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Durham University

Human Resources & Organisational Development

Recruitment & Selection Regulation

1. Introduction

1.1 This Regulation should be read in conjunction with the revised Statute 33 and Statute 34 and any amendments approved by Council from time to time.

1.2 Where the term 'recruiting officer' is used, this refers to the recruiting member of staff or the member of staff's immediate supervisor/manager.

1.3 The accountable officer will be the Faculty/Division Head. The Faculty/Division Head will authorise the post.

1.4 Any reference to the Vice-Chancellor, Faculty/Division Head, Head of Department, Head of College or Director of Human Resources also includes any person authorised to act on their behalf.

2. Principles

2.1 This Regulation provides a clear and transparent framework to ensure all candidates are treated consistently and issues are dealt with fairly, reasonably and in accordance with employment law.

2.2 Staff involved in the recruitment and selection process will also refer to the HR Recruitment Services team and Guide to Recruitment for related policies and procedures.

2.3 All staff involved in the appointment decision must be trained by attending the University's Recruitment & Selection training course. By exception, a member of staff (other than the accountable officer) who is involved in the assessment process and is not able to attend the course in time for the selection process, may take part, subject to the accountable officer taking responsibility for ensuring they are briefed and competent to play an active and effective role.

3. Purpose and Scope

3.1 This Recruitment and Selection Regulation is an aid to managing the recruitment of staff; ensuring compliance with legislation and sustaining the University's reputation for excellence.

3.2 Recruitment and selection activities will:

a) be fair and consistent;

b) be compliant with current legislation;

c) aim to attract the best candidates;

d) ensure rigorous selection processes appropriate to the nature of the role.

3.3 This Regulation applies to all staff with the authority (or delegated authority) to recruit.

3.4 This Regulation applies to the recruitment of Canon Professors except that the selection and appointment process of such staff is determined in accordance with Statute 34.

4. Responsibility for Recruitment and Selection

4.1 The Division Head, in conjunction with the Director of Human Resources, has overall responsibility for Recruitment and Selection.

4.2 The recruiting officer shall have day-to-day responsibility for the selection and implementation of appropriate recruitment and selection processes.

4.3 The accountable officer will be responsible for leading the agreed selection and assessment processes and the decision of appointment, in accordance with Statute 33, section 3(ii).

5. Search

5.1 Where appropriate, search activities will be used to identify potential candidates and encourage a diverse range of applications. For guidance on search refer to the University's guidelines on Search and Selection.

5.2 The use of search consultants must be authorised by the Director of Human Resources.

6. Advertising

6.1 All posts will normally be open to advertisement and will be subject to fair, open competition. The nature and extent of the advertising will depend on the role. As sub-budget officer, the HR Director will determine the appropriate level of advertising in each case.

7. Selection

7.1 Assessment processes for selection will ensure the best applicant in the field who meets the requirements of the vacancy is appointed.

7.2 Assessment and selection will involve a variety of effective methods appropriate to the job, to test skills and abilities and assess the criteria defined in the person specification. The Recruiting Officer should contact the Recruitment Manager for advice on the best assessment method(s) to use. The methods selected should also provide opportunities to promote the Durham Experience to candidates.

7.3 Formal and informal assessment and selection activities may include:

a) Informal visits or tours may be used in conjunction with assessment activities to familiarise candidates with the University but do not form part of any formal assessment process.

b) Formal assessment shall normally include, a formal interview, or series of interviews and may also include one of more additional assessment methods, e.g.:

  • Written work;
  • Presentation, seminar, tutorial or lecture;
  • Leading a staff briefing session;
  • Assessment centres;
  • Role specific tests;
  • Group discussions.

8. Staff involved in Selection

8.1 The selection and assessment process will be led by the accountable officer.

8.2 The accountable officer will ensure wherever possible that there is a balance in experience, skills, roles and a diversity of representation, e.g. gender, among those involved in the assessment process.

8.3 Those involved in the assessment process will not include anyone with a conflict of interest. If a conflict of interest arises before or during the assessment process the conflicted individual(s) should cease to be involved.

  • 8.3.1 Those involved will be asked, when invited to join the process, to declare any actual or potential conflict of interest and this will be recorded.

8.4 For Grade 10 and Reader positions, the Vice-Chancellor will be the accountable officer and may chair or delegate chairmanship of the assessment process as appropriate to Faculty/Division Heads.

  • 8.4.1 Those involved in the assessment process will include an external representative proposed by the Faculty/Division Head. The external representative must be impartial and disinterested, with relevant expertise.
  • 8.4.2 The Faculty/Division Head and the Director of Human Resources will propose the other members of the assessment process to ensure a balance in experience, skills, roles and a diversity of representation, e.g. gender.
  • 8.4.3 All members of the assessment process will be approved by the accountable officer.
  • 8.4.4 The appointment of Grade 10 and Reader positions will be reported to Senate and Council.

8.5 For Grades 1-9 positions, the accountable officer will normally be the Faculty/Division Head who may chair or delegate chairmanship of the assessment process as appropriate to a Head of Department/Head of Professional Support Service. Those involved in the assessment process for academic and senior PSS posts will normally include a member of staff from a cognate academic department or an appropriate professional support service.

9. Appointment

9.1 All appointments will be subject to appropriate pre-employment checks.

10. Confidentiality and GDPR

10.1 All information gathered in the recruitment and selection process, including CVs, application forms, letters, notes, references and other communications, is confidential to those involved in the Recruitment and Selection process and must not be disclosed to any third parties.

10.2 It is important to maintain the confidentiality of candidates in line with best practice and GDPR legislation. Therefore candidates' full CVs and application forms will be made available only to those involved in the appointment decision. Brief career summaries may be made available by HR to those involved in the assessment process.

10.3 Information gathered in accordance with paragraph 10.1 will be given to HR at the end of the process and stored for a period of 12 months.

11. Equal Opportunity

11.1 All parties involved in the operation of this regulation will ensure that the application of this Regulation is in line with the University's Diversity and Equality Policy.

11.2 Application of this Regulation will be monitored annually to ensure equal opportunities for all candidates.