CEAS Private Wirtschaftshochschule Zurich Recruitment Policy and Procedures

Transcription

1 CEAS Private Wirtschaftshochschule Zurich Recruitment Policy and Procedures GENERAL DETAIL Page 1 The recruitment and selection process is of paramount importance in order to recruit staff with the necessary skills and attributes to enable the CEAS to fulfil its corporate aims and objectives. The Recruitment and Selection Policy and Procedures aim to provide clear guidance to managers in relation to both the selection and appointment of staff. This policy promotes and supports good practice for those with responsibility for recruitment. This policy and procedures aim to achieve the following objectives: Recruit staff with the appropriate skills, both technical and personal, in order to meet the CEAS s current and future needs. To ensure that staff appointed to posts involving teaching responsibilities are qualified to carry out such duties or are working towards an appropriate qualification. Work to a fair and effective recruitment procedure, which is consistent with employment legislation and the CEAS s Equality and Diversity policies and practices. Develop and enhance the public image of CEAS, both as an employer and as a quality provider of education and research. Internal candidates or others personally known to the interview panel must be treated in exactly the same way as all other candidates. This policy and associated procedures applies to all members of staff other than senior postholders as defined in the Articles of Association. Additional guidance on the procedures to be followed in the recruitment of atypical and casual staff is provided separately. DEFINITIONS The Human Resources Department (HRD): The Human Resources Department may act in an advisory capacity to any party and/or as an independent facilitator. Given their independent role, they are not in a position to make decisions, but may offer recommendations for resolution. Director Timescales At risk For the purposes of this policy, Director means a member of CEAS Corporate Management Team. For the purposes of this policy, one week is deemed to be seven days, inclusive of weekends, but exclusive of statutory holidays and concessionary days. Where posts have been identified for redundancy the postholder(s) will be deemed to be at risk.

2 KEY CONSIDERATIONS 1. Justification for Recruitment Before recruitment begins, the following will be given consideration: - is it necessary to fill the vacancy? Page 2 - does the role require changes in duties and responsibilities? - is it appropriate to evaluate the grade of the post? - could the work be accommodated in other ways? - what terms and conditions are being offered for the post? Are they appropriate and consistent with the rest of the CEAS? - are there any staff at risk? Staff at risk within the organisation must be given first consideration for any vacancy prior to an external / internal advertisement being placed. - Managers should consider widening the diversity of the team which could include consideration of part time working / jobshare / positive action initiatives. 2. Filling the Vacancy In order for the recruitment process to commence, the Director of School / Department must gain authorisation, using appropriate documentation. The following documentation must be completed for recruitment to all posts: * Recruitment Request HR / Finance Authorisation Form * Job Description * Person Specification * Occupational Health Evaluation Form 3. Advertising It is normal practice that all vacancies are advertised, both internally within CEAS, as well as externally. However, where it is considered that existing staff have the prerequisite skills consideration may be given to advertising posts internally only. Staff who have been identified to be at risk may be considered for vacant posts prior to internal / external advert if they meet all the essential criteria of the vacancy. There may be exceptional occasions when CEAS deems it appropriate to use search techniques. Before doing so, the Director of School / Department must secure prior permission from their Executive line manager that search is the appropriate method. 4. Enquiries All enquirers will receive a recruitment information pack detailing the requirements of the post. Wherever possible, this will be provided in electronic format and in alternative formats where requested. 5. Selection Shortlisting Candidates will only be shortlisted for interview if they meet all the essential criteria defined in the person specification. If the number of candidates meeting the essential criteria is excessive, further

3 selection must be undertaken utilising the desirable criteria to achieve a workable shortlist (suggest no more than 6). Candidates equality and diversity monitoring forms are separated from the application forms prior to the shortlisting process. The shortlisting panel will not have access to this information. Shortlisting must be undertaken by at least two individuals who are experienced in the recruitment process and who will go on to be involved in the interviewing process. At least one Page 3 member of the panel should have attended the recruitment and selection Best Fit training. Interviewing The interview must be conducted by a panel, the suggested composition of which is detailed in the procedures. All interviews for one post must be conducted by the same panel. All candidates will be asked a standard format of questions, which will have been decided by the interview panel prior to the interviews. All questions must be related to the job requirements and the candidate s suitability to undertake the role. Skills assessment As part of the selection process, Schools/Departments may wish candidates to partake in a series of skills tests. These tests must be directly related to the role in question and must be measurable against objective criteria. Candidates must be informed of the details in the letter inviting them for interview. Details of any skills tests, including the criteria to be measured and the method of measuring must be provided in advance to HRD. Skills tests should be held in accessible rooms where required and requested by a disabled candidate. 6. Appointment The choice of candidate will be determined by the majority view from the formal interview panel. The panel will take account of any other information that will have been generated as part of the selection process. In the case of a tied vote, the Chairs decision will carry. A formal offer of appointment is to be made / confirmed in writing and will be conditional upon receipt of references which satisfy CEAS requirements, medical assessment, satisfactory evidence of eligibility to work in Hungary and other appropriate checks, such as Criminal Records Bureau (CRB), if applicable to the post. Consideration should be given to reasonable adjustments for a successful disabled candidate. Contact should be made with Access to Work over any financial assistance for a new employee with reasonable adjustments costs that may be incurred over 300. (Access to Work Liz Foster) 7. Confidentiality All application details are treated with the utmost confidentiality. It is the responsibility of the Director of School / Department (or her/his nominee) to ensure that suitable arrangements are made for confidentiality to be maintained. 8. Documentation At all stages of the recruitment process, it is the responsibility of the Chair of the panel to ensure that notes are kept detailing the reasons for selection or rejection of candidates. These notes could be called upon as evidence of the fairness of the process, either through an internal assessment or to support an external investigation. The notes should therefore be relevant to, and necessary for the process itself. It should be noted that applicants would normally be entitled to have access to

