Our approach to recruitment reflects our founding values of excellence, equality and opportunity for all. We're committed to fair, transparent recruitment, appointing based on merit and potential.
We treat all applicants with care, empathy, and respect, fostering open communication.
As a University for Public Good we value diversity and actively embrace inclusive recruitment, encouraging applications from underrepresented groups. We'll make reasonable adjustments to ensure full participation.
Our recruitment is strategically aligned with staffing plans, ensuring efficient and cost-effective processes.
The procedure below and our guidance will ensure compliance with employment, equality and associated legislation - including the provisions of the Equality Act 2010 and Rehabilitation of Offenders Act 1974. All documentation relating to applicants will be treated confidentially in accordance with the Data Protection Act (DPA). Applicants will have the right to access any documentation held on them in accordance with the Data Protection Act (DPA).
Scope
This policy and procedure applies to the recruitment of all colleagues on a permanent or fixed term contract and should be understood by anyone involved in any aspect of the recruitment and/or selection of staff.
Procedure
General
Vacancies are advertised on an internal basis across the University or externally using the University job pages.
Formal approval must be given before starting a recruitment process and should consider any alternatives to recruitment and the need for the role against staffing plans and budget.
All staff involved in the recruitment and selection of staff must be aware of this procedure and undertake appropriate training. As a minimum, to be part of a selection panel colleagues must have undertaken the compliance Equality and Diversity Training, the Chair of a selection panel must have completed the Recruitment and Selection Training Course at the University of York or have substantial experience of recruiting to senior posts and have undertaken similar training elsewhere.
Any potential conflict of interest such as a prior knowledge of a candidate or personal relationship must be shared with the Chair of the recruitment panel at the earliest opportunity and before any assessment is undertaken. Panel members and the Chair of the selection panel must agree that they are able to assess all candidates objectively and fairly.
All vacant posts should be advertised with a job description and person specification, that includes details of all essential and desirable selection criteria plus any additional screening requirements, such as a DBS check.
All new roles, and those that have been substantively changed must be formally role evaluated or reviewed before being advertised.
Advertisement and selection of candidates
The University will seek to proactively encourage applications from under-represented groups through the use of Positive Action statements when advertising our roles.
Recruiting Managers must offer to make any reasonable adjustments to the selection process to enable candidates to participate fully in the selection process. Any concerns regarding accommodating reasonable adjustments should be raised with Human Resources.
All posts should be advertised to staff on redeployment and through the internal University job pages as a minimum, apart from the following exceptions whereby prior written agreement from HR will be obtained:
Where the recruiting manager can verify that the work is required for a specific purpose of no longer than six months.
Where the individual is named on an externally funded grant and one of the factors for awarding the grant was the strength of the proposed research team.
Where a vacancy is ring fenced to a specific group of staff to avoid or reduce redundancy.
Posts that have been advertised in line with our guidance within the last six months may be filled following circulation to those on redeployment only.
Part time or short term posts that are targeted to our existing students as potential development or employment opportunities.
A role initially filled on a temporary basis without advertisement should still be advertised internally across the University if it becomes required for longer than twelve months.
Shortlisting must be carried out by a minimum of 2 people.
Selection panels must meet the minimum requirements outlined in our management guidance and seek to include a balance of genders.
Evidence of all decisions made in relation to candidates must be recorded and retained in line with the relevant data retention protocols.
Shortlisted candidates should be provided with details of the selection process, including any tests or presentations, in writing giving as much prior notice as possible and normally a minimum of 5 working days before the interview.
All candidates must be fairly and objectively assessed against the published selection criteria in a consistent manner.
Candidates who do not meet an essential criterion should be rejected from the recruitment process
When a vacancy attracts internal and external candidates they must be assessed consistently and fairly
Outcomes and references
All candidates will receive notification of the outcome of their application as soon as possible and normally no longer than seven days of a decision being reached
Candidates must provide consent before referees are approached. Following an invite to interview academic references for Research and/or Teaching roles may be requested prior to the interview date, an employment reference will be requested after the interview. For support posts two references will be taken up after the interview, one of which should be from the current or most recent employer.
Any offer of employment will be made on a conditional basis subject to the satisfactory completion of the relevant pre-employment checks.
In the case of any Professorial or Senior Manager appointment the salary to be offered must be confirmed with the VC (Professorial Appointment) or HR Director before being made.
