Hiring Manager's Quick Guide to Recruitment

The below offers an outline of the end-to-end recruitment journey within the University of Glasgow. 

Any stages where action is required from the hiring manager to move the vacancy to the next step of the recruitment process are highlighted in red (steps 5 and 6).

Guidance on the action that is required is on the purple tile under this stage

Pre Approval Stage

About Local Recruitment Coordinators (LRCs)

The Local Recruitment Coordinator (LRC) will be the first point of contact for all your recruitment needs. They are locally placed, reporting into the Central Recruitment Team. Your LRC is responsible for coordinating the planning of all new vacancies.

Contact your appropriate LRC via the email addresses noted below to schedule a recruitment consultation:

 

To assist with planning your recruitment, please review our SLA Document for Recruitment for an overview of timescales associated with the recruitment process.

Recruitment Consultation

During your recruitment consultation, your LRC will discuss with you: 

Essential information

  • Grade and Market Supplement (if applicable)
  • Job Description
  • Work Pattern and any allowances (if applicable)
  • Duration 
  • Work group/direct line management 
  • Finance (cost centre, project code)
  • Pre recruitment approval (if applicable)

Particulars 

  • Advertising/networking 
  • Partnership working with the recruitment team to attract the best talent 
  • Interview date and panel composition  
  • Equality and Diversity considerations
  • Agency working - third party agency support. Please note that an agency shouldn't be engaged for support with your recruitment process without consultation with the Recruitment team.

 

For any Research funded posts, please approach your Research office first to discuss the role prior to liaising with your LRC

 

Staff Request Raised

Within 2 days of your recruitment consultation, the LRC/Administrator will raise a Staff Request in the HR system based on the information you discussed during your consultation call. 

Staff Request Approved

Once a Staff Request has been raised it goes through the necessary approvals. This is usually a two stage process:

  1. Workforce approval (Approval by Head of Department/School)

  2. Financial approval (Approval by Finance Department)

The Staff Request approval process may take around 7 days - please note, this is dependent on the availability of appropriate approvers and is independent of any local approval processes that may be required prior to the Staff Request being raised.

A flow diagram which demonstrates that once a staff request has been submitted in the XD HR System, the approvals required to recruit are workforce approval, job description grading (if necessary), and financial approval.

Job Description Grading

It is recommended that a generic job description is used as part of your recruitment. You can find a library of generic job descriptions at the following link : 

Generic Job Descriptions

If you're unable to find a suitable match in the generic job description library and you'd like to create a new job description, an additional third approval step will be required. This process is called Job Grading. Your new job description will be reviewed by a HR Adviser. Your LRC will arrange for the job description to be reviewed. 

Approved

Once the post has been approved for recruitment the vacancy will be created and passed to a Resourcing Assistant (RA) in the Central Recruitment team. 

The RA is responsible for the end to end candidate experience, from attraction to offer. 

Throughout the entire recruitment process the hiring manager and panel will be able to see where the vacancy is on the system via your Manager Dashboard. The next step outlines how you can view your vacancy and monitor applications from your Manager Dashboard.

 

Active Recruitment Stage

Candidate Attraction

  • Once your vacancy has been approved and passed to the Central Recruitment team, it will be published on agreed platforms per your recruitment consultation. 
  • The RA will share the advert link(s) with the hiring manager for onward circulation with external and internal networks

Monitoring Applications

  • As a manager, you can monitor applications as your vacancy is progressing
  • To view your vacancy:

    • Select the Manager Vacancies tab from the left sidebar of your Manager Dashboard 

       Screenshot from the XD HR System directing users to click on the Manger Vacancies tab from the left sidebar of their Manager Dashboard

    • Select 'View' next to Interview Panel. You will be able to view all open vacancies where you are a member of the interview panel

Screenshot from the XD HR System directing users to click 'View' next to Interview Panel on their Manager Dashboard

  • To view applications and access documents, such as shortlisting or interview paperwork, click the three dots at the end of the row and select 'View Applicants' or 'Vacancy Details'. 

Screenshot from the XD HR System directing users to click on the three dots next to the vacancy and select View Applicants or Vacancy details on their Manager Dashboard

Shortlisting Documentation

Please note that an Interview Panel is required before Shortlisting Documentation can be released. 

Please contact your LRC if you need to update your interview panel. Guidance on the composition of interview panels can be found at the below link:

 Appointing Committee Guidance Notes

The Shortlisting Documents are: 

  • Shortlisting Assessment form
    • This is a formal record of your shortlisting decision making
  • Interview Request form 
    • The interview details - including the date, time and interview format should be noted on this. Prior to completing the form, you should consider the structure of your interviews – consider any additional requirements e.g. presentations, written or technical tasks, or assessments
    • This form will help the RA to issue interview invitations and should be fully completed once shortlisting has been finalised. Please note if any information is missing the RA may be unable to issue interview invitations, so please ensure that all relevant information has been populated
    • Please give 10 working days notice between the interview request form being uploaded and the first interview date - this allows sufficient notice for the candidate to prepare for interview, and the RA to send invitations and follow up candidates if necessary.
  • Merged Applications - this document contains all applicant documents for any candidates who have applied for the vacancy
  • Job Description

You'll receive an email notification to advise when the Shortlisting documents are available. View the Monitoring Applications tile above for guidance on how to view the Shortlisting documents.

