This checklist is intended to provide a summary overview of key action which you can use as a starting point for your R&S
Action Planning. It does not cover every step in the recruitment and selection process. Further guidance is available on all elements on recruitment and selection at http://www.shef.ac.uk/hr/recruitment and from your customary contact in the Department of HR.
Comments/Action undertaken etc
Consider the needs of the post and what form of recruitment is required – if any
Create the About the Job
Create the Advert and consider further recruitment action
Enter into e-Recruitment
Date advertised
Closing Date for Applications
Confirm who will contribute to the selection panel (may include contributors beyond those who will be on the Interview Panel)
The Chairs of the Interview Panel should have attended the mandatory
Recruitment and Selection Training for Chairs.
Set date for Selection Action Planning meeting
Use this meeting to plan all elements of selection action.
By planning all these key principles at an early stage you will better placed to have a more effective and thorough selection process.
Aim is to agree
A.
What will we measure?
Establish the criteria for measurement based on the advertised person specification
B.
How will we measure it?
1.
Best methods of assessment to assess candidates abilities to meet the person specification - via references, interview(s) and relevant selection tests.
2.
Allocate a rating to the value of each assessment eg 60% presentation 40% interview
3.
Agree how the results of the various assessment tests will be fed into the selection panel’s decision-making process.
C.
When will we measure this?
1.
Establish when in the process this level of assessment will occur:
Eg First round of assessment - will be via review of applications by long/shortlisting panel
Further, more detailed assessment - via interview(s) and relevant selection tests.
2.
Agree what format of references will be sought and when in the process they will be reviewed.
D.
What selection action will not be an assessed activity?
1.
Agree which activities will be for the benefit of the candidates and will not form part of the assessment process eg informal meals with departmental

colleagues, informal tour of department etc. If these are part of the schedule, make clear to candidates and selection panel members, which elements of the itinerary will be assessed and which will not.
2.
Remember to also invite all candidates to such opportunities to ensure consistency of treatment.
E.
Build question framework for interview panel
1.
Set ‘criteria’ questions linked to the person specification criteria to be used for all interviewees.
2.
Further questions ‘specific’ to individual candidates arising from their applications will be considered re. shortlisted candidates later in the process.
F.
Set responsibilities and timelines for action ……
Set long-listing criteria and agree assessment action eg application based, short interview etc
Confirm long-listing panel membership (must have some representation from the interview panel)
Deadline for long-listing action
Set shortlisting criteria and agree assessment action eg application based, short interview etc
Confirm shortlisting panel membership (must have some representation from the long-listing and interview panel)
Deadline for shortlisting action
NB: depending upon the number of applications and the needs of the vacancy you may choose to build in additional levels of long-listing or short-listing
At each stage in the selection process inform unsuccessful candidates that they will not be progressing to the next round of selection action in a timely manner.
Candidates with disabilities – ensure any additional needs that you are aware of are suitably accommodated for at every stage, pre- and post-interview as well as during the interview/selection assessments.
Designate a waiting areas for candidates and confirm who will act as candidate liaison, meet and greet, offer refreshments etc .
Confirm who will undertake Eligibility to Work checks action for all invited candidates.
Prepare room layout
Consider room temperature, acoustics, distractions from surrounding area
Double check clarity of instructions for candidates

Confirm timing arrangements and processing the results for passing to the
Selection Panel
Prepare room layout – consider access requirements
Organise fresh water for each candidate and panel members
Consider room temperature, acoustics, distractions from surrounding area
NB. Build in sufficient time for preparation by the panel. It may be preferable to hold this meeting on a date leading up to the date of the interview if time is tight on the day.
Chair of Interview/Selection Panel to confirm with panel:
1.
‘Criteria’ questions content and running order.
2.
‘Specifics’ question for each candidates and who will raise them.
3.
How the range of selection test results will be fed into the decision-making process and their value weighting.
4.
Chair to remind the panel that it is the responsibility of all panel members to contribute fully to the interview/selection action, and to ensure that:
 fair and equitable practice occurs throughout all selection action
 all decision-making is measured and objective
 recruitment and selection quality standards must be met for every appointment
Chair to agree with panel who will provide feedback to interviewees postinterview in advance of the interview. (Panel to agree two or three headline points of feedback per candidate at the end of the interviews to assist with this.)
Chair to agree with panel when candidates will be informed of the outcome
(allow time for references to be received etc) and inform all candidates at interview.
All elements of the selection process should be considered fully within the decision-making process.
The panel should only recommend appointment to the post if the panel and
Chair are satisfied that the candidate is of suitable calibre for a University of
Sheffield appointment at the grade in question. If this is not the case, the decision should be adjourned and the Department of HR consulted.
All information relating to recruitment and selection action must be retained as highly confidential material then disposed of securely 6 months after the appointment is made. To accommodate this you are advised to scan printed information, eg eligibility to work photocopies, interview notes, into the e-
Recruitment system where it will be retained securely centrally and the printed originals can be disposed of as confidential waste.
Version 1 July 2010