Sla recruitment procedure file37707

Last updated: 23 July 2010 1
Recruitment Procedure
Introduction
This procedure supports the implementation of the School’s Recruitment Policy. The
Procedure intends to outline clear processes and the division of responsibility for the
operation of recruitment exercises in the School.
The Procedure is underpinned by best-practice guidelines on specific topics that
provide advice to managers on key aspects of recruitment and selection.
Scope
The Procedure applies to all vacancies of six months duration or over. As modified
below, these arrangements apply to teaching-only and research-only posts.
These procedures do not apply to the appointment of Graduate Teaching Assistants;
due to the nature of the role, such vacancies are advertised internally only to relevant
SOAS students eligible for the graduate teaching programme.
Procedure
Additional steps or measures are required in the academic (Teaching & Research)
recruitment processes. This reflects both the nature of academic recruitment and the
central roles of the Pro-Directors in the process. These additional steps are indicated
within this procedure, normally in clearly marked paragraphs at each relevant
section/stage.
1 Approval
1.1 The process for obtaining approval for the recruitment to a vacancy varies
according to the funding source for the position and whether the vacancy is
a new, changed or replacement position.
1.2 Teaching or research fixed-term positions must be designated as Teaching
or Research Fellows (and not as temporary Lecturers) except with the
approval of the Chair of Executive Board (or delegate).
1.3 External research grant-funded vacancies
1.3.1 The Research Manager (or delegated nominee) must approve all external
research grant-funded vacancies via the Web Recruitment System (see
Guidelines for Authorisers) where a recruitment advertisement is required.
1.3.1 Where there is a named or sponsored researcher attached to the funding,
the Research Manager (or delegated nominee) will complete the
Appointment Form for External Grant-funded Positions (Named or
Sponsored Researchers) and send this to the Employing Manager, who will

complete the remaining sections of the form.
1.3.2 Employing Managers should send the completed form to the Human
Resources Directorate.
1.4 New or changed School-funded positions
1.4.1 New or changed School-funded positions of six months duration or more
must be authorised by Executive Board.
1.4.2 Any such vacancies arising outside of the normal planning cycle should be
approved at the next Executive Board or through obtaining Chair’s action
from the Chair of Executive Board (or delegate).
1.4.3 The Recruiting Manager should submit details of the vacancy on the Web
Recruitment System (see Guidelines for Requesting New or Replacement
Posts) and send electronic copies of the supporting job description and
person specification, to the Human Resources Directorate.
1.4.4 The Director of Finance (or delegate) will confirm authorisation for the
vacancy via the Web Recruitment System (see Guidelines for Authorisers).
1.5 Replacement School-funded positions
1.5.1 Replacement School-funded positions of six months’ duration or more must
be authorised by the Dean of Faculty, Registrar & Secretary or Head of
IFCELs.
1.5.2 The Recruiting Manager should submit details on the Web Recruitment
System (see Guidelines for Requesting New or Replacement Posts).
1.5.3 The Director of Finance will consider and authorise the vacancy via the
Web Recruitment System (see Guidelines for Authorisation).
2. Planning the recruitment process
2.1 Preparing the advertisement
2.1.1 The Recruiting Manager is responsible for drafting the advertisement for the
vacancy. Guidelines provide information on writing advertisements.
2.1.2 Recruiting Manager should send electronic copies of the draft
advertisement to the Human Resources Directorate once the post has been
approved.
2.1.3 The Recruiting Manager should indicate how the vacancy should be
advertised via the Web Recruitment System. Advice on placement of
advertisements can be obtained from the Human Resources Directorate.
The extent and cost of advertising should be appropriate to the post, as
judged by the Director of Human Resources.
2.1.4 Academic (Teaching & Research) vacancies only: The appropriate Dean
must approve all advertisements for Teaching & Research positions of over
twelve months’ duration within their Faculty. The Recruiting Manager is
responsible for obtaining the appropriate Dean’s approval, prior to sending

