Appointing - Human Resources - Newcastle University

10. Appointing

Management Guidance for Start Dates for New Employees and Internal Transfers (PDF, 285KB)

Feedback to unsuccessful candidates

The status of unsuccessful interviewed applicants should be amended on e-recruitment to Regret after Shortlisting.

The interview panel should:

  • notify unsuccessful applicants promptly. Verbal feedback
  • The panel will identify who will provide feedback
  • broadly agree on the key messages to be included in any feedback
  • remember that positive feedback projects a caring image of the University and will always be appreciated
  • remember that the Concordat requires constructive feedback to be given to researchers
  • ensure that any statements made are fully defensible, as they could be interpreted as grounds for action.

The successful candidate

The successful candidate should be the one who best meets the essential and desirable criteria of the person specification. If none of the candidates meets your requirements, it is better to cut your losses and start again than make an appointment.

The appointment offer

When you have decided on a candidate, you may contact the successful candidate to inform them that you will be recommending their appointment to Human Resources, who have the sole authority to offer appointments. Make sure that he or she is aware that the offer is subject to:

  • evidence of eligibility to work in the UK or a successful certificate of sponsorship and leave to remain application
  • receipt of satisfactory references (if outstanding)
  • take a copy of the qualifications required on the person specification (where not already verified)
  • Disclosure and Barring Service Checks (for posts where the candidate will have substantial unsupervised access to children or vulnerable groups)
  • pre-placement medical screening checks (where applicable)
  • approval by the Dean of Research to appoint a researcher above the bar on the grade F scale (for candidates without a PhD)
  • approval by the sponsor (where necessary)
  • agreement to sign a confidentiality agreement (where necessary)
  • a probationary period (for new appointments to the University, or promotions to significantly different positions only)
  • and a written offer of employment from the Human Resources Section.

Requesting an appointment

The status of the successful applicant should be amended on e-recruitment to Offer.

The online Request to Appoint should then be completed and submitted. The shortlisting matrix, interview questions, notes taken by all panel members, references, validated evidence of eligibility to work in the UK, copies of qualifications and any other relevant information as identified on the form must be uploaded to e-recruitment.

Where you wish to appoint an internal candidate you should speak to their line manager to negotiate a mutually agreeable start date.

Where you wish to employ a migrant worker the checklist for sponsorship form should be completed and forwarded to your HR Team at the time when the Request to Appoint is submitted or as soon as possible thereafter.


Request to Appoint (Teaching Staff) (Word, 24KB)

The following Request to Appoint Forms must only be used for information gathering purposes for upload to e-recruitment

Request to Appoint (Word, 28KB)

Electronic Request to Appoint Form

Request to Appoint (Academic & Research) (Word, 38KB) HESA Codes for HE Teaching Qualifications (PDF, 81KB)

Request to Appoint (Operational/Maintenance) (Word, 28KB)

If a Research Passport is required please refer to


Remember to prepare a comprehensive induction plan for your new member of staff.