internal recruitment policy

OUR RECRUITMENT POLICY . (Further information is available on what is considered reasonable and a helpful checklist regarding Disabled candidates is also available). In doing so it also enables you to take account of: 2. If the person recruited is under the age of 18, the Safety Services - Young persons guidance must be reviewed and followed by their manager. The person specification details the skills, experience, abilities and expertise that are required to do the job. 14. These staff may apply on a preferential basis to other internal applicants for roles that are at the same grade or lower than their current grade. Requirements for compliance with UK Immigration legislation (see paragraphs 60, 61 and 89-92, the job title (which must be sex and age neutral), the location of the job i.e. 27. evidence of eligibility to work in the UK, satisfactory internal/external references). Interview questions should be phrased so that they do not favour any one candidate or group of candidates. via a hard copy. instructions on how to find their way to the interview venue. Where a waiver of advertisement is approved, all other aspects of the UCL Recruitment and Selection policy apply and candidates must be considered by a selection committee and, in the case of Chairs, a working group of Academic Board. When employing temporary or casual staff on a short-term basis the principles of good practice outlined in this policy should be followed. Interview panels act for UCL in making selection decisions and are accountable for them. if appropriate, details of any test or presentation they will be required to take or anything they should bring with them (e.g., examples of work), qualification certificates that are essential to the post, permission to work in the UK documents (or to indicate if a Certificate of Sponsorship is required) See, The job is in a 'designated shortage' occupation, or, It passes the Resident Labour Market Test (RLMT), University College London, Gower Street, London, WC1E 6BT Tel: +44 (0) 20 7679 2000. 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. This should be done as soon as possible after appointment. It is the responsibility of the Chair of the panel to ensure that such questions are not asked. Connect with our team of Workable experts and other industry professionals. See Advertising Costs for more information of advert costs. Full details can be found in the UCL Induction and Probation policy on the Human Resources website. 95. 74. It is UCL policy to require applicants to disclose any  convictions, cautions, reprimands or final warnings that are not ‘protected’ as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013) as part of their application. Americas: +1 857 990 9675 Appointments must be based on merit. Familiarity with the vacancy and preparation for the interview is a key to successful interviewing. 100. Panel members should remind themselves of the monitoring information required of them in relation to their selection decisions before commencing the selection process. A model template to use after interview can be found in Appendix R. 85. Executive search firms are typically used for hiring into very senior positions, such as Dean, Vice-Provost, Head of Department and Directors of Professional Services divisions and, in some circumstances, other specialist roles. All search firms doing business with UCL must agree to collect and provide UCL with information in compliance with UCL’s equality obligations. The confidentiality of applications must be respected by all of those involved in the selection process. A. 79. When a vacancy arises, preferential consideration must be given to staff whose posts are being made redundant and who are eligible for redeployment (see Redeployment Policy). See Appendix E for a hard copy of the Recruitment monitoring form which candidates will need to complete if applying off line for any reason. 8. Deans who wish to make a request to waive advertising should seek early advice from the relevant Human Resources Business Partner. Where qualifications are deemed essential these should reflect the minimum requirements necessary to carry out the job to an acceptable standard. Internal recruitment. In this policy, we outline our procedure for internal recruitment and clarify our rules for internal mobility. It is best practice to write to candidates who have not been shortlisted (a specimen letter is set out at Appendix F), but if this is not possible due to limited resources, the further particulars for the post should make clear that after a certain period, if they have not heard from UCL, applicants should consider themselves not to have been shortlisted. The Immigration, Asylum and Nationality Act 2006 makes it an offence to employ anyone who does not have permission to be in, or work in, the UK. The Head of Department/line manager should select interview panel members prior to the closing date; this allows panel members to assist in the shortlisting process. General information about UCL is linked from all ROME adverts and can be found here Appendix M. 34. To avoid an all white selection panel, the Chair of the panel should seek a BAME panel member from within the department or Faculty or request a, If the person recruited is under the age of 18, the, Advertising on UCL's Website and the Internet, Advert Waivers for Professorial Appointments, Financial Authorisation Process for Recruitment, guidance on writing job descriptions as well as a template and completed examples, nstructions on how to prepare advertisements, Shortlisting template for professional services roles, Shortlisting  template for all other roles, DBS checks and criminal convictions procedure, Appendix E Procedure for Monitoring the Recruitment & Selection Process, Appendix H Guidelines for Giving References, Appendix I Information to be provided by CV Applicants, Appendix J Recruitment & Selection Checklist, Appendix L UCL Equal Opportunities Policy Statement, Appendix O Checklist Regarding Disabled Candidates, Appendix Q Reference Template (only to be used if requesting academic references before interview/selection for an academic position), Appendix R Standard Reference Request (only to be used following selection), Appendix S Pre-employment checks for staff working in secure/critical areas, A Manager's Guide to Acceptable Right to Work Documents.pdf. Recruitment efforts shall be designed to attract applicants who possess the strongest qualifications required for successful performance of the duties and responsibilities of the vacant position. An advertisement is written from the job description and person specification and should contain the following points: 42. This policy is designed to assist you to recruit and select the best candidate for a vacancy. See Appendix K for acceptable evidence. Interviews should be scheduled as soon after the closing date as reasonably possible, as delays are likely to lead to a loss of candidates. Learn more about the features available and how they make each recruiting task easier. The purpose of a recruitment policy is to promote consistency, transparency, compliance and adherence to labor laws and legislation. 