Guidance for interview panel members

Contents

  1. Log into HR Self-Service
  2. Complete your new starter details
  3. Adjust your HR Self-Service display
  4. View and update your details
  5. View, download and print payslips and P60s
  6. View and apply for vacancies
  7. Guidance for interview panel members
  8. Log out securely

7. Guidance for interview panel members

The guidance below is for individuals assigned as interview panel members, with online shortlisting access in HR Self-Service.

Note: This feature is currently limited to staff in participating departments as part of a small-scale pilot.

 

 

  1. From your Employee Dashboard, navigate to Vacancies on the left-hand side: 

 

  1. Within Interviews, click View next to 'Interview Panel':

 

  1. A list of the shared vacancies will be displayed: 

  1. To view vacancy details, from the Interview Panel screen, click the ellipsis (), next to the vacancy and select 'Vacancy Details':

 

  1. The 'Job Description' screen showing the advert text as displayed on the University jobs pages will open:

 

  1. Click Documents to view a list of documents that HR have shared with you, including the job description and a blank shortlisting grid:

 

  1. To view a document, click the ellipsis () next to the document, and select 'Download':

Note: When opening a document, it will be downloaded according to your browser’s settings. Please check the download location and promptly delete files, as appropriate.

 

  1. To access applicant details shared with you, from the Interview Panel screen, click the ellipsis () next to the vacancy, and select 'View Applicants':

 

  1. A list of shared applicants will display. On this screen, you can view the applicant's name, number and status. For internal applicants, their generic job title is also displayed:

 

  1. To view the application form, click the ellipsis () next to the applicant, and select 'Application Details':

 

  1. The application form screen opens. In the 'Attach Documents' section at the bottom, you can view additional documents added by the applicant, such as their CV and supporting statement. To view, either click on the document under the 'Filename' or use the magnifying glass icon () on the right:

 

Note: When opening a document, it will be downloaded according to your browser’s settings. Please check the download location and promptly delete files, as appropriate.

 

 

After shortlisting or interviewing the applicants, a nominated panel member (normally the Chair) can update the applicant status according to the outcome.

  1. To update an applicant status, from the Interview Panel screen, click the ellipsis () next to the vacancy, and select 'View Applicants to open the Applicant Overview screen.
  2. Click the ellipsis () next to the applicant, and select 'Edit Status':

 

  1. 'Edit Status' screen opens:

 

  1. To update the status, select the correct status* from the Status dropdown list (refer to guidance below):

 

  1. Add comments, if applicable
  2. Click 'OK'
  3. Repeat these steps for all applicants, as required.

The applicant statuses you select will depend on the process you're following (ie either shortlisting or interviews), as follows:

Shortlisting

When details are shared with panels for shortlisting, applicants' statuses are set to 'Sent to Shortlisting'. Once the panel has completed the shortlisting process, record one of the following applicant statuses:

Applicant Status

Scenario

Shortlisted

Use when an applicant has been shortlisted for interview.

HR to reject after shortlisting

Use when an applicant has not been shortlisted for interview. This will instruct the HR team to update the applicant status accordingly (ie rejected after shortlisting).

 

Interviews

At the interview stage, applicants' statuses will be recorded as 'Invited to Interview 1' or 'Invited to Interview 2', as relevant. Once the panel has completed interviewing, please update the statuses, as follows:

Applicant Status

Scenario

Preferred candidate

Use to record the panel’s preferred candidate to be offered the job.

Standby

Use for any applicants which the panel believes would also be suitable to be offered the role, should the preferred candidate decline the job offer.

HR to reject after interview

Use when the applicant has been unsuccessful after interview. This will instruct the HR team to update the applicant status accordingly (ie rejected after interview).

 

Please update your account manager once shortlisting and interviews are complete, as no automatic emails will be sent.