4 interview notes about them (please note that applications are retained for 6 months only) as part of the record of the interview. All records must be handed to HRD by the Chair of the panel. 9. Feedback All applicants may receive formal written communication informing them of the status of their application upon request. Feedback will be provided by the Chair of the panel at the request of any Page 4 applicant at any stage of the recruitment process. 10. Observation In order to ensure CEAS s compliance with both the Recruitment and Selection and Equality and Diversity Policies and Procedures, an observer may be present at any part of the process from short listing through to selection. Observation may be undertaken by an appropriate recognised Trade Union representative or member of Human Resources Department. In addition, an observer representing the interests of Equality and Diversity may also be present. In order for an individual to become an authorised observer, they must undertake approved training. However, the observers do not actively participate in any stage of the proceedings and do not have voting rights for selection. 11. Monitoring For equality and diversity purposes, recruitment statistics are monitored on a quarterly basis by gender, ethnicity, disability, age and by faculty, department and job type. This information is disseminated to Heads and Deans with any positive action identified as a consequence. Recruitment Procedures 1. Introduction This document details the procedures required to undertake the recruitment and selection process to completion. It splits the process into a number of stages. It is necessary to ensure that the procedures are followed as described since they are derived from legislation, CEAS policy and good practice. The Human Resources Department (HRD) are available to advise any School or Department requiring help at any stage within the recruitment process. The stages detailed in the document are: Pre-advertisement Pre-interview Interviewing Post-selection Administration Preparation prior to a position being advertised From promotion of vacancies through to short-listing of applications Procedures relating to setting up interviews and selecting the most appropriate candidate The administration required once a selection has been made A detailed summary is provided in the following pages 2. Pre-advertisement In order to begin the recruitment process, the following documents are required: - Advert text (and the advertising procedure)

5 - Recruitment Request HR / Finance Authorisation Form - Job Description - Person Specification - Occupational Health Evaluation form - Recruitment Programme (to be produced after authorisation has been obtained) The main points to note about these documents are as follows: Page Advert Text (The advertising procedure) The responsibility for drafting advertising copy rests with the employing School/Department. This may be prepared in conjunction with HR. Text must be compliant with legislation and in a format conducive to the CEAS Brand. If a post is eligible for relocation assistance, this must be stated on the advert. Prior agreement must have been obtained on the Recruitment Request Form. CEAS wishes to promote on line applications and the text of advert should therefore be webcentric where ever possible. This requires a more concise advert text outlining the nature of the role and signposting the applicant to the web for further details. The text on the web can then provide all relevant further information. HRD may have to make final amendments to the advertisements to comply with the agreement between the CEAS and the advertising agency. These amendments would be the subject of consultation with the originating department but the overriding decision on the advert format and wording will lie with HRD. As a matter of policy, staff appointed to posts involving teaching responsibilities should be qualified (or expected to qualify) to carry out such duties. It is, therefore, essential that a standard sentence is included in the further information for posts that involve teaching responsibilities, for example: Successful applicants without a teaching qualification will be required to undertake and pass a programme of initial teacher development within CEAS within their first 18 months of appointment. Alternatively, for those with existing appropriate teaching experience, there will be an expectation that the individual will be (or will become) a fellow of the Higher Education Academy (HEA) or has gained (or is working towards) an award from a HEA accredited course or some other recognised teaching award acceptable to CEAS. Advertisements for specific jobs need not state how the information supplied will be used if this is self-evident. However, if the advert is more general and it is possible that the information may be passed to a third party, then this should be stated within the advert and / or further details. It is important that it is clear to individuals responding to job advertisements of the name of the organisation to which they will be providing their information and how it will be used unless this is self evident from the advert. Such consideration would be appropriate when filling vacancies with / for other partners. This would also apply if the intention was to conduct a trawl of applicants for a range of different jobs. In the further details, consider placing in the text, wording that will advice the applicant that information supplied in response to the advert may be retained for up to 6 months for use in connection with future vacancies. For unsuccessful candidates, this will enable their applications

6 to be considered for other suitable posts that may be vacant at the same time or become vacant within this timeframe. Where recruitment agencies are used on behalf of CEAS, please check that the agency has advised the individual that their particulars have been passed onto CEAS. The choice of media is determined in consultation with HRD. If an individual manager has a Page 6 specific request which is deemed to be additional to any usual advertising requirement, this can be considered, but the additional cost will be funded by the School or Department. The overriding decision on the choice of media will lie with HRD. Consideration should be given to advertising in specific equality and diversity publications such as The voice and Disability Now where positive action is required. Consideration should be given to the timing of placing adverts to ensure maximum benefit. For example, there are periods in the year when advertising would be less effective, e.g. Public Holidays, Christmas. Consideration also needs to be given to advert closing dates and the publication / distribution dates of professional/specialist journals. The closing date will be agreed with HRD and must allow candidates sufficient time in which to prepare and submit their applications. Ideally closing dates must never be less than one week after the date of advertisement, or more than three weeks. Statutory or concessionary holidays should be taken into account when determining closing dates. It is normal practice that all vacancies are advertised, both internally within CEAS, as well as externally. However, where it is considered that existing staff have the prerequisite skills consideration may be given to advertising posts internally only. Staff who have been identified to be at risk may be considered for vacant posts prior to internal / external advert if they meet all the essential criteria of the vacancy. There may be exceptional occasions when the CEAS deems it appropriate to use search techniques. Before doing so, the Director of School / Department must secure written permission from the Director of Human Resources that search is the appropriate method. 2.2 Recruitment Request Finance/HR Authorisation Form Completion of this document is intended to ensure that all staff recruitment is either covered by the existing approved budget / latest outturn numbers, or for any additional staff, it is approved by the Finance Director. It enables the appointing School or Department to gain appropriate authorisation from senior management to enable the recruitment process to start. Incomplete forms will have to be returned to the originating School/Department for completion, possibly resulting in a delay. For all appointments the Recruitment Request Form must be signed by School / Department Director. Upon receipt of a fully completed and authorised recruitment form, the HR Department will take appropriate action to advertise the relevant position within 14 days. The form also evidences that consideration has been given to the proposed grade of the post. To ensure the continuation of consistency and to protect the CEAS against possible Equal Pay claims, the job evaluation process must be subject to ongoing maintenance. Therefore any new role (which is not academic or research) must be evaluated to ensure that the proposed grade for the role is appropriate.

