectations of full answers to the questions, prior to the interview. 48. 64. Letters or emails to shortlisted candidates should include: 65. It is good practice to offer internal applicants feedback after interviews and it is UCL policy to respond to requests for feedback from external applicants. When making appointments to posts with management responsibilities, consideration should be given to UCL's Ways of Working and UCL's Core Behaviours Framework. Such notes must relate to how candidates demonstrate their knowledge, skills, experience and abilities in relation to the person specification. Add a few personal touches and you’re good to go. Workable is all-in-one recruiting software. 68. It should clearly and accurately set out the duties and responsibilities of the job and must include: 16. It should be drawn up after the job description and, with the job description, should inform the content of the advert. SELECTION PROCESS OF INTERNS Human Resource Department shall receive applications and coordinate the selection process. It is UCL policy that all staff who are new to UCL undergo a structured induction and successfully complete a probationary period (subject to limited exceptions). It is also important to remember that experience is sometimes transferable from one area of work to another, in which case specifying skills is likely to be more effective than specifying a narrow definition of experience. Normally appointments must be made in accordance with this policy and must, therefore, be subject to advertisement and interview. For example, the fact that a male candidate shares details of his domestic circumstances with the panel but a female candidate chooses not to (or vice versa), should not be taken into account. Applicants must be treated with respect so that their dignity can be protected within the entire hiring process. Information regarding personal circumstances which is offered in a CV or at interview must not be taken into consideration in reaching a selection decision. Knowledge can be derived in a number of ways, for example through education, training, or experience. It is therefore important that any physical requirement is stated in terms of the job that needs to be done. A 'Recruitment and Selection Checklist' is also provided in Appendix J of this policy. Deans who wish to make a request to waive advertising should seek early advice from the relevant Human Resources Business Partner. research councils), including on secondment or based on their sites, we are required to be compliant with HMG guidance on Baseline Personnel Security Standards. The confidentiality of applications must be respected by all of those involved in the selection process. When conducting telephone references, it is helpful to plan the conversation beforehand and to have a list of questions ready. For details on how to obtain financial approval please refer to the Financial Authorisation Process for Recruitment. Panel members external to UCL are welcome to attend UCL training, but is not a requirement. 4. Telephone references should be avoided but, where time pressures or the location of referees dictate that this may be appropriate, recruiters should ensure that they are certain as to the identity of the person to whom they are speaking. We are committed to investing in our employees and help them grow their skills and gain experience while working with us. To avoid an all white selection panel, the Chair of the panel should seek a BAME panel member from within the department or Faculty or request a Fair Recruitment Specialist. 83. Design an internal recruitment policy. 47. Where head-hunting organisations are used for very senior or specialist positions, a requirement to seek out suitable female and ethnic minority candidates for consideration must be incorporated in to the brief for the assignment. is part of the job, UCL's insurers require that references be obtained for the previous three years and that the successful applicant may not start work until references satisfactory to the Head of Department/Section have been obtained. 9. The recruitment policy of an organization determines the destinations or enlistment and gives a structure to usage of recruitment program. Only the HR Services issues letters of appointment and places individuals on the payroll (other than very limited exceptions). They may even be familiar with and have performed some of the tasks in their previous role (i.e. 37. Assistance with the production of alternative formats is available from UCL's Equality, Diversity & Inclusion team. Further details are available from the Human Resources Business Partnering Team or on the Human Resources website. 5. 98. If the recruiting manager Psychometric tests may only be given by trained test administrators and any department wishing to use psychometric tests must contact UCL Human Resources for advice. Supplementary questions should be used to probe for further information or clarification where answers are incomplete or ambiguous. For some roles, the offer is subject to a check of … An advertisement is written from the job description and person specification and should contain the following points: 42. 76. 40. In simple words, it can be understood as the method where existing workforce of the company are referred or taken into consideration for any available suitable post. Personal qualities may affect the ability of an individual to do the job, but they should not be seen as substitutes for skills. all male or all female) and all UCL recruitment panels must comprise of at least 25% of women, including those for senior positions. Advice on any aspect of this policy or procedures allied to it is available from the Human Resources website. Extreme care must be taken if physical requirements are specified. 