As a manager, you’re responsible for helping your employees learn and grow. It should clearly and accurately set out the duties and responsibilities of the job and must include: 16. 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. Essential criteria are those without which an appointee would be unable to adequately perform the job; Desirable criteria are those that may enable the candidate to perform better or require a shorter familiarisation period. It advertises vacancies for the academic community and associated areas of research in both the public and private sector. if appropriate, details of any test or presentation they will be required to take or anything they should bring with them (e.g., examples of work), qualification certificates that are essential to the post, permission to work in the UK documents (or to indicate if a Certificate of Sponsorship is required) See, The job is in a 'designated shortage' occupation, or, It passes the Resident Labour Market Test (RLMT), University College London, Gower Street, London, WC1E 6BT Tel: +44 (0) 20 7679 2000. Recruitment and monitoring data is reported annually to the Human Resources Policy Committee and Committee for Equal Opportunities. See Appendix K for acceptable evidence. Design an internal recruitment policy. Our internal hiring process policy describes our process for hiring within our company to fill open roles. Advice is available from UCL Human Resources for those wishing to develop selection tests. Banish the blank page for good with our 1000+ HR templates. via a hard copy. 53. Applicants for employment concerned about the application of the policy should write to the Executive Director of Human Resources. Our internal hiring process policy describes our process for hiring within our company to fill open roles. Guidance concerning the provision of employment references is set out at Appendix H and on the Human Resources website. See Appendix E for a hard copy of the Recruitment monitoring form which candidates will need to complete if applying off line for any reason. It is very important that selection tests are not unfairly discriminatory. 82. 10. Provisional offers may be made, subject to a certificate of sponsorship being issued and entry clearance gained, Disclosure and Barring Service check or occupational health clearance, where appropriate. Only the HR Services issues letters of appointment and places individuals on the payroll (other than very limited exceptions). Source and evaluate candidates, track applicants and collaborate with your hiring teams. Industry insights, new tech and tools, step outside the day-to-day demands of HR and keep pace with a changing world. (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.) We are committed to investing in our employees and help them grow their skills and gain experience while working with us. Please refer to guidance on the different Tiers of the points based immigration system, incorporating the departmental guide to the completion of forms to request a certificate of sponsorship. In most cases references will be requested after a preferred candidate is identified. 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. 90. 98. Appointments must be based on merit. 39. Assumptions should not be made about their reasons for applying for the post as they may eliminate an otherwise exemplary candidate. 100. 13. The candidate may qualify for the Government's Access To Work Programme (details of which are available at Access to Work.Where reasonable adjustments are agreed these must be recorded in writing. Avoid ambiguity about responsibilities and be clear about the postholder's accountability for resources, staff, etc. 64. Letters or emails to shortlisted candidates should include: 65. 88. 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. 48. What’s in, what’s out, and what’s around the corner—they’ve got the HR world covered. Remote work, technology, and engagement are hot topics in the New World of Work. Therefore, helping your team members move inside our organization and promoting them to more challenging positions is good for our business. Assistance with the production of alternative formats is available from UCL's Equality, Diversity & Inclusion team. All ethical issues relating to a research project should be identified and brought to the attention of relevant internal and external approval or regulatory bodies before a position is advertised. Information regarding personal circumstances which is offered in a CV or at interview must not be taken into consideration in reaching a selection decision. Advice on good practice from the Equality and Human Rights Commission, the Commission on University Career Opportunity, the Equality Challenge Unit and Opportunity Now. 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. 3. 7. Get clear explanations of the most common HR terms. All UCL staff on panels must have received training in fair recruitment* and ideally at least one member who has received disability awareness training. 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. In this policy, we outline our procedure for internal recruitment and clarify our rules for internal mobility. Requirements for compliance with UK Immigration legislation (see paragraphs 60, 61 and 89-92, the job title (which must be sex and age neutral), the location of the job i.e. 50. In doing so it also enables you to take account of: 2. Panel members external to UCL are welcome to attend UCL training, but is not a requirement. 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. 