the advertisement to the Human Resources Directorate.
2.2 Preparing the job description & person specification
2.2.1 Recruiting Managers are responsible for drafting job descriptions and
person specifications for vacancies. Guidelines on writing job descriptions
and person specifications are available on the Human Resources
Directorate website.
2.2.2 A blank template job description and generic job descriptions at different
grades for use for support staff vacancies are available from the Human
Resources Directorate website.
2.2.3 The Human Resources Directorate is responsible for evaluating and
confirming the grade of job descriptions in accordance with the Grading
Review and Appeals Procedure.
2.2.4 Academic (Teaching & Research), Research and Teaching &
Scholarship vacancies: The Pro-Directors have approved generic further
particulars, job descriptions and person specifications for Teaching &
Research), Research and Teaching & Scholarship vacancies.
2.2.5 These generic job details can only be altered where indicated and any other
variations to the template must be approved by the appropriate Dean,
ensuring that duties remain within normal expectations for the role. The
Recruiting Manager is responsible for ensuring that the appropriate Dean
approves any such variations to generic job details prior to sending the
details to the Human Resources Directorate.
2.2.6 These generic job details are available from the Human Resources website.
2.3 Recruitment schedule
2.3.1 Before the recruitment commences, the Recruiting Manager should agree a
recruitment schedule with their designated Human Resources Officer. This
will help ensure that timescales meet both parties’ requirements, are
realistic and will enable interview dates to be communicated to candidates
in the applicant pack.
2.3.2 Interview and presentation dates, interview selection panel composition and
presentation venue should normally be arranged at this stage. This is to
ensure an effective and timely recruitment process.
3. Advertising the vacancy
3.1 Publishing the advertisement
3.1.1 On receipt of the vacancy authorisation via the Web Recruitment System
and electronic copies of the advertisement, job description and person
specification, the Human Resources Directorate will arrange the
advertisement of the vacancy in accordance with the instructions on the
Web Recruitment System and the principles laid down in School’s

Recruitment Policy. The vacancy will not be advertised until all these
documents have been received.
3.1.2 The Human Resources Directorate may suggest amendments to adverts,
job descriptions and person specifications to comply with equality legislation
and to ensure consistency in the documents. The Human Resources
Director (as delegated) will have the authority to amend any vacancy details
that clearly contravene equality legislation.
3.2 Circulating the advertisement on email-lists or notice-boards
3.2.1 The Human Resources Directorate will send a final copy of the
advertisement to the Recruiting Manager. If Recruiting Managers wish to
alert colleagues or potential applicants to the vacancy through email-lists or
notice-boards, they must use this final copy of the advertisement to ensure
that all candidates and potential applicants receive consistent and correct
information about the vacancy.
3.3 Applications
3.3.1 The Human Resources Directorate will distribute applicant packs via its
website or in response to direct enquiries from candidates. Applicants are
required to apply online. Job applications submitted on paper will be
accepted where applicants are unable to use e-technology and logged onto
the Web Recruitment System by the HR Directorate for equal opportunities
monitoring and administrative purposes.
3.3.2 Recruiting Managers may choose to state their contact details on job packs
for candidates who would like further information on the post. If Recruiting
Managers receive requests for applicant packs or completed application
forms directly from candidates, they should forward these to the Human
4. Shortlisting
4.1 Shortlisting packs
4.1.1 Once submitted onto the Web Recruitment System, applications can be
viewed on screen, and be printed (if required), giving recruiters the option to
start shortlisting before the vacancy closure date.
4.1.2 Shortlisting is carried out by scoring applications using a capability matrix,
which will be set up by the Human Resources Directorate for each vacancy,
based on the Person Specification (see Guidelines for Interview Panel
Members and Guidelines for Recruiting Managers).
4.1.3 Detailed guidance on shortlisting using the Web Recruitment System is
available in ‘Applicant Selection Guidelines for Recruiting Managers’ and
‘Applicant Selection Guidelines for Interview Panel Members’.