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 salaries of other staff doing similar work within the department/division with similar experience should also be taken into account. Advice on how to determine this is given in the Redeployment Policy. Internal recruitment is the process of filling the vacant positions in a company by the employees within the business premises. We are committed to our equal opportunity policy at every selection stage. See also UK Visas and Immigration requirements for keeping documents where a certificate is issued. Interview proceedings are confidential and interviewers are free to divulge to others the decision reached only once the appointee has accepted the post. Academic qualifications, professional registration, the right to work and any other specifics considered essential for the post must be verified by the Department at the time of interview. This seems like a no brainer, but step one can actually be a challenge. If the recruiting manager Please refer to guidance on the different Tiers of the points based immigration system, incorporating the departmental guide to the completion of forms to request a certificate of sponsorship. recruiting from internal sources and external also affect the recruitment process. Psychometric tests may only be given by trained test administrators and any department wishing to use psychometric tests must contact UCL Human Resources for advice. In practice this means that there must be at least one woman on all UCL panels, and more than one in larger panels, to avoid the impression of tokenism. Sign up for jargon-free hiring resources. Do not make requests that only elicit generalisations about candidates' attendance, honesty, or subjective information as to the applicant's suitability for the job. 31. Local PPSM Policy 20 Recruitment & Internal Promotion. 71. research councils), including on secondment or based on their sites, we are required to be compliant with HMG guidance on Baseline Personnel Security Standards. Image of … The recruitment policy of the organization i.e. The core behaviours apply to other groups of staff. The recruitment policy of an organization determines the destinations or enlistment and gives a structure to usage of recruitment program. At least two members of the interview panel, including the immediate line manager, should undertake the task of shortlisting. A recruitment policy is essential to be unbiased, just and transparent. Before a company decides to recruit internally, it must establish a plan. Or talk to us about your hiring plans and discover how Workable can help you find and hire great people. Get clear, concise, up-to-date advice with our practical, step-by-step guides. In feeding back to candidates it is good practice to balance the applicants' weaknesses with some positive points. 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. The managers make use of the employment process intensively, as well as contentment with Human Resources is mostly concerning the fulfillment with the … It is therefore important that any physical requirement is stated in terms of the job that needs to be done. For example, the ability to deal effectively with frustrated customers is a skill. See guidance notes for more information. If a member of a selection panel feels that there has been any irregularity in the recruitment and selection procedure and the panel cannot resolve the matter at the time, they must report the matter without delay to the Director of Human Resources. Advice on any aspect of this policy or procedures allied to it is available from the Human Resources website. The occurrence of a vacancy is an opportunity to review the necessity for the post and its duties, responsibilities and grade. Recruitment policy of an organization, i.e., hiring from internal or external sources of organization is also a factor, which affects the recruitment process. It is the responsibility of each Head of Department/Division to ensure that this policy is carefully followed within their department/division. And this limits the scope of fresh talent in the organization. Where a grant awarding body approves funding for a named individual to work on a particular piece of research and the grant is dependent on that individual's contribution, advice should be sought from the HR Business Partner in advance of formal appointment. It should clearly and accurately set out the duties and responsibilities of the job and must include: 16. Courses are provided by the Organisational Development department. 53. We are committed to investing in our employees and help them grow their skills and gain experience while working with us. knowledge (including necessary qualifications), guidelines about completing the application form, including the number of referees. 99. 1. Selection Tests and Presentations. Avoid ambiguity about responsibilities and be clear about the postholder's accountability for resources, staff, etc. Telephone references should be avoided but, where time pressures or the location of referees dictate that this may be appropriate, recruiters should ensure that they are certain as to the identity of the person to whom they are speaking. 96. The selection criteria pro forma at Appendix D can assist with the task of shortlisting. The Executive Director of Human Resources will keep a register of requests and approved requests to waive advertising including relevant demographic details of the appointed candidates, and will provide UCL's equality and diversity champions with annual anonymised reports. Types/Methods of Internal Recruitment These decisions are not, however, always straightforward, so recruiting managers should discuss these cases with their HR Business Partnering contact prior to disregarding any sickness absence periods. 73. An internal recruit would need no orientation and far less training, as they are already familiar with the company processes, goals, vision and ‘way of doing things’. Authorisation needs to be obtained before a role is cleared for advertising. Items that should be included in job descriptions are: 17. Go to the Immigration website for more information on the points based immigration system including detailed requirements for issuing certificates of sponsorship and right to work FAQs. If references, or other pre employment checks, e.g. Once a provisional offer is made the preferred candidate will be asked to disclose their sickness/unauthorised absence record. This policy explains how Monitor makes sure it recruits the best candidates that meet its values. 63. 68. Heads of Department, Departmental Administrators and nominated Training Administrators have access to departmental training records. c. Deans are also strongly encouraged to use the waiver of advertising facility to headhunt the best women and ethnic minority people in their field. Ready-to-go resources to support you through every stage of the HR lifecycle, from recruiting to retention. 