7 Specific guidance of on the evaluation of posts will be provided by HRD. 2.3 Job Description A Job Description defines the purpose, the scope and the principal duties and responsibilities of a particular role. It provides a framework which outlines the expectations, both for the employee Page 7 and the employer, and forms part of the working agreement, but is not in itself contractually binding. It is the responsibility of the School/Department to produce an electronic copy. To assist in the drafting of a Job Description and to ensure consistency, reference should be made to the guidelines. The key elements normally included are: Identifying factors Purpose/objectives Job title, School/Department to whom the postholder is responsible etc. One or two short sentences to summarise the overall purpose/ objectives of the job. Principal accountabilities A description of the job, ideally no more than eight to twelve short sentences. The intention is to provide an outline of the job only. Tasks should be listed in order of importance. 2.4 Person Specification The purpose of a Person Specification is to provide criteria against which the recruitment of candidates will be carried out objectively in line with Equality and Diversity guidance. It defines both essential and desirable criteria and is usually prepared as a grid. The Person Specification should be based upon the Job Description. To assist in the drafting of a Person Specification and to ensure consistency, reference should be made to the guidelines. Essential criteria Requirements without which a candidate will not be offered an interview. Desirable criteria Requirements which enhance the candidates application or basis for consideration and may facilitate more detailed shortlisting for interview. The criteria required of the ideal candidate and the format of the Person Specification may vary, but typically could include: Qualifications Experience Skills Only where considered appropriate and specific to a profession or trade. Either in the type of role outlined in the Job Description, or in a preparatory role. Relevant to the post.

8 Special requirements Will be specific to the job, e.g. ability to lift heavy weights, ability to work with specific client groups. When deciding the difference between essential and desirable criteria, the author of the Person Specification should be very clear that any criteria listed as essential will be binding on the School/Department and as such would rule out the appointment of any candidate not meeting all such criteria. Page Occupational Health Evaluation Form CEAS has a statutory obligation to develop and maintain a safe working environment. The purpose of this form is to assist in the identification and evaluation of any job-related risk assessments in line with health and safety legislation, in order to safeguard both the candidate and the CEAS. This form will enable a medical assessment to be carried out against the pre-employment medical assessment form. 2.6 Recruitment Programme The Chair of the interview process will have been identified by the School/Department/or Directorate, as appropriate. S/he will take overall responsibility for securing the necessary arrangements with HRD throughout the recruitment process. It is desirable that all Chairs will have undertaken the appropriate training before chairing selection interviews. In order for a Recruitment Programme to be agreed, a meeting will be arranged with HRD and (ideally) the Chair of the panel. Any School/Department wishing to issue additional information to potential applicants must ensure that this is supplied to HRD at this time. Two copies of the programme will be completed: one copy for the retention of HRD which will be available on request for sight by the recognised Trade Union Representatives and one copy for the School/Department. 3. Pre-interview This section considers the stages from the initial contact with applicants through to the shortlisting process. 3.1 Initial Contact with Potential Applicants Advertisements are designed to attract the attention of applicants, who are then encouraged to view the web site for further details / information and to download a recruitment information pack from HRD. A hard copy format will be sent if requested. 3.2 Application Form and Curriculum Vitae It is CEAS policy that applications are made by completion of a CEAS application form for all posts. This may be accompanied by a curriculum vitae and supporting letter of application if appropriate. Candidates are encouraged to apply via the CEAS / HR web site to improve efficiency and to reduce costs. However, application forms can be provided in alternative formats where required. 3.3 Receipt of Replies This requires that all applications are logged by HRD and referenced appropriately. HRD will endeavour to release applications to Schools/Departments no later than two working days after

9 the closing date. Please note that applications must be collected by the Chair of the interview panel or her/his nominee. If the chair is sending a nominee, s/he must advise HR of the name of the nominee who will be collecting and signing for the applications which will be handed over in a sealed envelope for the confidential attention of the Chair. Equality and Diversity monitoring forms will be separated from the application forms with the information recorded and monitored anonymously. 3.4 Confidentiality/Security Page 9 The CEAS s policy is that the confidentiality of an applicant s details is of paramount importance. It is the School / Department Director s individual responsibility to ensure that suitable arrangements are made within her/his area for this confidentiality to be maintained. It is important under the Employment Practices Data Protection Code to ensure that personal data (such as application forms, CV s) is shared only with those that need to know involved in the recruitment process. Where it is necessary for applications to be taken off site for consideration, the utmost care should be taken regarding their security. For example, applications should not be left unattended in a vehicle or in any public place. 3.5 Shortlisting It is the responsibility of the Chair of the panel to make appropriate arrangements for shortlisting, which will be undertaken by at least two members of the panel. The shortlisting should be undertaken against the information compiled on the Job Description and the Person Specification. It is important to ensure that there is a consistent approach to the way in which personal data is used and assessed in the shortlisting process. It is more important that the selection criteria used is applied in a fair and consistent way rather than that the criteria are in themselves fair. It is CEAS policy that notes be kept on candidates to justify any decisions made regarding selection for interview. These must be written on the shortlisting form provided by HRD, in order to maintain the appropriate records. The notes should, therefore, be relevant to and necessary for the process itself. It should be noted that applicants would normally be entitled to have access to notes about them which are retained as part of the record of the shortlisting exercise. All records must be handed to HRD by the Chair of the panel. Periodically these notes will be checked by the Equality and Diversity Co-ordinator as part of the CEAS s ongoing monitoring obligations. It is the responsibility of the Chair of any panel to collect any copies of application forms and/or CVs once decisions have been agreed. All surplus copies must be shredded to ensure confidentiality. Out of consideration for applicants, shortlisting should be undertaken within the agreed timescales. 4. Interviewing Following shortlisting, selected applicants will be invited for interview by HRD. The purpose of an interview is to facilitate the selection of the most suitable candidate for the post, although it should be recognised that this is only one part of the selection process.

