(up to and including Research Grade II)
POST AUTHORISATION
A Contract Research Staff Recruitment Authorisation form must be completed for all new appointments, and for all extensions, renewals and/or re-appointments of existing staff.
The form must provide the account codes from which the salary costs, recruitment advertisement costs, interview expenses (travel/hospitality etc), and removal/relocation expenses will be met.
ADVERTISING
In accordance with the formal Rules for Appointment, all posts must be advertised internally, in addition to any external advertising undertaken. Internal advertising will be through “Job Spot” and the vacancy management system. All advertising will be arranged by Human Resources.
SHORTLISTING
Shortlisting will be carried out within the School in accordance with the Rules for Appointment. The Executive Dean must approve the shortlist.
INTERVIEW PROCEDURE
Standard Procedure
Interviews should be held at the University wherever possible, as it is important to give candidates an opportunity to see the University and if possible, visit the School in which they will be working.
Where normal face-to-face interviews are not possible, video or telephone conference arrangements can be made in most cases. Information is available from Human Resources on University facilities and techniques for carrying out interviews via these media.
Where interviews are held at the University (whether face-to-face or via alternative media), Human Resources will be responsible for the interview arrangements, including convening the Board, arranging the interview date/venue, contacting candidates and taking-up references.
Alternative Devolved Procedure
a) Where it is not possible to hold an Appointment Board at the University, or where it is necessary to convene a Board at very short notice, alternative interview arrangements will be made by the Principal Investigator.
The Principal Investigator will convene a properly constituted Appointments Board, arranging the interview date/venue/ refreshments; contacting shortlisted candidates; arranging any other preliminary/informal interviews; and taking up references.
The HR Advisor (or his/her nominee) will attend the Board if required but may be included on the panel “in absentia” at the discretion of the Executive Dean or Chair of the Board. In these circumstances, a Contract Research Staff Appointment Approval Form, signed by the Chair of the Board must be completed. This is to confirm that the process complies with the Rules for Appointment.
b) Exceptionally, and subject to the approval of the Executive Dean, where it is essential to act without delay to make an appointment, the Principal Investigator may interview the candidate and make a recommendation to the Executive Dean. A Contract Research Staff Appointment Approval Form, signed by the Executive Dean, must be completed as above.
Sample standard letters requesting references and letters inviting shortlisted candidates to attend for interview are provided. Written references should be obtained in all cases.
Sample letter requesting reference
Sample letter inviting for interview
It is acceptable to request and receive references by email for the purpose of the Interview Board. However, where a work permit is required for the successful candidate, formal written references (on the official letterhead of the institution) are required covering the potential employee’s previous employment history for the last 3 years.
OFFERS OF APPOINTMENT
Standard Procedure
The formal offer of appointment will be issued by Human Resources on the basis of the Interview Result Form approved, signed by the Chair of the Interview Board
Alternative Devolved Procedure
If the HR Advisor was not present at the Appointments Board, the formal offer of appointment will only be issued by Human Resources when the HR Advisor is satisfied that the appointment process has been carried out in accordance with the Rules for Appointment. This judgement will be on the basis of a completed Contract Research Staff Appointment Approval Form, signed by the Chair of the Interview Board.
UNSUCCESSFUL CANDIDATES
Candidates who are not shortlisted for interview will be advised by letter, by Human Resources, of the outcome, subject to the School confirming that it has no further interest in these candidates. This need not wait for the interviews of shortlisted candidates to have taken place.
Candidate(s) whose application(s) have been unsuccessful following interview, will be advised of the outcome by letter, by Human Resources, as soon as possible after the Interview Board. The Chair of the Interview Board should make it clear if the application of any candidate is to be kept “on hold” pending acceptance by the successful candidate.
RECORDING OF INFORMATION
The original application forms (including any which may have been received directly by the School concerned), the references, and all correspondence with candidates and referees, should be returned to Human Resources for rejection letters to be issued, and for Equal Opportunities monitoring.
EXTENSIONS OF APPOINTMENT
As indicated under the heading POST AUTHORISATION above, a Contract Research Staff Extension Authorisation Form must be completed where it is intended to continue any post/appointment beyond the expected expiry date.
Subject to the completion of this Form, a formal extension of appointment will be issued by Human Resources at the request of the Executive Dean (or in accordance with any delegated arrangements agreed with the Executive Dean)
If the extension involves transfer of an existing employee to a higher research grade, this will also be subject to approval by a properly constituted Appointments Board, normally by circulation of papers, as indicated earlier in this document.