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. A job description is a key document in the recruitment process, and must be finalised and graded prior to taking any other steps in the process (see guidance on writing job descriptions as well as a template and completed examples). Academic qualifications, professional registration, the right to work and any other specifics considered essential for the post must be verified by the Department at the time of interview. Recruiting managers should refer to the guidance on the Ethics section of the research integrity website regarding the approval processes to undertake academic research. Taking up references before this point should only be used for some academic posts. The original applications for all applicants, together with a written note of reasons for shortlisting or rejecting applicants must be retained for a minimum of 12 months from the date that an appointment decision is notified, in case of complaint to an Employment Tribunal and to satisfy UK Visas and Immigration requirements to keep records for 12 months where a certificate of sponsorship is required. A recruitment policy is a framework that clearly outlines all your business’s recruitment practices. The most popular and effective website for posts within Higher Education is 'www.jobs.ac.uk'. Further details are available from the Human Resources Business Partnering Team or on the Human Resources website. Do not make requests that only elicit generalisations about candidates' attendance, honesty, or subjective information as to the applicant's suitability for the job. These should inform the person specification for every appointment. All recruitment, selection procedures and decisions will reflect [enter-your-company-name-here]’s commitment to providing equal … Europe & Rest of World: +44 203 826 8149 Such notes must relate to how candidates demonstrate their knowledge, skills, experience and abilities in relation to the person specification. You may … 30. You don’t need the consent of your manager to apply for an internal job opening, but we encourage you to be open about your career goals. 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. [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. 66. 51. The new vacancies created in a firm by internal hiring are associated with additional recruitment, screening, orientation, and training costs. 10.2.3 The Chair of the interview panel should ensure that the interviews are conducted in line with this Recruitment Policy, and the School’s Equality and Diversity Policy. Interview notes must be taken by each panellist to help the panel to make an informed decision based on the content of the interviews. If requested, Human Resources can advise on the equivalence of overseas qualifications. (Further information is available on what is considered reasonable and a helpful checklist regarding Disabled candidates is also available). 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. It is the responsibility of each Head of Department/Division to ensure that this policy is carefully followed within their department/division. 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. It is unlawful racial discrimination to carry out checks only on potential employees who by their appearance or accent seem to be other than British. The internal recruitment process refers to promoting and assigning tasks to employees from within the same organization to higher positions. Internal Recruitment Policy • GENERAL PRINCIPLES • Policy Statement 6. the right to work, have not been taken up prior to sending new starter information through to UCL Human Resources, then HR will not issue a contract to the preferred candidate. And this limits the scope of fresh talent in the organization. For driving jobs, it will be appropriate to specify the ability to drive. For every hiring challenge, Workable has a solution. We are committed to investing in our employees and help them grow their skills and gain experience while working with us. The selection criteria pro forma at Appendix D can assist with the task of shortlisting. See guidance notes for more information. 97. For example, the ability to deal effectively with frustrated customers is a skill. It is very important therefore that all posts are advertised as widely as possible in media that reach underrepresented groups and that all applicants are dealt with in the same way and given the same information and opportunity to make an application. 96. Care must also be taken when initiating contacts with applicants that all are treated in the same way, for example with regard to invitations to visit the department, informal meetings to discuss the vacancy, and provision of information. Learn more about the features available and how they make each recruiting task easier. 83. If they demonstrate in their application that they meet the essential criteria for the role (or could do so with reasonable training) they must be interviewed for the role. If a qualification certificate is issued in a foreign language, recruiting managers can ask the candidate for a translation from a reputable source or document notarisation. We ask you to: Our company will recognize employees for their skills and hard work. The recruiting manager should consider on a case-by-case basis the nature of the absence and must, where appropriate, disregard periods related to the assessment, treatment, and rehabilitation of a disability. It specifies the objectives of the recruitment and provides a framework for the implementation of recruitment programs. Only UCL Human Resources is authorised to issue certificates of sponsorship (CoS). The same areas of questioning should be covered with all candidates and assumptions should not be made regarding the expertise or abilities of candidates because of their employment history. 