4.2 Shortlisting timescales
4.2.1 Recruiting Managers should ensure that shortlisting is carried out promptly
to ensure that recruitment timetables are adhered to and that candidates do
not lose interest in the vacancy.
4.3 Shortlisting candidates against the selection criteria
4.3.1 Recruiting managers are responsible for ensuring shortlisting is carried out
by at least two members of the interview selection panel and in accordance
with the principles set out in the School’s Recruitment Policy including due
regard for confidentiality. Guidelines provide further advice on how to
shortlist.
4.3.2 Candidates should be assessed and scored against the selection criteria
listed on the person specification via the web recruitment system (see
Guidelines for Recruitment Managers and Applicant Selection Guidelines
for Interview Panel Members). Shortlisting groups should agree a shortlist
based on these scores.
4.3.3 Shortlists should be proportionate to the vacancy. Note that the School will
pay up to a maximum of £250 travel expenses per candidate (except for
academic (Teaching & Research) positions or senior administrative
vacancies at Grade 9/AC4 or Grade 10/AC5 of three years’ duration or
more).
4.3.4 If no candidates are deemed suitable for shortlisting, the appropriate parts
of the procedure set out below (6.5) will apply.
4.3.5 For Academic (Teaching & Research) vacancies only: in order to
consult with those with relevant expertise, a shortlisting group will be
appointed by the Head of Department and a departmental selection panel
member, who will both participate in the group. The shortlisting group will
include the Dean. The group should not be so large as to delay the
shortlisting process.
5. Arranging interviews, presentations and selection tests
5.1 Interview date
5.1.1 Recruiting Managers are responsible for setting the interview date and
ensuring all interview selection panel members are available on this date.
Normally this should be done at the planning stage and arrangements
finalised at shortlisting stage. The Recruiting Manager should log the names
of the interview panel members on the web recruitment system (see
Guidelines for Recruiting Managers).
5.1.2 Recruiting Managers need to ensure that the Human Resources
Department are given at least three week’s notice in advance to arrange
interviews in line with the schedule agreed with their designated HR Officer.

5.2 Interview panel composition
5.2.1 Recruiting managers should ensure that interview panels are of mixed
gender composition and, wherever possible, include individuals of different
ethnicities. N.B. Staff involved in the recruitment process and in
particular Chairs of Selection Panels, are required to attend the
School’s Recruitment and Selection training. As a minimum, at least
one member of each Selection Panel must have undertaken this
training.
5.2.2 For Support Staff vacancies: Interview selection panels may include a
member of staff from outside the department or section, and should include
staff of appropriate seniority for the appointment. Interview selection panels
should comprise a minimum of three people. Panels for very senior non-
academic vacancies will normally include a senior academic and an
external member and be chaired by the appropriate line manager.
5.2.3 For Teaching & Research vacancies:
For Professorships or Readerships, the appropriate Pro-Director should
approve the panel composition and sign the appropriate Interview
Arrangements form (R6) to confirm his/her approval of the panel and
arrangements. For Lecturer or Senior Lecturer vacancies, the Dean of the
employing Faculty should approve the panel composition, using the R6 form
to confirm approval.
5.2.4 For Lecturer or Senior Lecturer vacancies:
Recruiting Managers are responsible for ensuring that interview panels for
Lecturer or Senior Lecturer vacancies have the following composition:
• The Dean of the employing Faculty as Chair
• Two (or, in exceptional circumstances, three) members of the
department including the Head of Department
• One employee external to the employing Department
• An external expert who will not be an employee of the School.
5.2.5 For Professorships or Readerships:
In addition to the interview selection panel members outlined in 5.2.4 above,
Recruiting Managers must ensure that interview panels for Professorships
or Readerships are chaired by the Director or by one of the Pro-Directors,
with the Dean of the employing Faculty in attendance as a member of the
Panel.
5.2.6 For Teaching & Scholarship and Research vacancies:
The Dean of the employing Faculty should approve the panel composition
and sign the appropriate Interview Arrangements form (R6 or R7) to confirm
his/her approval of the panel and arrangements.
The interview panel should comprise:
• The Dean of the employing Faculty as Chair or, by delegation, the
Associate Dean or Head of Department
• The Head of Department (if not present as Chair)
• Another member of the Department (normally the Principal Investigator