 Please note, to download any PDF documents, select the printer icon (example from Google Chrome highlighted below) from the top right of the PDF web viewer, then choose 'Save as PDF' under the Destination dropdown (for Chrome) or under the Printer dropdown (for Edge) and click 'Save'

 Screenshot highlighting the print icon on the PDF webviewer, which should be selected when downloading PDF documents from the Core HR System

 

Please note, any data that you download related to the recruitment process should be confidentially destroyed per the timescales outlined in our Retention Schedule, which you can view at the following link: RS - Hiring Managers - Retention Schedule

 

 

Shortlisting Tips

The University of Glasgow shortlist form is a formal record. 

  • Decisions must be fair, consistent, objective, non-discriminatory and properly recorded (individuals can potentially appeal against a decision)
  • Use applications to measure each candidate against the essential criteria
    • Be consistent with your judgement 
    • Recognise not everything can be assessed only by the CV/application form
  • All candidates called to interview (or further assessment) must meet all essential criteria - if the short list is still too long after assessing the essential criteria, use the desirable criteria to inform your short list

To complete the Shortlist form: 

  • Add an 'N' against the criterion if the candidate doesn't evidence the criterion in their application.
  • Add an 'Y' against the criterion if the candidate does evidence the criterion in their application. 
  • If you are unsure of a candidate meets the criterion (e.g. if they have referenced a criterion but haven't provided a specific example) you can add a '?' and explore the criterion in further detail at interview 

Please click below to view an example of a completed Shortlisting form. 

Shortlisting Form - Example

At Risk Candidates

Any candidates who are 'At Risk' per the Redeployment Policy should be considered as a priority before reviewing other candidates. The Resourcing Assistant (RA) who is managing your vacancy will be in touch to advise if any candidates meet this criteria.

Disablity Confident Scheme

Any candidate who identifies as having a disability, should be invited to interview if they meet ALL essential criteria. These candidates will be highlighted on the Shortlisting Form (please see above for an example of this). Please refer to the Disability Confident and the guaranteed interview scheme section in the Equality and Diversity Policy for further information

Uploading Paperwork

Once Shortlisting has been fully completed, you should upload the completed Shortlisting Form and Interview Request form under the Documents section of the vacancy. To do this: 

Select the Manager Vacancies tab from the left sidebar of your Manager Dashboard 

Screenshot from the XD HR System directing users to click on the Manger Vacancies tab from the left sidebar of their Manager Dashboard

Select 'View' next to Interview Panel. You will be able to view all open vacancies where you are a member of the interview panel.

Screenshot from the XD HR System directing users to click 'View' next to Interview Panel on their Manager Dashboard

Click the three dots at the end of the row and select 'Vacancy Details'. 

Screenshot from the XD HR System directing users to click on the three dots next to the vacancy and select View Applicants or Vacancy details on their Manager Dashboard

 Next, select the Documents tab, then the blue 'Upload Document' button at the top right of the screen. A pop up window will load where you can navigate to access the completed shortlisting paperwork on your device.

Screenshot from the XD HR System directing users to click on the Upload Document button from the top right of their screen

You should now update the vacancy status. This is done from the Interview Panel screen - you can navigate back to here by clicking the Recruitment Actions link from the breadcrumb trail highlighted above

 Screenshot from the XD HR System directing users to click on the Recruitment Actions link within the breadcrumb trail at the top of the screen

Click the three dots at the end of the row and select 'Edit Vacancy Status'. A pop up box will appear. Select 'Line Manager - Docs Uploaded' as the New Status and click 'Ok'.

 Screenshot from the XD HR System directing users to select 'Line Manager - Docs Uploaded' in the New Status dropdown box and click 'OK'

You can watch the below video to view a demonstration of the uploading paperwork process: 

Uploading documents

Interview Documentation

  • The Resourcing Assistant (RA) will setup the Zoom link (if interviews are being held remotely) and upload interview paperwork  such as the interview agenda and assessment forms a couple of days before the interview date. 

The Interview paperwork is:

  • Interview Assessment Form
    • This form will mirror the assessment criteria
    • Committee members make separate ratings against essential and desirable criteria
    • Each candidate rated immediately after their interview
    • Consensus on matters relevant on ability to do the job
    • Outcomes should be fully transparent, allows helpful feedback to candidates
    • One form for each candidate should be returned to recruitment

A -highly appointable

B - suitable for appointment

C - not suitable for appointment

  • Interview Recommendation Form
    • This form is used to inform the RA of your preferred candidate and candidates to issue interview regrets to. 

