The selection process
Composition and operation of selection committees
The selection committee should be gender balanced and at a minimum have one woman panel member. During the selection process senior staff should not dominate more junior staff inappropriately. The Chair also should not assume excessive authority. The aim of the panel should be to reach a consensus. This means acknowledging the views of each panel member and maintaining respectfully discussion of differences. Closely looking at differences is a way of reaching the best and clearest decisions. At least two panel members must have undergone the Equality and Diversity Awareness programs training.
The cost and time of following through the selection procedures
Employment processes can be long and costly giving rise to the temptation to take shortcuts. However a rushed employment process can be more time consuming and costly in the long run. The aim is to get the best applicant for the job in open competition. There should be no short cuts in the selection process, particularly at the short listing stage. All members of the panel should have the opportunity to see all applications and have an opportunity to have input into the short list of applicants.
Confusion about what questions may be asked at interview
Inappropriate questions should not be asked of applicants. Possible pitfalls are questions related to gender, age and disability. For example, it is not acceptable to ask a persons age, their marital or parental status, or if they have a disability. If a disability has been declared however it is acceptable to ask how this might impact on the inherent requirements of the job and discuss ways this could be addressed. Staff at the Equality and Diversity Centre are happy to talk with staff about these issues and assist in devising appropriate questions.
Within the interview process every attempt should be made to ensure applicants are treated equally. This means asking the same questions of each applicant.
Conflicts of interest
If a panel member is closely related or in an intimate personal relationship there is a potential conflict of interest which should be declared and a replacement found. When an applicant is known personally to members of the selection panel, or is part of their social or professional network there may be a conflict of interest or the perception that one exists. In this case it is extremely important to be vigilant in following the set procedures.
The selection committee should not receive additional information (e.g. anecdotal material) about an applicant outside the recruitment process. Such information could be based on hearsay or may be influenced by the personal bias of the member who presents the information. Discussions between panel members should be based only on information presented in applications, at interview or from referees. If the panel needs information additional to what has been provided, it can be sought openly with the candidate's permission - provided other candidates are treated equally.
Confidentiality should be maintained throughout the employment process. The names of applicants and details of their applications and interviews should not be discussed outside the panel. Administrative staff should also be aware of the need for confidentiality.
Use of personal characteristics as selection criteria
Problems may arise as a result of requiring that an applicant be 'assertive', 'dynamic', 'enthusiastic' rather than clearly identifying what skills the job requires.