10 4.1 Invitations to Interview Candidates should be given at least one weeks clear notice of an interview date. The invitation should include the details of any skills assessments and related preparatory work that they will be required to undertake prior to or as part of the recruitment process. Candidates should also be asked to bring with them satisfactory evidence of their eligibility to work in Hungary and the Page 10 originals of any qualifications required for the role. The candidates should also be asked whether any reasonable adjustments are to be made for the interview. 4.2 Composition of Interview Panels CEAS practice regarding the composition of the formal interview panel relates to the seniority of the vacancy/nature of the post. The following is a guideline only. It is recommended that a HR Advisor forms part of the panel for senior posts. Vacancy Technical support staff Other Support Staff Teaching/research staff Senior Research / Teaching Fellow Professorial appointments Head of Department / Subject Manager Assistant Director/ Head of Department Director Interview panel Co-ordinating Technical or Line Manager One member of academic staff Director or nominee Line Manager Director or nominee Subject Manager Subject peers Director or nominee Research / Subject Manager External advisor (if appropriate) Must include the following: Either the Chair of the Academic Board or the Chair of the Conferments Committee An external member Two Professors, one of whom shall be a member of the Conferments Committee Director Assistant Director External advisor (if appropriate) HR Advisor (recommended) Executive Director Director HR Director (recommended) External advisor (if appropriate) Vice-Chancellor Executive Director(s) HR Director (recommended) External advisor (if appropriate)

11 The Chair of the panel may invite a member of staff from another School/Department to join the panel. An advisor from HRD will be available to participate on any panel. Interviews will be carried out by at least two members of the employing School/Department. In determining the number (and mix ) of panel members, consideration should be given to the candidates circumstances for example, race, gender, age. The nomination of an external advisor rests with the School / Department Director. However, before issuing an invitation to join the panel, the agreement of the appropriate member of Executive Directorate must be obtained. The School/Department is responsible for making arrangements with the external advisor and for the payment of any expenses incurred. Page Conduct of the Interview When conducting interviews every member of the panel must make notes of questions asked and answers given. This will provide feedback and evidence of why the candidates have been selected or rejected. These notes must be signed and given to the Chair, who will hand them to HRD. Just as with shortlisting, these notes should be relevant to, and necessary for the process itself. It should be noted that applicants will normally be entitled to have access to interview notes about them which are retained as part of the record of the interview. These notes will periodically be monitored and checked by the equality and diversity co-ordinator for Equality and Diversity monitoring The panel must determine, prior to the interview, the questions and areas of discussion which will be put to each candidate. Care must be taken to avoid questions which are discriminatory. As well as leading the process, the following are the administrative responsibilities of the Chair advise candidates what happens next advise candidates that all employment is offered subject to satisfactory references which meet CEAS requirements and appropriate medical and other checks including CRB checks if appropriate to the role check whether candidates require a work permit and seek evidence of eligibility to work in Hungary. This should be asked of every candidate. To avoid potential discrimination, all applicants should be asked to provide evidence of eligibility to work in Hungary; not just applicants who may look or sound foreign or who appear to have a foreign name. To provide defence for the CEAS against individuals who may state that a work permit is not required, but who are in fact not eligible to work in Hungary, satisfactory evidence must be obtained from all candidates. This evidence must be photocopied and forwarded to HRD. The Chair must also satisfy him / herself that the evidence provided appears to be original and relates to the person providing it. Candidates will be asked to bring suitable evidence with them when invited to interview. This will usually be in the form of a passport or a documented National Insurance Number together with a full birth certificate. A list of acceptable documents will be provided by HR to the Chair of the panel. In case of doubt, or should other evidence be provided, reference should be made to HRD before any offer of employment is given.

12 obtain signature to the application form if on line application. where qualifications are required as essential criteria, copies of certificates are to be made and forwarded to HRD. If an appropriate teaching qualification is not held, they will be expected to undertake and pass a certified qualifying programme of initial teacher development in then first year of employment as part of and a condition of their Page 12 probation. collect completed notes and the signed Interview Assessment Forms from the panel members and hand them to HRD. Misrepresentation of the nature of the job in question must be avoided. It is good practice only to give an accurate representation of the successful candidates career prospects with the CEAS, in order not to give rise to expectations, which may never be fulfilled. It is important that interviews are conducted in a courteous and professional manner, since a badly managed and conducted interview could lead to legal action against the potential employer or the individual(s) involved in the interview. It is important that candidates leave with a positive impression of CEAS. 4.4 Other Selection Activities Some schools / departments will give candidates an opportunity for a 'tour' usually accompanied by an individual who is not on the selection panel. Whilst this may be good practice to enable the candidate to gain a better insight to the role, feedback to the panel must not be given unless the candidate has been made aware in advance that the 'tour' is part of the selection process. Consideration must be given to physical access issues for disabled candidates. In such cases, feedback must be objective against pre - agreed criteria and a written note made. The note should be handed to the Chair of the selection panel to be retained as part of the selection process. Similarly, presentations, skill tests or other activity that forms part of the selection process must be measurable against objective criteria and a written note made; again to be handed to the Chair of the selection panel to be retained as part of the selection process. Under the Data Protection Act, applicants will normally be entitled to have access to these notes if a specific request is made. 4.4 The Choice of Candidate After discussion the choice of candidate to be appointed will be made on a majority vote from the formal interview panel (when panel consists of an odd number). The panel will take account of any other information that will have been generated as part of the selection process. Where a majority agreement cannot be reached, the Chair will have the final decision. If the candidate selected does not take up the appointment, any decision to offer the appointment to the second choice applicant must be taken by the whole panel. Before the panel disbands it should agree, if possible, on the reserve name(s). 5. Post-selection Administration

13 It is important for securing the foundation of a good relationship with the successful candidate and to ensure that a good impression is left with the rejected candidates, that this final stage is completed properly. 5.1 Offer of Employment An offer of employment on behalf of the CEAS can be made by the employing School / Page 13 Departmental Director. It must be made clear, however, that the offer is conditional upon the satisfactory completion of references, medical assessment, satisfactory evidence of eligibility to work in Hungary and other appropriate checks. A verbal offer of employment must be followed up in writing by HRD to include any relocation expenses agreed with the candidate (see Relocation policy). Only when all of the above have been obtained and cleared will the CEAS regard the offer of employment as legally binding. It is the Chair s responsibility to fully complete the appointment request form plus an application for access to computing facilities and to return to HRD and Learning Information Services respectively. Incomplete forms will have to be returned to the originator for completion, which may result in delays. On receipt of a fully completed appointment request form, the HR Department will issue the offer letter, contract and other relevant documents within 5 working days. Unsuccessful candidates must be notified as early as possible of the outcome of their interview by the Chair of the panel. Ideally this should be no more than three working days after the successful candidate has confirmed their acceptance of the post. 5.2 Medical assessment Medical questionnaires will be forwarded to the successful candidate by HRD along with the conditional offer of employment. The successful candidate is assured that the completed from will only be reviewed by an Occupational Health Advisor acting on behalf of CEAS. Where further information is required relating to the candidates medical suitability for the post, medical advice will be taken by Occupational Health from either the candidate s General Practitioner (with permission) or medical specialist prior to the candidate commencing employment. Under normal circumstances new members of staff must not commence employment prior to medical clearance being obtained. Failure to adhere to this guideline may result in employees being dismissed due to their medical unsuitability to carry out the functions of the job. CEAS promotes equal opportunity, including those with disability and undertakes to make all reasonable adjustment to accommodate needs. In the few instances where an applicant fails to meet the medical requirement, this will be as a result of their medical unsuitability to that role and not as a result of their disability. 5.3 References The taking up of references is the responsibility of the employing School/ Department, or Directorate if appropriate. Employment references should be obtained from at least the last or current employer, either in writing or by initial contact via the telephone, to be confirmed in writing. The questions and information gleaned from the reference must be relevant to the aspects of the post in question e.g. where cash handling is involved in a post, then the honesty of the