Please note, to download any PDF documents, select the printer icon (example from Google Chrome highlighted below) from the top right of the PDF web viewer, then choose 'Save as PDF' under the Destination dropdown (for Chrome) or under the Printer dropdown (for Edge) and click 'Save'

 Screenshot highlighting the print icon on the PDF webviewer, which should be selected when downloading PDF documents from the Core HR System

 

Please note, any data that you download related to the recruitment process should be confidentially destroyed per the timescales outlined in our Retention Schedule, which you can view at the following link: RS - Hiring Managers - Retention Schedule

Interview Tips - Creating a Positive Candidate Experience

  • Sell the Opportunity – We work in a highly competitive market, candidates are assessing us as much as we are assessing them
  • Confidentiality – Candidates’ details may only be shared / discussed with panel members and that includes before/during/ after the process
  • Focus - Give candidates your full attention during the interview (e.g. no emails, mobile phones)

Uploading Paperwork

Once interviews have been completed, you should upload the fully completed Interview Documentation (Interview Recommendation and Interview Assessment Form) under the Documents section of the vacancy. To do this: 

Select the Manager Vacancies tab from the left sidebar of your Manager Dashboard 

Screenshot from the XD HR System directing users to click on the Manger Vacancies tab from the left sidebar of their Manager Dashboard

Select 'View' next to Interview Panel. You will be able to view all open vacancies where you are a member of the interview panel.

Screenshot from the XD HR System directing users to click 'View' next to Interview Panel on their Manager Dashboard

Click the three dots at the end of the row and select 'Vacancy Details'. 

Screenshot from the XD HR System directing users to click on the three dots next to the vacancy and select View Applicants or Vacancy details on their Manager Dashboard

 Next, select the Documents tab, then the blue 'Upload Document' button at the top right of the screen. A pop up window will load where you can navigate to access the completed shortlisting paperwork on your device.

Screenshot from the XD HR System directing users to click on the Upload Document button from the top right of their screen

You should now update the vacancy status. This is done from the Interview Panel screen - you can navigate back to here by clicking the Recruitment Actions link from the breadcrumb trail highlighted above

 Screenshot from the XD HR System directing users to click on the Recruitment Actions link within the breadcrumb trail at the top of the screen

Click the three dots at the end of the row and select 'Edit Vacancy Status'. A pop up box will appear. Select 'Line Manager - Docs Uploaded' as the New Status and click 'Ok'.

 Screenshot from the XD HR System directing users to select 'Line Manager - Docs Uploaded' in the New Status dropdown box and click 'OK'

You can watch the below video to view a demonstration of the uploading paperwork process: 

https://vimeo.com/794861895

 

Offer Stage

Making an Offer

The convenor is responsible for ensuring the Interview Recommendation Form is complete. 

A member of the appointing committee should upload the documents into the system. 

Recruitment will:

  • Make offer to the candidate and discuss visa requirements if applicable.
  • Liaise with the hiring manager, HR and the Research Office regarding any negotiation e.g. start date, salary, benefits

Offer details must not be made by School/RI/Service, and not at/after interview

Recruitment will make the offer within two working days after receiving FULLY completed documentation (Interview Recommendation Form and Assessment Form). Please note if the paperwork is incomplete, the recruitment team may request that paperwork is amended which could lead to a delay in the offer being made. 

Please note that the minimum period of time between offer and a candidate start date is 10 working days.

 

Onboarding

Once the candidate accepts their offer, the Recruitment team will pass the offer details over to Onboarding to enable a formal contract of employment to be issued.

The Onboarding team are responsible for:

  • Ensuring the candidate joins the University seamlessly and in accordance with all compliance
  • Production and issue of all offer letters and contracts of employment
  • Managing all new UKVI processes
  • Additional requirements e.g. PVG, relocation expenses.

 

Once the candidate has been logged on to the XD HR system, the Onboarding team will notify the hiring manager of their new starter's staff number. Please note that it is the responsbility of the hiring manager to arrange access to shared drives/mailboxes, and order any kit that may be required.

UKVI (Home Office) Compliance

  • Candidates are unable to commence employment with the University until Right to Work in the UK checks have been completed by the Onboarding team. 
  • For Visa sponsorship, please be advised that this process can take a number of months, so please consider this when planning the vacancy with your LRC and suggesting a start date. 
  • Please visit the Visas & Immigration page for further information

References

  • Candidates are unable to commence employment with the University until 2 References have been received - at least one of whom should be the candidate's current employer (where applicable). 
  • References are confidential to members of the Appointing Committee and should not be passed to anyone else, including the candidate. 
  • References should be used to inform the decision, not to determine the outcome. Under GDPR, the content of a reference and its use in the selection could be scrutinised by the applicant.
  • All References will be obtained by the Recruitment team

Induction

It is the Hiring Manager's responsibility to manage their new staff member's induction process

  • An effective Induction process is one of the key ways to increase employee retention (CIPD 2021)
  • It ensures new members of staff are welcomed to the organisation and team in a positive and supportive manner
  • It helps employees become more engaged with the organisation and to feel a sense of belonging within a short period of time
  • It reduces the likelihood of employees leaving within the first 6 months, therefore reducing the possibility of additional costs and resources in recruiting a replacement. 

You can find out more about the Induction process, including resources for new starters and hiring managers, on the Induction page.