Shortlisting is the stage in the selection process during which all applicants for an appointment are considered against the requirements of the post which are detailed in the person specification.  The shortlisting meeting must be scheduled prior to the advert being placed so that all panel members can plan ahead and candidates are aware of when they are likely to hear the outcome of their application 

In line with the Data Protection Act 1998 applicants are advised that the University’s Recruitment and Selection processes are secure, appropriate and confidential.  It is essential therefore that during the shortlisting process these principles are maintained.

For Academic appointments, the Head of Department/School is required to consult with at least 2 other members of the Department/School.  It should be noted however that the practice of circulating application forms to all members of the Department could lead to infringements of applicants’ rights under the Data Protection Act.   It is recommended that a Departmental shortlisting panel is established with the specific task of shortlisting applicants.  Application forms should be restricted to members of the panel.

Heads of Departments should ensure that those involved in the selection process are aware of the University’s Equal Opportunities Policy, the University’s Race Equality Policy, all the requirements of the Race Relations Amendment Act (2000), the University’s Recruitment and Selection Guidance (in particular relating to declaration of interests) and the person specification and job description.

A standard pro forma will be provided to the Head of Department listing all the applicants and identifying the criteria which have been detailed in the person specification.   It should be noted that the details indicated on the pro forma may be made available to the applicant if reasons for rejection are requested.   The shortlisting panel should enter the appropriate rating against the relevant criteria for each applicant.  Please note that the form is attached as a guide.  In addition the shortlisting panel should indicate whether the applicant should be shortlisted or rejected at this stage.

It should be noted that some of the criteria identified in the person specification may not be measurable prior to interview.

KEY POINTS

• The short listing process must be managed in a secure and confidential manner.  
• It is essential that more than one person is involved in the short listing to avoid the potential for nepotism or intentional or unintentional unfair discrimination.
• The short listing panel must sign the form indicating their involvement in the process.
• The  Short Listing Form must be completed as each application is evaluated by the panel and a tick or X marked to demonstrate which criteria each candidate has met through their application.
• Once each candidate has been considered ‘Invite to interview’ row can be completed by looking at how many of the required criteria are met by each candidate.
• In applications where the essential criteria of the person specification are not met, the individual should not be short listed.
• The panel may use the desirable criteria in addition to the essential criteria to differentiate between candidates when large volumes are received.

• The short listing form containing the consensus of the short listing panel will be returned to the Human Resources Officer responsible for the vacancy together with the application forms for all candidates.
• Alternatively, each short listing panel member may complete a form with the final selection being coordinated by the Chair of the Panel/Head of Department.
• Any other supporting notes which explain how the short list was reached should also be attached.
• The short listing form and supporting notes will be consulted when applicants request feedback for reasons why they were not short listed.