14 prospective employee must be discussed. Some School / Departmental may wish to obtain references prior to interview and, whilst this is acceptable, the wishes of candidates must be respected in this matter. In some circumstances, where the individual is known to CEAS (as may be the case with internal candidates), the taking of references may be waived by the employing School / Departmental. Page 14 The reason for waiving must be stated on the Appointment request form. 5.4 Criminal Records Bureau Checks As a registered body with the Criminal Records Bureau, the CEAS is obliged to comply with the CRB Code of Practice as published under section 122 of the Police Act The Code of Practice is intended to ensure that disclosure information is not used to unfairly discriminate against the subject of the disclosure (on the basis of convictions or other defaults revealed) and that the handling and storage of Disclosed information is dealt with in an appropriate and confidential manner. The obligations of the Code require the CEAS to have a policy on the recruitment of ex-offenders and a policy on the secure storage, handling, use, retention and disposal of disclosures and disclosure information. Both policies can be found on the HR web site and can be provided in hard copy format upon request (including to applicants). Under the code, before withdrawing an offer of employment based on the Disclosure information, the matter should be discussed with the applicant. In such circumstances, guidance from HR should be obtained. Positions requiring CRB Check CRB Checks (enhanced) should be undertaken on the following category of staff:- 1. All FE lecturers. 2. All other lecturers whose work involves or is likely to involve regular working with vulnerable adults or students under the age of Facilitators, Care Officers, Caretakers, Bursars, Fitness Suite workers all based in Budapest. 4. Any other position that involves substantial regular caring, supervising, training or being in the sole charge of persons under the age of 18 or vulnerable adults. 6. Final Administration In order to finalise the recruitment process there are certain tasks which should be completed: - All unsuccessful interviewed candidates to be advised by the School / Department. - All recruitment documentation is taken to HRD for archiving. - All Equality and Diversity monitoring forms are destroyed by HRD after completion of the recruitment process and the appropriate recording of the information. - All original copies of the details relating to the successful candidate are sent to HRD for inclusion on the individuals personal file, together with their application. - All additional copies of candidate details used for interview purposes are collected and destroyed. 7. Candidate Feedback

15 Candidates often wish to gain feedback, in relation to either initial selection and/or interview, for their own development. It is CEAS policy that feedback from shortlisting or interview will be provided by the Chair of the panel. This feedback should be judged against the selection criteria. It should be honest, but constructive. Page 15 It is important to realise that a prospective employer can be held liable for unfair selection by a candidate and this feedback can be used as evidence. This, however, is a rarity if the feedback is honest and appropriate to the candidate. It is essential that both shortlisting forms and interview notes are completed in order that a professional approach may be taken. 8. Observation An observer may be present at any stage of the procedure from shortlisting to selection. Her / his role is to confirm compliance with the CEAS s Equality and Diversity Policy and Recruitment and Selection Policy and Procedures. An Observer Checklist is provided as Appendix A which includes the specification that the Observer must adhere to in all instances. 9. Monitoring The CEAS will from time to time undertake audit exercises in order to monitor the effectiveness of this policy and procedures and its performance against the Equality and Diversity Policy. 10. Unsolicited Applications It is acknowledged that the CEAS may receive from time to time unsolicited applications, typically by way of receipt of a speculative letter or . In such circumstances, the communication should be acknowledged and the author referred to the CEAS HR web site for reference to current vacancies. The speculative communication should then be destroyed unless the author is specifically advised to the contrary.

16 ACTIVITIES Employing Roles and Responsibilities Department HRD 1. Complete Recruitment Request Form, Job * Description/Person Specification/Occupational Health Evaluation form Page Arrange for the post to be evaluated if new / * unbudgeted position or more than 3 years since last evaluation 3. Check documentation for compliance with policy 4. Draft advert and select appropriate media * 5. Agree the Recruitment Programme * 6. Place the advertisement, editing and consulting where necessary, in order to adhere to CEAS policies Receive and respond to enquirers 7. * Receive applications 8. Determine the format of the interview, including the 9. composition of the panel, location and other * arrangements Shortlist candidates 10 * Invite candidates for interview 11. Chair the interview process 12. * Decide on chosen candidate, secure references (if 13 verbal, request confirmation in writing) and view * any other appropriate documentation e.g. original qualification documents etc Complete Appointment Request Form 14. * Return all documentation to HRD 15. * Formal written offer of appointment 16. Advise unsuccessful interviewed 17. Candidates * with with with with * * * * * * * * *

17 APPENDIX A CEAS OBSERVER CHECKLIST The role of the Observer is to confirm the CEAS s compliance with both the Recruitment and Selection and Equality and Diversity Policies and Procedures. Page 17 The Observer is asked to use the checklist below and to make any relevant comments. Pre-Interview Were all pre-interview stages, including shortlisting, conduct appropriately? Was the composition of the panel appropriate to the job? Yes No During the interview: Did the questions refer directly to the job and person specification? Were relevant personal questions (e.g. for a residential post) put to all candidates? Were candidates asked any questions which could be seen as directly or indirectly discriminatory? Were all candidates asked the same agreed questions? (Supplementary questions are allowed, provided they relate to the main questions.) Were candidates asked whether they understood the requirements of the post, e.g. conditions such as unsocial/irregular hours, or travel requirements? If the Observer feels that either the Recruitment and Selection Policy or the Equality and Diversity Policy has not been observed in a proper manner, s/he must inform the Chair of the panel at a suitable opportunity in the proceedings and the points raised must be considered by the panel. Candidates for interview must not be present. Are you satisfied that the relevant procedures have been adhered to? Observers Comments.. (continue on a separate sheet if necessary) Signed.. (Observer) Date: / /