35. Within the financial provision or established grading of the post, the salary offered should have regard to the applicant's experience or expertise and will normally be at or above the incremental point equivalent to the applicant's present salary. As a manager, you’re responsible for helping your employees learn and grow. 70. Positive action provisions in the Equality Act 2010 can be used to appointa staff member from an underrepresented group where they score equally. References must only be kept on the recruitment file and the personal file held by UCL Human Resources. The Data Protection Act allows applicants to request disclosure of such notes in the event of a complaint and an Employment Tribunal would expect UCL to have notes of every selection decision. Get clear explanations of the most common HR terms. See Appendix K for acceptable evidence. To ensure our internal hiring is fair and efficient, we suggest a procedure for managers and team members to follow: We encourage employees to move across teams, departments and locations within our company if this move fits with their career plans and they’re qualified to perform the job. Departments should therefore consult with the appropriate section of the Finance Division - Planning & Management Accounts in respect of non-research posts and Research Services in respect of research posts. The Human Resources Division must be contacted prior to advertising. It is very important that selection tests are not unfairly discriminatory. You should add any details which are unique to this role and add information about the department (including details about the research strategy or research interests within the department). A model template to use after interview can be found in Appendix R. 85. In such circumstances the Panel chair is responsible for briefing external panel members and ensuring processes are followed fairly, legally and in line with UCL policy. Where qualifications are deemed essential these should reflect the minimum requirements necessary to carry out the job to an acceptable standard. [enter-your-company-name-here] is committed to ensuring that fair and effective procedures and processes are implemented and adhered to when selecting and deploying people to meet organizational needs. 58. The Head of Department/line manager should select interview panel members prior to the closing date; this allows panel members to assist in the shortlisting process. The Internal Recruitment Program is a resource team members to have a personal connection with team dedicated to answering your questions and supporting you as you explore new opportunities within the organization. Such evidence must be submitted to UCL Human Resources. If a redeployee meets all the essential criteria, they must be invited to a placement interview. If a manager believes that the appointee to a vacancy will be working in a 'regulated' position (see DBS checks procedure and Working with Children Guidelines Appendix A) They will require an enhanced criminal records check before commencing employment. For UCL's policy on the recruitment of staff with criminal records see the DBS checks and criminal convictions procedure. UK qualifications should be stated but (other than for required membership of a UK professional body) it should be made clear that overseas equivalents will be accepted. References from relatives or friends should not be accepted. These provisions can be used to support the achievement of UCL's Equality targets as stated in UCL's Equality and Diversity Strategy . The use of an alternative agency may be agreed, in exceptional circumstances, by the Executive Director of Human Resources. Heads of Department, Departmental Administrators and nominated Training Administrators have access to departmental training records. Advice is available from UCL Human Resources for those wishing to develop selection tests. For example, if indications of ambition were to be regarded as a worthy characteristic in applicants of one sex or ethnic group but not in another. The preferred service will be funded locally, unless the positions are Vice Provost or Dean appointments, where the cost can be charged against a corporate budget held by HR. Recruiting Policy. The Immigration, Asylum and Nationality Act 2006 makes it an offence to employ anyone who does not have permission to be in, or work in, the UK. 84. 3. Interviews are conducted with internal candidates that, based on their submitted application, meet the job requirements. The most popular and effective website for posts within Higher Education is 'www.jobs.ac.uk'. For driving jobs, it will be appropriate to specify the ability to drive. Executive search firms are typically used for hiring into very senior positions, such as Dean, Vice-Provost, Head of Department and Directors of Professional Services divisions and, in some circumstances, other specialist roles. It is best practice to write to candidates who have not been shortlisted (a specimen letter is set out at Appendix F), but if this is not possible due to limited resources, the further particulars for the post should make clear that after a certain period, if they have not heard from UCL, applicants should consider themselves not to have been shortlisted. Approval to waive advertising may be provided where there is evidence that: a. the candidate under consideration has unique internationally renowned expertise relevant to the achievement of departmental and UCL strategic objectives which would bring exceptional benefits to the department or faculty as a whole; and. Recruiting managers should refer to the guidance on the Ethics section of the research integrity website regarding the approval processes to undertake academic research. When requesting a reference at this stage information on the candidate's sickness/unauthorised absence record should be requested. The further particulars for a post should make clear to candidates the number and status of referees required and whether the panel intends to seek references before interview (see paragraphs 30 and 80). Banish the blank page for good with our 1000+ HR templates. Redeployees should meet the essential criteria for the post (or can achieve this with minimal training) but do not need to meet the desirable criteria. What is Internal Recruitment? Data such as applications contained within the online recruitment system (ROME) is automatically kept for 12 months before being archived, so it’s no longer visible to recruiting departments but is available to candidates to re-use for future applications. 81. 36. Individuals within the talent pool, and those whose secondment contracts are due to expire in the near future and any potential retrenchees, must first be considered for role vacancies before sourcing candidates externally. It is good practice to offer internal applicants feedback after interviews and it is UCL policy to respond to requests for feedback from external applicants. WHO is this policy for? During the recruitment freeze financial approval must be obtained by following the Finance Recruitment Freeze Guidance. 