for research posts)
• A member of another Department (either from within or outside the
Faculty)
5.3 Planning presentations
5.3.1 Recruiting managers are responsible for booking the presentation venue,
setting the presentation date in line with the agreed recruitment schedule
(both should normally be done at preparation stage). Managers are also
responsible for inviting the presentation audience.
5.3.2 For Academic (Teaching & Research) vacancies: Normally, all
candidates for Teaching & Research positions will be asked to give a
presentation on their research and their future plans for Teaching &
Research as part of the selection process. At least one member of the
interview selection panel (normally the Head of Department) should ensure
they are available to chair the presentations and provide feedback to the
interview panel.
5.3.3 For Support Staff, Research-only and Teaching & Scholarship
vacancies: Recruiting Managers may also decide that a presentation on a
topic related to the person specification is appropriate.
5.4 Preparing selection tests
5.4.1 Recruiting Managers may decide that candidates should undergo a test
(e.g. a work-sample test, a written exercise, or a typing test) as part of the
selection process.
5.4.2 Recruiting Managers are responsible for ensuring that selection tests relate
to the person specification, are valid and a fair method of selection. Please
refer to the Guidelines on selection tests.
5.4.3 Recruiting Managers are also responsible for setting the test, determining
the test date in line with the agreed recruitment schedule, booking the test
venue and making any arrangements required for the administration of the
test.
5.5 Interview Arrangements and Venues
5.5.1 Recruiting Managers should notify the Human Resources Directorate of the
arrangements and venues for the interview and any test and presentation.
vacancies: Recruiting Managers should use the R7 form (Interview
Arrangements Form).
5.5.3 For Academic (Teaching & Research) vacancies: Recruiting Managers
should use the R6 form (Interview Arrangements Form)
5.6 Inviting candidates to interview
5.6.1 On receipt of the Interview Arrangements form and confirmation of the
shortlist, , the HR Directorate will update the web recruitment system and

formally invite all shortlisted candidates to interview and liaise with
candidates over travel arrangements if required. (See Guidelines for Human
Resources Administration). Candidates are responsible for making their
own visa arrangements as applicable.
5.7 Reasonable adjustments
5.7.1 Shortlisted candidates will be asked if they require any adjustments (e.g.
wheelchair access, signer) to be made in order to attend the interview,
selection test and/or presentation. The Human Resources Directorate will
endeavour to make any adjustments requested by disabled candidates and
will notify the selection panel of any special arrangements made.
5.8 Requesting references
5.8.1 The HR Directorate will normally request references prior to interview for
shortlisted candidates for academic (Teaching & Research) vacancies,
unless candidates have not given the School permission to request
references prior to interview.
5.9 Catering and audio-visual equipment
5.9.1 The Human Resources Directorate will arrange the audio-visual equipment
or catering requirements as requested by the Recruiting Manager on the
Interview Arrangements form.
5.10 Changes to interview or presentation arrangements
5.10.1 If there are any late changes to the arrangements, with regard to venues or
presentation timing, it is the responsibility of the Recruiting Manager to
inform all those involved directly, copying the information to the Human
5.11 Interview packs
5.11.1 The Human Resources Directorate will circulate an interview pack to the
interview selection panel in the week before the interview. The pack will
include shortlisted candidates’ application forms, an interview schedule, job
description and person specification and related recruitment forms.
6. Making selection decisions: Holding interviews,
presentations and tests
6.1 Holding presentations
6.1.1 Information on how each candidate’s presentation has been assessed
should be recorded on the R10 Presentation feedback form.

