You should add any details which are unique to this role and add information about the department (including details about the research strategy or research interests within the department). The original applications for all applicants, together with a written note of reasons for shortlisting or rejecting applicants must be retained for a minimum of 12 months from the date that an appointment decision is notified, in case of complaint to an Employment Tribunal and to satisfy UK Visas and Immigration requirements to keep records for 12 months where a certificate of sponsorship is required. 38. The candidate should also receive written confirmation of whatever adjustments have been agreed. It advertises vacancies for the academic community and associated areas of research in both the public and private sector. Struggling with a task or project? Marie Skłodowska-Curie Actions ITN posts do not need to be advertised to Redeployees for 5 days prior to external advertising. If a manager believes that the appointee to a vacancy will be working in a 'regulated' position (see DBS checks procedure and Working with Children Guidelines Appendix A) They will require an enhanced criminal records check before commencing employment. For UCL's policy on the recruitment of staff with criminal records see the DBS checks and criminal convictions procedure. Americas: +1 857 990 9675 Internal hiring limits the infusion of new knowledge and ideas into the firm. For example, avoid statements such as 'Ability to write reports'; instead, indicate the expected standard, such as 'Ability to write detailed financial reports that encompass departmental budgeting, annual variances, and forecasting'. Authorisation needs to be obtained before a role is cleared for advertising. Internal recruitment is the process of filling up open positions within the organization from its current workforce. Evidence will also need to be provided that equality and diversity implications of the proposed appointment have been explicitly considered. * Checks should be made by recruiting departments that panel members have attended the Fair Recruitment briefings. Feedback should be specific, relating to the person specification, and honest. You may … Departments should contact their  HR Business Partner for information and assistance in selecting the search firm on UCL’s preferred supplier list. WHO is this policy for? During the recruitment freeze financial approval must be obtained by following the. 29. Many translated example sentences containing "internal recruitment policy" – French-English dictionary and search engine for French translations. Read our in-depth report. Knowledge can be derived in a number of ways, for example through education, training, or experience. The Equality and Human Rights Commission advises that 'word of mouth' recruitment is likely to be indirectly discriminatory in terms of race and/or sex discrimination. 76. Care must also be taken when initiating contacts with applicants that all are treated in the same way, for example with regard to invitations to visit the department, informal meetings to discuss the vacancy, and provision of information. What is Internal Recruitment? A copy of adverts placed in all media should be retained by the department. Within the financial provision or established grading of the post, the salary offered should have regard to the applicant's experience or expertise and will normally be at or above the incremental point equivalent to the applicant's present salary. Our internal hiring process policy describes our process for hiring within our company to fill open roles. Interview panels act for UCL in making selection decisions and are accountable for them. It is therefore a requirement to ask all candidates attending for interview to bring with them evidence of their right to work in the UK. All vacancies will appear on UCL's external website and via a link from the University of London vacancy website. [enter-your-company-name-here] is committed to ensuring that fair and effective procedures and processes are implemented and adhered to when selecting and deploying people to meet organizational needs. Learn more about the features available and how they make each recruiting task easier. BBC Recruitment Policy Page 2 of 8 Last Updated 13.06.2019 The offer of employment must comply with BBC compliance policies (e.g. Our hiring practices aim to ensure that each team will always have talented people to perform each job. 43. Such notes must relate to how candidates demonstrate their knowledge, skills, experience and abilities in relation to the person specification. It is unlawful racial discrimination to carry out checks only on potential employees who by their appearance or accent seem to be other than British. where a CV is required, candidates should be advised that it must include: education history (institution name, start and end dates of courses, qualification gained), details of membership of any professional organisations, details of current or most recent employer (name and address of current organisation, job title, salary and duties), details of previous employment and how the applicants' knowledge, skills, and abilities meet the job requirements; in addition, UCL requires applicants applying with a CV to provide standardised monitoring information as indicated in, where applicable, a statement explaining that only candidates who are shortlisted will be contacted (see paragraph 64), reference to the Human Resources website which details UCL's employment policies, including UK immigration rules, an indication of the need for a criminal records check, depending on the post (see paragraph 87), UCL name and logo (use of the UCL logo is strictly regulated; see UCL guidance on, the necessity of a criminal records check, if required, see paragraph 87 or an Occupational Health Assessment, duration of the appointment (if fixed term), how to access further particulars of the vacancies, closing date for applications (sufficient time should be allowed to enable applicants to consider the further particulars and make their application), A statement reflecting UCL's commitment to equality of opportunity is automatically included in all recruitment advertisements. 47. The core behaviours apply to other groups of staff. A job description is a key document in the recruitment process, and must be finalised and graded prior to taking any other steps in the process (see guidance on writing job descriptions as well as a template and completed examples). Ultimately it is the responsibility of the senior management in the University, including Heads of Departments, in conjunction with HR to ensure that this is the case. This recruitment policy sample can serve as a rubric that our recruiters and hiring managers can use to create an effective hiring process. Alternative agencies where approved will also be required to provide longlists with at least 30% female representation and 15% BAME representation. 