Shortlisting - Human Resources - Newcastle University
 

8. Shortlisting

Essential

  • at least two people must be involved in shortlisting
  • for academic/research posts at grade H or above, the chair of the panel and the Head of Academic Unit or nominee must participate

Recommended

  • the shortlisting panel should have the same membership as the interview panel
  • the panel's membership should reflect diversity as well as a range of expertise and experience
  • each member of the panel should considered the applications before meeting
  • each member should draw up a provisional shortlist.

The panel meet to discuss their provisional shortlists and by consensus decide on a final shortlist.

Shortlisting for Interview

Only applicants who meet all of the essential criteria on the person specification should be shortlisted. If it is necessary to reduce the number of candidates further, the desirable criteria in order of priority should be used until the required number of candidates is produced.

Shortlisting Matrix

Use the shortlisting matrix to record your shortlisting decisions. This should be returned to HR along with any hand-written notes and other paperwork.

Records of shortlisting exercises indicating how shortlists have been drawn up must be retained along with the applications for at least six months. These records are the University’s strongest defence against any claims of unfair discrimination.

Shortlisting Matrix (Excel, 20KB)

Failure to Compile a Suitable Shortlist

If the shortlisting process results in insufficient candidates, consideration should be given to :

  • interviewing the candidate(s) who meet(s) the essential criteria;
  • re-advertising the vacancy with/without revisions to the person specification, possibly in a different medium;
  • revisiting the person specification to determine whether the essential criteria were too demanding and reviewing them if necessary. In this case, all applications must be considered afresh against the new criteria.

Care must be exercised, however, and guidance sought from your HR team to ensure that inadvertent discrimination does not occur. Any such action should be recorded on the shortlisting matrix for further reference.