75. 96. 99. In most cases references must only be taken up once a preferred candidate is selected. A. UCL Human Resources can assist in advising on the equivalence of particular overseas qualifications. General information about UCL is linked from all ROME adverts and can be found here Appendix M. 34. The executive search firms are required to provide long lists with at least 30% female representation and 15% BAME representation. It is, for example, legitimate to ask for confirmation of whether individuals can comply with the working patterns of the post, but not to ask details of their domestic or child care arrangements etc. 62. A recruitment policy is essential to be unbiased, just and transparent. Basic Procedure • Stage 1 A vacancy is advertised (usually for 14 days) on the appropriate BOC career centre/s. To achieve this, all managers and team members should talk freely and frequently about what career moves make sense for their abilities and motivations. 54. The core behaviours apply to other groups of staff. 67. Any request for disclosure of references must be forwarded to the UCL Data Protection Officer. In addition you should add: 33. Legislation including the Equality Act 2010,and the Data Protection Act 1998. Our policy is to ensure that recruitment and selection decisions are based on the ability of the applicant to meet the requirements of the job description, person specification and any other Recruiting managers are expected to ask candidates the reason for any gaps in their employment history. This recruitment policy sample can serve as a rubric that our recruiters and hiring managers can use to create an effective hiring process. Principles including fairness, credibility and equal employment opportunity underpin recruitment and selection at UCL. Our employee recruitment and selection policy describes our process for attracting and selecting external job candidates. 50. Don’t let jargon stand between you and your to-do list. It should be noted that for appointments in which handling cash or responsibility for valuables such as computers, stores, etc. Redeployees who wish to apply for an opportunity must indicate in their application that they are a Redeployee (see redeployment policy for wording). b. advertising the post would deter the candidate from applying for the post or would otherwise put the successful recruitment of the candidate at risk. Additional pre-employment checks are required for those working in secure areas with access to controlled substances, see: Appendix S for the recruiting managers responsibilities. The person specification details the: required to do the job - specifying which are essential and which are desirable; these may be different from the attributes of the previous post holder. 14. It specifies the objectives of the recruitment and provides a framework for the implementation of recruitment programs. For example, avoid statements such as 'Ability to write reports'; instead, indicate the expected standard, such as 'Ability to write detailed financial reports that encompass departmental budgeting, annual variances, and forecasting'. For example a job may require that the appointee 'must be able to travel to a number of different locations on UCL business'. Courses are provided by the Organisational Development department. Recruitment policy of an organization, i.e., hiring from internal or external sources of organization is also a factor, which affects the recruitment process. Where the panel has an external member, that person should take part in the shortlisting wherever practicable. consist of a minimum of three people including the immediate line manager of the vacant post, a colleague who is familiar with the area of work and a third person, preferably from outside the department to balance the panel's perspective. Financial approval for the establishment of a new post or the filling of a vacancy must be obtained before recruitment commences. Care must be taken to avoid questions that could be construed as discriminatory (e.g., questions about personal circumstances that are unrelated to the job). be willing and able to attend all interviews for the duration of the recruitment process, to maintain consistency and to ensure fair treatment of all candidates. Many translated example sentences containing "internal recruitment policy" – French-English dictionary and search engine for French translations. Familiarity with the vacancy and preparation for the interview is a key to successful interviewing. The purpose of this policy is to direct and discipline recruitment and employment practices to ensure that the objectives of the Company are attained - especially those objectives which are related to structural and operational efficiency within the business, the demographic composition of the workforce and to provide guidance on the recruitment of staff so as to comply with the provisions of the Labour … This ensures that vacancies are open to external applicants. Internal recruitment is the process of filling the vacant positions in a company by the employees within the business premises. And this limits the scope of fresh talent in the organization. Guidance concerning the provision of employment references is set out at Appendix H and on the Human Resources website. Go to the Immigration website for more information on the points based immigration system including detailed requirements for issuing certificates of sponsorship and right to work FAQs. The salaries of other staff doing similar work within the department/division with similar experience should also be taken into account. Americas: +1 857 990 9675 Criteria which are subjective and for which little evidence is likely to be obtained through the selection process should be avoided (for example, 'a flexible approach' is often too vague to be of any help in the selection process). The new vacancies created in a firm by internal hiring are associated with additional recruitment, screening, orientation, and training costs. Learn more about the features available and how they make each recruiting task easier. 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