We fully appreciate the level of personal investment made by each candidate who applies to work at the University and to those candidates invited to participate in interviews and selection tests. It is important that applicants to the University feel respected and their efforts recognised, therefore recruiting departments should communicate with them in a thoughtful and timely manner throughout the recruitment and selection process.

Communicating with all candidates by email is simple via the e-Recruitment system. However, at any point in the process recruiting department may opt to correspond in writing with applicants if they prefer. If so, consider uploading copies of the documents into e-Recruitment, in order that you have a full record of all action on-line.

Recruiting departments are required to provide the following level of feedback to candidates as a minimum:

About the Job

The template suggests that the recruiting department will respond to applicants within two weeks of the closing date, in order to provide applicants with some idea of the timetable for recruitment action. If you are aware that you will not be able to meet this deadline at the outset, amend it to a realistic one before you advertise the post. If you advertise the two week option and do not manage to shortlist in time, email a holding email to all applicants as a matter of courtesy to apologise for the delay and inform them of when an outcome is expected.

Shortlisting stage

Respond to all applicants via e-mail through the e-Recruitment system to advise them whether or not they have been successful in being selected to progress through to the next stage of the selection process. Templates with suggested text are available within e-Recruitment. You may customise the content to respond to your applicants on a more personal basis. You may opt to stage this process, eg securing attendance of your shortlisted candidates before rejecting other applicants.

Interview/Selection Tests stage

At the end of each interview you should inform the candidate as to when and how you will inform her/him of the outcome of the selection process. Inform all candidates of the same date and make sure that you have the correct contact details for that date.

It is not necessary to make a decision on the day of the selection action. It is preferable to build in sufficient time to review and base your decision on the outcome of all tests involved, including references which may not have yet been received. Once you have informed the candidates of a date, stick to it. If a decision has not been made, inform them that a decision is still outstanding and that you will contact them again soon with a final outcome.

Rejecting candidates

Depending upon the field of applicants you may opt to delay rejecting certain candidates from your initial field until you have (a) secured attendance at interview/selection tests from your preferred candidates and (b) from your shortlisted candidates, until you have received an acceptance from your recommended appointee. In such circumstances, maintain a professional approach at all times. Do not delay informing candidates that they have been unsuccessful for longer than necessary and ensure that you do contact them in line with any offered deadlines to explain that a decision is still outstanding, but expected soon.

For further guidance contact your customary HR contact