90. Data such as applications contained within the online recruitment system (ROME) is automatically kept for 12 months before being archived, so it’s no longer visible to recruiting departments but is available to candidates to re-use for future applications. A recruitment policy-construed either as one specific policy or as the set of policies utilized-provides a framework for the sequencing, integration, management and oversight of recruiting efforts. 54. 15. Single sex panels must be avoided (i.e. all male or all female) and all UCL recruitment panels must comprise of at least 25% of women, including those for senior positions. In such circumstances the Panel chair is responsible for briefing external panel members and ensuring processes are followed fairly, legally and in line with UCL policy. knowledge (including necessary qualifications), guidelines about completing the application form, including the number of referees. The person specification should be specific, related to the job, and not unnecessarily restrictive - for example only qualifications strictly needed to do the job should be specified. Recruiting managers are expected to ask candidates the reason for any gaps in their employment history. The use of an alternative agency may be agreed, in exceptional circumstances, by the Executive Director of Human Resources. 88. The purpose of a recruitment policy is to promote consistency, transparency, compliance and adherence to labor laws and legislation. Discuss your aspirations and preferred career path during 1:1s with your manager or during performance review meetings. Recruitment and monitoring data is reported annually to the Human Resources Policy Committee and Committee for Equal Opportunities. Workable is all-in-one recruiting software. Departments must take a copy of the original document, sign to confirm they have seen the original and send this to HR Employment Contract Administration with all starter documentation. The employment is particularly crucial for managers in the organization. A template pre-interview reference request form without a question on sickness absence can be found in Appendix Q. 25. [enter-your-company-name-here] is an equal opportunity employer, and is committed to providing a work environment that is free from harassment and discrimination. 10. Financial approval for the establishment of a new post or the filling of a vacancy must be obtained before recruitment commences. It should clearly and accurately set out the duties and responsibilities of the job and must include: 16. It is UCL policy that all staff who are new to UCL undergo a structured induction and successfully complete a probationary period (subject to limited exceptions). 36. See Appendix K for acceptable evidence. The further particulars for a post should make clear to candidates the number and status of referees required and whether the panel intends to seek references before interview (see paragraphs 30 and 80). 3.2 This policy outlines all procedures concerned with recruitment. For example, the fact that a male candidate shares details of his domestic circumstances with the panel but a female candidate chooses not to (or vice versa), should not be taken into account. The inclusion of criteria that cannot be justified as essential for the performance of the job may be deemed discriminatory under the Equality Act 2010, if these impact disproportionately to the disadvantage of specific groups. an assistant manager being promoted to … consist of a minimum of three people including the immediate line manager of the vacant post, a colleague who is familiar with the area of work and a third person, preferably from outside the department to balance the panel's perspective. OUR RECRUITMENT POLICY . Recruitment policy of an organization, i.e., hiring from internal or external sources of organization is also a factor, which affects the recruitment process. 58. Before a company decides to recruit internally, it must establish a plan. For example a job may require that the appointee 'must be able to travel to a number of different locations on UCL business'. Departments should therefore consult with the appropriate section of the Finance Division - Planning & Management Accounts in respect of non-research posts and Research Services in respect of research posts. 31. a request that they contact the author of the letter/message if they have any particular requirements or to discuss the interview facilities (related to access to the venue or any other need related to a disability). 10.2.3 The Chair of the interview panel should ensure that the interviews are conducted in line with this Recruitment Policy, and the School’s Equality and Diversity Policy. The Disclosure and Barring Service makes decisions about who will be barred from working with children and vulnerable adults. 8. When conducting telephone references, it is helpful to plan the conversation beforehand and to have a list of questions ready. Heads of Department must ensure that permission to fill a post has been obtained before seeking to publicise a vacancy; details are available from the appropriate section of the Finance Division - Planning & Management Accounts in respect of non-research posts and Research Administration in respect of research posts. Remote work, technology, and engagement are hot topics in the New World of Work. Do not make requests that only elicit generalisations about candidates' attendance, honesty, or subjective information as to the applicant's suitability for the job. Preparation for Recruitment and Selection. Assumptions should not be made about their reasons for applying for the post as they may eliminate an otherwise exemplary candidate. Appropriate referees are those who have direct experience of a candidate's work, education or training: preferably in a supervisory capacity and a reference must be obtained from the current or previous employer. 