6.1.2 For Academic (Teaching & Research) vacancies: The member of the
interview selection panel attending the presentations (normally the Head of
Department) should chair the proceedings.
6.1.3 Time should be allotted at the end of the presentations for discussion. For
academic presentations, twenty minutes should be allocated for student
feedback and a further twenty minutes for staff feedback. Staff should not
give feedback in the presence of students.
6.1.4 The feedback should be recorded on the R10 Presentation Feedback form
by the Chair so that it can be reported to the interview selection panel.
6.2 Holding selection tests
6.2.1 The outcome of selection tests (including scores and any comments) should
be recorded and reported to the interview selection panel.
6.2.2 Guidelines provide advice on selection tests.
6.3 Interview questions
6.3.1 Interview questions must relate to the selection criteria and should be
prepared before the interview.
6.3.2 The preliminary discussions prior to the interviews should be used to
approve the questions and allocate broad areas of questioning to each
panel member.
6.3.3 Guidelines provide advice on interview questions.
6.4 Conducting interviews
6.4.1 The Chair of the interview panel should ensure that the interviews are
conducted fairly, appropriately and to schedule.
6.4.2 Candidates will have been instructed to return Interview Expense forms
directly to the HR Directorate following the interview; the Chair should not
collect forms during the interviews.
6.4.3 Following all the interviews, selection decisions (including the decision not
to appoint) made by the majority of the panel must be recorded for each
candidate on Form R11 – Interview Record Form.
6.4.4 Guidelines provide advice on conducting interviews.
6.5 Non-appointment
6.5.1 If the interview panel is unable to agree on appointing a candidate following
a review of the evidence obtained during the selection process against the
selection criteria for the post, the panel should refer the issue to the
appropriate Pro-Director or to the Director of Human Resources for
consideration.
6.5.2 Following consultation, the appropriate Pro-Director or the Director of

Human Resources will decide whether:
• to re-advertise the vacancy or;
• the Recruiting Manager should review applications for the vacancy
including those interviewed but not rejected as not appointable against
the selection criteria.
7. Successful candidates and offers of employment
7.1 The Appointment Recommendation process
7.1.1 The Chair should record the outcome of the interviews and indicate the
successful candidate on the R12 Appointment Recommendation Form or
delegate this responsibility to the Recruiting Manager. If there are any
reserve candidates this should be clearly indicated, along with any order of
preference and conditions.
vacancies: The Recruiting Manager should recommend a starting salary for
the successful candidate on the Appointment Recommendation form. For
senior appointments, the Recruiting Manager should consult any relevant
senior managers as appropriate (such as the Registrar & Secretary) when
recommending starting salaries.
7.1.3 For Academic (Teaching & Research) appointments; Immediately after
the decision of the interview panel, the Chair should ask the Dean of
Faculty and Head of Department to nominate any salary comparators and
specify any conditions of appointment (e.g. submission of PhD). These
details should be recorded on the R12 form. The Chair, on receipt of this
information, and before returning the candidate’s papers, should propose a
salary level for consideration (see 7.2). The Dean of Faculty and Pro-
Director or Vice Principal, as appropriate, will countersign the R12
appointment form to confirm his/her approval of the appointment.
7.1.4 For External research grant funded posts; If the post is funded by an
external research grant, the Recruiting Manager should send the R12 form
to the Research Manager for authorisation. The Research Office will send
or fax the approved form to the Human Resources Department
7.1.5 For School-funded vacancies: The Recruiting Manager (or Chair for
academic appointments) should ensure that the R12 form is returned to the
Human Resources Directorate as soon as possible after the interviews with
the other interview papers. The R12 form may be faxed or emailed to the
Human Resources Directorate to avoid delays in making an offer of
employment.
7.2 Starting salaries
vacancies: on receipt of the R12 Appointment Recommendation form, the
Director of Human Resources (or nominee) will approve the Recruiting
Manager’s starting salary recommendation or consult with the relevant