18 Name:. To be returned to the Human Resources Department by the Chair of the panel. CEAS

19 OBSERVER SPECIFICATION The role of the Observer is to confirm the CEAS s compliance with both the Recruitment and Selection and Equality and Diversity Policies and Procedures. Where the Observer feels that this has not been adhered to, s/he may raise an objection purely on procedural grounds. Page 18 The Observer must follow the requirements listed below remembering that s/he is bound by a strict code of confidentiality. S/he must not disclose or discuss any aspect of the process with anyone other than the Chair and/or panel. If at any time the Observer does not adhere to these requirements, the Chair may instruct them to leave the process. As a result, the Observer may be removed from the authorised list. 1 If a recognised Trade Union wishes to observe the recruitment process, this representative must be from the relevant Trade Union relating to the post. In cases where this could be more than one Trade Union, the relevant unions must agree on a single Observer. 2 Only authorised Observers are allowed to undertake this role. Any relevant training will be agreed by management and unions. 3 Observers are required to notify the Human Resources Department of their intention to undertake their role within a particular recruitment process. 4 Observers are allowed to be present at the stages in the recruitment process from shortlisting through to selection. 5 If at any stage in the process the Observer feels that the appropriate procedure is not being adhered to, s/he must inform the Chair of the panel at the earliest suitable opportunity. 6 Observers are not allowed to comment during or interrupt an interview. Where a concern arises during the interview, the issue must only be raised when the candidate has left the interview room. 7 If a concern is raised, the Chair and/or panel must consider the points and, if necessary, attempt to redress any irregularities. Where, in the Chair and/or panel s view, the concern does not affect the outcome of the appointment, the proceedings will continue. Where it is accepted that the outcome could be affected, a halt will be called to the proceedings until the situation has been resolved. This could result in the recruitment process starting afresh. 8 At the conclusion of the recruitment process, the Chair will invite the Observer to comment on whether they are satisfied that the relevant procedures have been properly followed. 9 The Observer must complete the Observer s Checklist in all instances and note any concerns they have made. This form will be returned by the Chair to the Human Resources Department. Any additional report relating to any concerns must be submitted to the Human Resources Department within one week of the interview date.

20 Recruitment Request Finance/HR Authorisation Form Part 1 (To be completed by Budget Holder or nominated deputy) School/Department Permanent Temporary Job Title (If temporary please complete Part 1a below) Grade or Salary Range Full Time Part Time Grade confirmed by Evaluation Review Panel Yes No Page 19 Fraction or Weekly Hours Part 1a (for temporary posts) End date Reason Enter name of previous post holder Date left/leaving Direct replacement (at budgeted rate/hours/fte) Replacement with changes (see part 2 below) New and/or unbudgeted post N/A N/A (see part 2 below) Relocation Assistance please refer to Relocation Policy Please tick all that apply: Limit ( ) Authorised by School/Department Director for Section 1 Removal Expenses payment from school/dept budget: Section 2 Legal and Professional Fees Section 3 Accommodation Signed Date Part 2 (To be completed by Budget Holder or nominated deputy) Part 2a Cost per annum including on-costs Cost Centre (4 digit code) % split Detail Code (4 digit code) (Split coding) % split (Split coding) Part 2b Recruitment with changes: (you must include additional information to support this application) Hourly Rate / Salary Hours/FTE Total Amount (inc on-costs) Budgeted Budgeted Proposed % change = Proposed % change = % change = Are these changes covered by additional income or by project income? Yes No If Yes give details in below Part 2c New/Unbudgeted Posts (You must include additional information to support this application all new post to be authorised by Finance Director) Is this post covered by additional income or by project income? Yes No Details of income source Project Income Yes If Yes state length of project in years and months No If Yes give details in below Amount assigned to this recruitment Part 2d Additional information to support application:

21 Authorised (Budget Manager) Date Authorised (School/Dept Director) Date Part 3 To be completed Finance Business Accountant Date Form Received School/Department Results: Page 20 Year To Date Full Year As at Period: Actual Ytd Budget Ytd Variance Outturn Budget Variance k k k k k k Income Pay Non Pay Surplus/(Deficit) FTE s Impact on Budget / Outturn Impact on FTE Budget / Outturn Impact on Establishment Numbers Increase / (Decrease) Business Accountants comments/concerns Authorisation Business Accountant Statement: This application falls within the budget or outturn The comments/concerns above require this proposal to have additional authorisation Signed Date Additional Authorisation Finance Manager/Head of FPC Statement: This application acceptable and may be processed by Human Resources This application requires additional authorisation as outlined here: NB All additional posts need to be approved by Finance Director Signed Date Additional Authorisation Finance Director Signed Date

22 CEAS Occupational Health Evaluation To be completed by the recruiting School / Department. Post Details School / Department Page 21 Job Title Location / Site Risk Factors Please indicate the level of exposure to the following: Regularly Occasionally Never * Requirement to work: - days - evenings - nights * Manual handling operations: eg: lifting, lowering, carrying, pushing, pulling, twisting, stooping, repetitive movements. * Confined / awkward spaces * Heights * Chemicals /dust / fumes / gases * Biological / microbiological agents * Radiation * Noise or vibration * Excessive heat or cold * Food handling / preparation * Driving * A need to work in isolation or where sudden illness may not be detected * A need for particular standards of: - eye sight eg colour vision, use of display screen equipment - hearing ability or communication skills - dexterity or hand / eye co-ordination - mobility, eg walking for significant periods Please list overleaf any other factors that may affect the health of an employee in this role. Signed.. Dated Director of School / Department Name

23 CEAS Person Specification Department: Responsible to: Qualifications - Vocational - Professional - Academic Job Title: Criteria E/D A I T Page 22 Experience & Knowledge Skills Abilities & Personal Qualities Special Requirements KEY: E = Essential Criteria D = Desirable Criteria A = Application Form I = Interview T = Testing (Psychometric and/or Occupational) All short-listed candidates should meet all of the essential criteria identified as being assessed A

24 CEAS OF DERBY JOB DESCRIPTION School / Department Page 23 Job title Job Grade Responsible to Purpose / Objectives Principal accountabilities / responsibilities