24. 22. Start hiring now with a 15-day free trial. The person specification enables potential applicants to make an informed decision about whether to apply and those who do apply, to give sufficient relevant detail of their skills and experience in their application. Interview notes must be taken by each panellist to help the panel to make an informed decision based on the content of the interviews. * Checks should be made by recruiting departments that panel members have attended the Fair Recruitment briefings. b. advertising the post would deter the candidate from applying for the post or would otherwise put the successful recruitment of the candidate at risk. They may even be familiar with and have performed some of the tasks in their previous role (i.e. 21. Discuss your aspirations and preferred career path during 1:1s with your manager or during performance review meetings. Simply possessing patience (a personal quality) will not be enough. 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. The employment is particularly crucial for managers in the organization. Recruiting a redeployee can reduce both the time and the cost incurred in filling a vacancy. Internal hiring restricts the size of the applicant pool. Panel members external to UCL are welcome to attend UCL training, but is not a requirement. During the recruitment freeze financial approval must be obtained by following the Finance Recruitment Freeze Guidance. Recruiting departments must ensure that each long listed applicant’s equal opportunities data is inputted to ROME within one month of the final interview date. The value of unsolicited references submitted by candidates and addressed 'To Whom It May Concern' is very limited and should be disregarded. Where the panel has an external member, that person should take part in the shortlisting wherever practicable. Where head-hunting organisations are used for very senior or specialist positions, a requirement to seek out suitable female and ethnic minority candidates for consideration must be incorporated in to the brief for the assignment. The major objective of a Recruitment Policy (Internal Hiring Policy) is to:The recruitment procedure is just one of the most basic value included Human Resources Procedures. 19. Alternatively the candidate my request Braille, large print, tape or an electronic format so that their accessibility software can be used. 3.2 This policy outlines all procedures concerned with recruitment. All appointments for Deans, Vice-Provosts and other senior leadership roles must be advertised externally with appropriate positive action statements. 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. 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. Our company encourages promotions and job moves that will help employees hone their skills and advance their careers. 60. Recruitment and monitoring data is reported annually to the Human Resources Policy Committee and Committee for Equal Opportunities. As a manager, you’re responsible for helping your employees learn and grow. In most cases references must only be taken up once a preferred candidate is selected. 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. It should be noted that for appointments in which handling cash or responsibility for valuables such as computers, stores, etc. It is expected that the number of such appointments will be limited on an annual basis to a number of posts equivalent to five percent of the number of professors in the faculty. Candidates will increasingly come forward with National Qualification Framework qualifications (NQFs - previously NVQs). 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'. The Data Protection Act allows applicants to request disclosure of such notes in the event of a complaint and an Employment Tribunal would expect UCL to have notes of every selection decision. References from relatives or friends should not be accepted. Shortlisting panel members should avoid dismissing applicants who appear to be over-qualified. For some roles, the offer is subject to a check of … References are confidential and must be sought 'in confidence'. The relevant contract type for the working arrangements of the role should be identifies, by reviewing Guidance on UCL Contracts of Employment. Recruiting managers are expected to ask candidates the reason for any gaps in their employment history. 10. 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. 86. No business can afford to be without one. Specific requirements listed in the Intern Requisition Form are matched with the skills and qualifications mentioned in the Statement of Interest forms available with the Human Resource Department. 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. 92. Add a few personal touches and you’re good to go. In most cases references will be requested after a preferred candidate is identified. Attention is drawn to the specific requirements in relation to advertising for Certificate of Sponsorship purposes (see paragraph 95). Feedback should be specific, relating to the person specification, and honest. Our company will provide you with training on how to create career paths for your team members and help them become better at their jobs. The language in job descriptions should: 18. Our only requirement is that our employees have to complete their [three-month] onboarding period before they can change roles. It is also important to remember that experience is sometimes transferable from one area of work to another, in which case specifying skills is likely to be more effective than specifying a narrow definition of experience. 30. Requests to waive the requirement to advertise an appointment in exceptional circumstances may be approved as outlined at paragraphs 49 - 53. 101. Europe & Rest of World: +44 203 826 8149 Where the duties of a post have changed significantly the Head of Department must seek confirmation from the Human Resources Business Partnering team of the appropriate grade for the post, ideally before financial approval is sought. We ask you to: Our company will recognize employees for their skills and hard work. All the essential criteria, they must be forwarded to the Executive search firms doing business UCL., abilities and expertise that are required to do the job requirements Act 1998 ve... New vacancies created in a firm by internal hiring limits the infusion of new knowledge and ideas into team. Partially sighted people should be included in job descriptions are: 17 such internal recruitment policy must treated... For recruitment for further information about current Immigration regulations please go to the selection.... Having been met where a Certificate of Sponsorship purposes ( see paragraph 95 ) with! 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