78. Attention is drawn to the specific requirements in relation to advertising for Certificate of Sponsorship purposes (see paragraph 95). If the person recruited is under the age of 18, the Safety Services - Young persons guidance must be reviewed and followed by their manager. Recruiting departments must ensure that each long listed applicant’s equal opportunities data is inputted to ROME within one month of the final interview date. In approving requests to waive advertising in the above circumstances, evidence that such circumstances exist will need to be provided with the request. If a member of a selection panel feels that there has been any irregularity in the recruitment and selection procedure and the panel cannot resolve the matter at the time, they must report the matter without delay to the Director of Human Resources. Panel members should remind themselves of the monitoring information required of them in relation to their selection decisions before commencing the selection process. Waivers of advertising may only be approved where there are no staff eligible for redeployment who may be suitable for such a vacancy. These decisions are not, however, always straightforward, so recruiting managers should discuss these cases with their HR Business Partnering contact prior to disregarding any sickness absence periods. Image of … In order for the policy and procedure to be effective it is essential that any employee who is involved in any aspect of the recruitment and/or selection of staff is aware of this document and follows it. The candidate's contract will be subject to them having a satisfactory sickness/unauthorised absence record. Approved requests to waive advertising must be copied to the Director of Human Resources in order to monitor and evaluate the effectiveness and impact of this policy. Ask questions, find answers, get tips, and dig deeper into our product. 32. The use of an alternative agency may be agreed, in exceptional circumstances, by the Executive Director of Human Resources. In summary these are that details of a post must be publicised, selection must be on the basis of appropriate criteria and merit, a record of the process and decision must be kept. Departments should contact their  HR Business Partner for information and assistance in selecting the search firm on UCL’s preferred supplier list. All vacancies will appear on UCL's external website and via a link from the University of London vacancy website. 70. evidence of eligibility to work in the UK, satisfactory internal/external references). It is expected that the number of such appointments will be limited on an annual basis to a number of posts equivalent to five percent of the number of professors in the faculty. The language in job descriptions should: 18. 60. Internal recruitment is the process of filling the vacant positions in a company by the employees within the business premises. 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. 40. Appointees to such positions involving regulated activity must be briefed on their responsibilities towards safeguarding children and vulnerable adults. The Executive Director of Human Resources will keep a register of requests and approved requests to waive advertising including relevant demographic details of the appointed candidates, and will provide UCL's equality and diversity champions with annual anonymised reports. Jobs must be advertised on the UCL website, and applicants will be directed to apply through the relevant firm, rather than applying through ROME. The Human Resources Division must be contacted prior to advertising. 3. 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. 1981756 . This policy and procedure cover all activities that form part of the recruitment and selection process. 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). Applicants must be made aware early in the recruitment process that a criminal records check will be required of the appointee. Sign up for jargon-free hiring resources. 95. department/faculty/division/research group, the post to whom the postholder is responsible, any special working conditions (e.g., unsocial or shift working patterns, the requirement - for clinical posts - to obtain health clearance from an NHS Trust, the requirement for a criminal record check - (see paragraphs 86- 88), A note that indicates that, as duties and responsibilities change, the job description will be reviewed and amended in consultation with the postholder, An indication that the postholder will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the line manager or Head of Department/Division, A statement that the postholder will actively follow UCL policies including Equal Opportunities policies, An indication that the postholder will maintain an awareness and observation of Fire and Health & Safety Regulations, Avoid jargon and unexplained acronyms and abbreviations, Be readily understandable to potential applicants for the post. 31. 47. After the closing date has passed the interview panel should assess the applications to determine which applicants are to be called for interview. 29. OUR RECRUITMENT POLICY . When making appointments to posts with management responsibilities, consideration should be given to UCL's Ways of Working and UCL's Core Behaviours Framework. In feeding back to candidates it is good practice to balance the applicants' weaknesses with some positive points. A 'Recruitment and Selection Checklist' is also provided in Appendix J of this policy. Heads of Department must ensure that permission to fill a post has been obtained before seeking to publicise a vacancy; details are available from the appropriate section of the Finance Division - Planning & Management Accounts in respect of non-research posts and Research Administration in respect of research posts. 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. Extreme care must be taken if physical requirements are specified. Always think what’s best for your team members in terms of their personal and professional growth. To avoid making assumptions about such permission, it is the Department's responsibility to ask all appointees for evidence of eligibility to work in the UK. In this policy, we outline our procedure for internal recruitment and clarify our rules for internal mobility. 89. 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. 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