81. Familiarity with the vacancy and preparation for the interview is a key to successful interviewing. We are committed to investing in our employees and help them grow their skills and gain experience while working with us. The use of search firms must be coordinated with the HR Business Partner to ensure compliance with legal and regulatory obligations. All posts must be advertised for a minimum of two weeks to help attract the best pool of applicants and for a total of four weeks if a certificate of sponsorship is required, to ensure compliance with immigration rules. Remote work, technology, and engagement are hot topics in the New World of Work. Positive action provisions in the Equality Act 2010 can be used to appointa staff member from an underrepresented group where they score equally. Redeployees should meet the essential criteria for the post (or can achieve this with minimal training) but do not need to meet the desirable criteria. To ensure that applicants are fully informed about the vacancy for which they are applying and to ensure that they provide UCL with all the information we require, adverts must direct applicants to the further particulars, which will provide more information including how to apply. They may even be familiar with and have performed some of the tasks in their previous role (i.e. 3. Image of … Guidelines on the appointment of Professors is available on the Student & Registry services website. 3. Heads of Department must make their staff aware that when dealing with enquiries about vacancies it is unlawful to state or imply that applications from one sex or from a particular racial group or in relation to any other protected characteristic would be preferred and to do so may lead to a complaint of race, sex or other discrimination against UCL. Heads of Department, Departmental Administrators and nominated Training Administrators have access to departmental training records. These provisions can be used to support the achievement of UCL's Equality targets as stated in UCL's Equality and Diversity Strategy . It should be drawn up after the job description and, with the job description, should inform the content of the advert. be willing and able to attend all interviews for the duration of the recruitment process, to maintain consistency and to ensure fair treatment of all candidates. The only exceptions to this are where an individual is named on a grant application (see paragraph 6), where restructuring is taking place, where staff are facing redundancy and UCL Human Resources is seeking redeployment for existing staff, the majority of posts will also be concurrently advertised in other specialist, national or international media to maximise the chances of attracting the best candidate. The preferred service will be funded locally, unless the positions are Vice Provost or Dean appointments, where the cost can be charged against a corporate budget held by HR. Except where approval to waive advertising has been granted (see paragraphs 50-54) all job advertisements must be placed through the online recruitment system (ROME) to ensure compliance with this policy and because the contract with UCL's advertising agency is dependent on significant volume discounts. Internal Recruitment Policy • GENERAL PRINCIPLES • Policy Statement 6. For details on how to obtain financial approval please refer to the Financial Authorisation Process for Recruitment. The purpose of this company's recruitment policy template is to define and describe the way our [company name] recruits new employees and fills open positions. Staff conducting interviews must be aware that, although questions asked may not in themselves be discriminatory, the interpretation of answers by the panel could exhibit prejudice. In all cases care should be taken to ensure that job-related tests are well explained in writing for candidates, in plain language, that all candidates are subject to the same tests under exactly the same conditions, (excluding any allowances made as 'reasonable adjustments' to disabled candidates) and that presentation topics do not favour any one candidate. 48. Further details are available from the Human Resources Business Partnering Team or on the Human Resources website. Instructions on how to prepare advertisements for placement on online recruitment system (ROME) can be found on the Human Resources website. Only UCL Human Resources is authorised to issue certificates of sponsorship (CoS). 57. 66. 1981756 . Avoid ambiguity about responsibilities and be clear about the postholder's accountability for resources, staff, etc. Read the minds of our team of HR writers. Any member of staff with concerns about the application of this policy should raise their concerns in writing with their Head of Department, or with the manager to whom the Head reports, if the concern includes the Head's actions. Successful applicants who declare a disability or may require adjustments to their work or working environment are referred to the Occupational Health Service, once they have completed their online staff registration form. instructions on how to find their way to the interview venue. consider if the appointment is to a department providing services to the rest of the university, of inviting an end user of these services to join the panel. UK qualifications should be stated but (other than for required membership of a UK professional body) it should be made clear that overseas equivalents will be accepted. 50. 68. When requesting references, it is helpful to seek precise information and confirm facts, such as length of employment, relationship of the applicant to the referee, job title, brief details of responsibilities, reasons for leaving, unauthorised absence, attendance including sickness absence (providing the reference is requested after selection takes place as per paragraph 78) , performance, and any other relevant information. Individuals within the talent pool, and those whose secondment contracts are due to expire in the near future and any potential retrenchees, must first be considered for role vacancies before sourcing candidates externally. 71. It should be noted that for appointments in which handling cash or responsibility for valuables such as computers, stores, etc. The person specification is of equal importance to the job description and informs the selection decision. 22. In addition to being available to offer advice on any stage of the recruitment process, HR staff can join an interview panel, if requested in advance. In this policy, we outline our procedure for internal recruitment and clarify our rules for internal mobility. Care must be taken to avoid questions that could be construed as discriminatory (e.g., questions about personal circumstances that are unrelated to the job). Therefore, helping your team members move inside our organization and promoting them to more challenging positions is good for our business. We are committed to investing in our employees and help them grow their skills and gain experience while working with us. is part of the job, UCL's insurers require that references be obtained for the previous three years and that the successful applicant may not start work until references satisfactory to the Head of Department/Section have been obtained. 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