25 GUIDELINES ON COMPLETION OF A PERSON SPECIFICATION General detail The Person Specification provides criteria against which the recruitment of candidates will be carried out objectively in line with Equality and Diversity guidance. It is essential that any existing Person Specifications are reviewed when a vacancy occurs even if it Page 24 is a direct replacement with no specific changes to the role. When formalising the selection criteria, great care should be taken as any criteria listed as essential will be binding on the recruiting School / Department and as such would rule out the appointment of any candidate not meeting all such criteria. Person Specification Contents The Person Specification is produced by the employing department and consists of the following sections: Essential Criteria This section states the requirements without which a candidate will not be offered an interview. Desirable Criteria This section states the requirements which enhance the candidate s application or basis for consideration and may facilitate more detailed shortlisting for interview. The criteria required of the ideal candidate may vary but would typically include the headings noted overleaf on the form. Listed below are examples of criteria which could used in a Person Specification: Essential Desirable Qualification RSA I & II in word processing RSA III Masters Degree in Psychology PhD Basic Food Hygiene Certificate First Aid Qualifications should only be considered if appropriate and specific to the profession or trade in question. * * * *Experience Experience of managing a team of staff previous work in education Knowledge Must be able to demonstrate experience (or equivalent) of Lecturing published research paper large scale catering experience supervising staff * * * Skills minute taking shorthand presentation statistical analysis pastry making cake decoration * * * * Please note that due to the Employment Equality (Age) Regulations in force in October 2006, managers recruiting will need to justify reference to a specific number of years experience. In order to avoid claims of age discrimination, please state the actual details of the experience required as above (*) rather than a number of years experience.

26 GUIDELINES ON COMPLETION OF A JOB DESCRIPTION General Detail The Job Description outlines the duties and responsibilities that an employee is expected to undertake and provides the framework against which their performance may be reviewed. From time-to-time the responsibilities or duties of the post may require review and amendment as a result of departmental or organisational changes. Any proposed changes should be discussed and agreed with the jobholder. However, it is expected that any alterations should remain within the general scope of the original Job Description. Where substantial changes are proposed, the post grade must be re evaluated. Job Description Contents The Job Description is produced by the employing department and consists of the following sections: Purpose / Objectives This section should briefly summarise the basic objectives of the job. Principal Accountabilities The principal responsibilities, accountabilities and duties should be listed in order of importance. Listed below are examples of statements which could be found on a Job Description: Page 25 Maintain diaries of appointments and co-ordinate conference arrangements. Ensure all machinery is serviced according to agreed schedules. Manage projects within agreed deadlines using available resources. Teach courses within the agreed curriculum. Manage the departmental budget in accordance with CEAS s regulations. Adhere to CEAS s Equality and Diversity Policies.

27 CHAIR OF PANEL S CHECKLIST The following checklist has been drawn up to assist the Chair of an interview panel. It applies equally to both internal and external candidates. Pre - Interview: Have you ensured that: - the setting / layout is conducive to an interview (e.g. diverted phones, mobiles switched off etc) Page 26 - you have discussed the format of the interview with all panel members - the order of questioning is agreed and they refer directly to the job and person specification - panel members are aware that applicants are entitled to have access to interview notes made which are to be retained as part of the record of the interview - you are aware of the relocation assistance to be made available if appropriate, this should have been agreed at the time of the vacancy and included in the Recruitment Request form - decide whether the role will require a police check, i.e. does the role fall within one of the following categories: 1. All FE lecturers. 2. All other lecturers whose work involves or is likely to involve regular working with vulnerable adults or students under the age of Facilitators, Care Officers, Caretakers, Bursars, Fitness Suite workers all based at Budapest. 4. Any other position that involves substantial regular caring, supervising, training or being in the sole charge of persons under the age of 18 or vulnerable adults. During the interview: At the beginning of the interview session it is important to check that candidates are aware of the following: - duration of the interview - candidates will be asked basically the same questions - the panel will take notes - candidates may ask questions at any time or at the end - candidates should not hesitate to add any information at the end that they feel would help the panel It is the responsibility of the Chair to ensure that: - any relevant personal questions (e.g. for a residential post), are put to all candidates - candidates are not asked any questions which could be seen as directly or indirectly discriminatory At the end of the interview: At the end of the interview the following points should be raised with the candidates: - do they require any further information - have they understood the full requirements of the post - are they still interested in being considered for the post - appointments are subject to satisfactory references, medical assessments, CRB checks. - appointments are subject to the successful completion of the CEAS probation periods - if an appropriate teaching qualification is not held, confirm that they will be expected to undertake and pass a certified qualifying programme of initial teacher development in the 1 st year of employment. Or for those with existing appropriate teaching experience, that they are (or will become) a member of the Institute for Learning and Teaching in Higher Education (ILTHE as part of and a condition of their position). - the methods and timescales for contacting candidates Action to take: Have you: - Obtained a signature on the application form if the candidate applied on line. - Obtained a photocopy of the evidence provided of eligibility to work in Hungary. This should be done for every candidate. Please see attached flowchart. You have a legal responsibility to satisfy yourself that the potential employee if the rightful holder of any document presented to you. Action after candidate departure: - complete the Interview Assessment Form and collect completed notes from panel members. - complete the Appointment Request Form - request the observer s comments (if applicable) - contact both successful and unsuccessful candidates to inform them of the outcome