manager on the salary level in the light of internal salary comparators and
the candidate’s skills, qualifications or experience.
7.2.2 For Academic (Teaching & Research) School funded vacancies: on
receipt of the R12 form, the Human Resources Directorate will collate salary
and any other relevant information on the comparators identified on the R12
form. This information will be circulated to the Pro-Directors, the Director of
Human Resources (or delegate) and the appropriate Dean of Faculty.
These individuals will determine the successful candidate’s starting salary
based on the candidate’s experience, skills and qualifications in comparison
to the internal comparators identified.
7.2.3 Once the starting salary has been approved or the authorised R12 form
received from the Research Office, the Human Resources Directorate will
make a formal offer of employment via the web recruitment system.
7.3 Offers of employment
7.3.1 The Recruiting Manager (or Dean of Faculty for Teaching & Research
vacancies) should normally notify the successful candidate that they are the
preferred candidate as soon as possible following the interview, but must
not enter into any discussion of salary or contractual conditions. They
should inform the successful candidate that offers of employment with the
School are subject to the receipt of satisfactory references (if not yet
received) and eligibility to work in the UK, and that the Human Resources
Directorate will make a formal offer once a starting salary and any other
conditions have been agreed.
7.3.2 Please refer to the Guidelines on offers of employment.
7.3.3 Once the starting salary has been determined or the approved R12 form
received from the Research Office, the Human Resources Directorate will
make a formal offer of employment which will be subject to the receipt of
satisfactory references and eligibility to work in the UK. The offer will
normally be made first verbally and when accepted, a written offer will follow
from the HR Directorate.
7.4 References
vacancies: references will be requested for successful candidates after a
verbal offer of employment has been accepted. At this stage, references will
also be requested for successful candidates for Teaching & Research
vacancies, who have not given permission for their references to be
requested before interview.
7.4.2 Start dates for successful candidates will not be confirmed until satisfactory
references have been received.
8. Unsuccessful candidates

8.1 As soon as possible following interviews, the Human Resources Directorate
will notify unsuccessful candidates in writing of the outcome of their
application. This will normally occur after the successful candidate has
accepted the formal offer of employment. Recruitment Managers or Heads
of Department should exercise care in communicating with reserve
candidates.
9. Feedback
9.1 Those candidates who wish to receive feedback should contact the Human
Resources Directorate who will arrange verbal feedback from the Recruiting
Manager. Feedback should be requested within one month of the selection
decision at shortlisting or interview stage. If candidates require written
feedback, they must request it in writing.
9.2 Recruiting Managers are advised to give feedback in person to internal
candidates.
9.3 For Academic (Teaching & Research) vacancies: The Chair of the
Interview panel should agree feedback in consultation with their designated
HR Officer. Feedback must be approved by the HR Department prior to
being communicated with the applicant.
9.4 For Support Staff, Research-only and Teaching & Scholarship
vacancies: Recruiting Managers should agree feedback in consultation
with their designated HR Officer. Feedback must be approved by the HR
Department prior to being communicated with the applicant.
9.5 Please refer to the Guidelines on giving feedback.
10. Retention of recruitment data
10.1 The Chair’s interview pack should be promptly returned to the Human
Resources Directorate together with any notes, test results or completed
recruitment forms from other members of the interview panel. The
Recruiting Manager should ensure that all other interview packs (excluding
any completed recruitment forms or notes) are confidentially destroyed.
10.2 The R12 Appointment Recommendation form will be retained on the
successful candidate’s personnel file.
10.3 All other recruitment papers will be stored on the web recruitment system by
the Human Resources Directorate for at least one year in case of requests
for feedback or litigation.
Definitions

Recruiting Manager: The person responsible for the recruitment process within the
recruiting department. This will normally be the Dean of Faculty/Head of Service
Area/Independent Centre or their delegate.
Senior member of Teaching & Research staff: Senior Lecturer, Reader or
Professor
Associated forms
R5 form: Shortlisting Record form
R6 form: Interview Arrangements form for Academic (Teaching & Research)
vacancies
R7 form: Interview Arrangements form for Support Staff, Research-only and
Teaching-only vacancies
R10 form: Presentation Record form
R11 form: Interview Record form
R12 form: Appointment Recommendation form
Interview expenses form
Associated policies
Recruitment Policy
Equality and Diversity Policy
Staff Reference Policy
Staffing costs: Authorisation levels

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