28 Are you able to provide one of the following documents? A passport showing that you are a Hungarian/British citizen, or have a right of abode in Hungary. A document showing that you are a national of a European Economic Area country or Switzerland. This must be a national passport or national identity card. A residence permit issued to you by the Hungary as a national from a European Economic Area country or Switzerland. A passport or other document issued by the Home Office which has an endorsement stating that you have a current right of residence in the Hungary as the family member of a national from a European Economic Area country or Switzerland. A passport or other travel document endorsed to show that you can stay idenfinitely in the Hungary, or have no time limit on your stay. A passport or other travel document endorsed to show that you can stay in the Hungary; and that this endorsement allows you to do the type of work applied for if you do not have a work permit. An Application Registration Card issued by the Home Office to you as an asylum seeker stating that you are permitted to take employment. NO YES Are you able to provide evidence of your permanent National Insurance number and name e.g. P45, P60, National Insurance Card, original letter from a Government Agency plus one of the following: Please bring to your interview so that it can be checked and photocopied. The CEAS has a statutory obligation to ensure that all its potential employees have a legal right to work in Hungary and undertake the type of work on offer. A B C D E F G A full birth certificate issued in the Hungary, which includes the names of your parents; OR A birth certificate issued in the Channel Islands, the Isle of Man or Ireland; OR A certificate of registration or naturalisation stating that you are a British/Hungarian citizen; OR A letter issued by the Home Office which indicates that you can stay indefinitely in the Hungary, or has no time limit on your stay; OR An Immigration Status Document issued by the Home Office with an endorsement indicating that you can stay indefinitely in Hungary, or have no time limit on your stay; OR A letter issued by the Home Office which indicates that you can stay in Hungary; and this allows you to do the type of work on offer to you OR An Immigration Status Document issued by the Home Office with an endorsement indicating that you can stay in Hungary; and this allows you to do the type of work on offer to you. YES NO It will do this by asking you to bring along to your interview certain original documents which will be photocopied. If you are unsuccessful in your application, this copied documentation will be destroyed Are you able to provide a work permit or other approval to take employment that has been issued by Work Permits Hungary plus one of the following: A B A passport or other travel document endorsed to show that you are able to stay in Hungary and can take the work permit employment in question; OR A letter issued by the Home Office confirming that you are able to stay Hungary and can take the work permit employment in question. YES NO The CEAS will have to refer to the Home Office. We may have to refuse to employ you.

29 INTERVIEW ASSESSMENT FORM Job title:.. Interview Date:.. /../.. Interview Panel:. Candidate s Name Comments on Candidates Reject 2 nd I/V Offer 28 Page N.B: In the event that the selected candidate does not accept an offer of employment, please indicate your second selection (if appropriate). Signature of Chairperson:.... Dated:../../.. To be returned to the Human Resources Department by the Chair of the panel

30 APPOINTMENT REQUEST All non shaded sections to be completed by the recruiting school/department Employee Number Selected Candidate Full Name Job Title Job Ref Line Manager School/Dept Page 29 Conditions of Offer. All appointments are subject to receipt of references (unless specifically waived) medical clearance, evidence to work in Hungary and other appropriate checks Have you taken satisfactory references? Yes No If Yes please indicate Verbal Written Reasons to be waived: Haveyoucheckedrelevant qualifications? Is a Work Permit required? CRB check required Is office space confirmed with Roomings? Yes No Yes No Yes No Yes No To enable us to process this appointment have you attached copied of: References Relevant Qualifications Probationary Meetings Schedule Interview Assessment Forms Evidence of eligibility to work in UK Post and Salary Details Proposed Start Date / / Permanent or Temporary Pay Group Post ID Main Post Yes No Position Status Work Pattern Start Day Please Circle Working Days Su M Tu W Th F S Number of Hours per Week 52 Weeks? Yes No If Not Number of Weeks per Year Location Grade/Scale (inc point) Explanation if not base/base+1 Annual Salary Actual Pro Rata Salary If Hourly Paid Rate Per Hour End Date (if temporary) / / HR Department NI Category Pension Fixed Pay Elements Medically Cleared Yes No Unconditional Offer Existing Employee If Yes Date of Continuous Service ID Database Annual Holiday Pro Rata Yes No Yes No Authorisation Signature of Recruiter (panel member) Name Date / / Agreement of Appoint (Director) Name Date / /

31 TELEPHONE REFERENCE REQUEST School/Department: Candidate: Job Title:... Page 30 Interview date: Referee s name & position:. Company:. All offer of employment are conditional upon receipt of employment references which are satisfactory to the CEAS. Therefore the employing School/Department should ideally obtain references from at least the last or current employer. Listed below are questions which form the basis of a telephone reference request. The order may vary depending on how the conversation progresses. 1. Introduction: - are you aware of the candidate s application for this post? Yes No - do you have any objection to providing this reference? Yes No 2. In what capacity do you know the candidate? 3. How long have you know the candidate? 4. Please outline the candidate s current role and responsibilities? 5. How well has the candidate performed in their role? Outline the proposed job to the referee 6. How well do you see the candidate perfoming in this role?

32 7. Has the candidate any disciplinary record? Yes No If yes, for what reason? Page How would you rate their attendance/time keeping? 9. Does the candidate have an absence record which has caused you concern? If yes, please explain. Yes No 10. Would you re-employ her/him? Yes No If no, please give reasons. 11. Please give any further comments which may be helpful? 12. Are you willing to confirm this verbal reference in writing? Yes No Reference taken by: Date:../../.. Name: NB: Most questions seek the opinion of the referee, however, questions 7 10 ask for factual information which may be challenged and therefore require careful recording.

33 CONFIDENTIAL..... Page 32 Dear Re: The above named has been given a provisional offer for the position of.. in.. at CEAS and has given your name as a referee. I should be grateful if you could complete the enclosed reference form and return it in the envelope provided, or fax it to me on the above departmental fax number. If you would prefer to write a letter rather than use the form, will you please ensure that you quote the full name of the candidate. In order to protect the public, the post for which this application is being made is exempt from Section 4(2) of the Rehabilitation of Offenders Act It is not, therefore, in any way contrary to the act to reveal any information you have concerning convictions which would otherwise be considered as spent in relation to this application and which you consider relevant to the applicant s suitability for employment. I can assure you that any information you give will be treated in the strictest confidence and only used in consideration of this applicant for this position. Thank you for your help. Yours sincerely Enc

34 Confidential Reference Name of Applicant Dates Employed From: To: Please Give Your Assessment Of Quality Of Work Ability To Work Without Supervision Work Rate In Comparison With Peers Commitment To Job Interpersonal Skills Attendance Punctuality Work Related Skills Very Good Good Fair Poor Comments Page 1 Sick Absence Number of days sick in the last two years (excluding any days related to disability and/or maternity) Number of occasions of absence Were any of these absences linked? Yes/No Parental Leave How many days statutory parental leave has this person taken whilst in your employment? Are you aware of any statutory parental leave this person has taken with a former employer? Would you re-employ? Yes/No (If No, Please Give Further Details Below) Is there any additional information you feel may be of interest to a prospective employer? Yes/No (If Yes, Please Give Further Details Below) Name Position Organisation Signature Date Company Stamp