Recruitment Policy

• The University of Cambridge is committed to its mission of contributing to society through the pursuit of education, learning and research at the highest international levels of excellence. The University recognises that it is our people who have built our reputation and that we will only maintain our leading position in the academic world by continuing to attract and retain the highest calibre of talented people.
   
• The University is dedicated in its pursuit of a proactive and inclusive approach to equality, which supports and encourages all under-represented groups, promotes an inclusive culture and values diversity. We recognise and promote the importance of maintaining an inclusive and stimulating environment and it is therefore essential that equality forms the foundation of our approach to recruitment and selection.
   
•  All recruitment decisions should be based on merit, ensuring that the best candidate is selected and any decision will be free from unlawful discrimination on the grounds of: age, gender, race, sexual orientation, religion or belief, disability, marriage and civil partnership, pregnancy and maternity or gender reassignment (‘protected characteristics’).
   
• This policy supports the requirements of the University Equal Opportunities Policy, the Equality Act 2010, the University Disability and Employment Policy.

http://www.hr.admin.cam.ac.uk/pay-benefits/grading/gradingAn overview of the process can be found in appendix 8.1. This outlines the key stages of the recruitment process and links back to the specific sections in this document.
 

4.1 Confidentiality and Data Protection

• All staff involved in the recruitment process have a responsibility for data protection and need to understand the confidentiality and data protection guidance and its importance. More information on data protection can be found on the Information Compliance Pages.
   
• Sensitive and personal information from the recruitment and selection process must only be made available only to those who are required to have access and should not be shared with third parties, without a specific requirement to do so and consent from the applicant.
   
• If web recruitment is not being used for recruitment, information from the Equal Opportunities Monitoring Form is not made available to members of the selection committee / appointments panel. (If web recruitment was used to receive applications, the equal opportunities information will automatically be hidden).
   
• The collection, processing, storage and retention of all information should be in line with current data protection laws and the University’s record management guidance.
   

• Advertising is the foundation of fair and effective recruitment and selection and provides the fullest opportunity for all qualified candidates to know about and apply for a vacancy. This principle supports compliance with equality law and public sector equality duties.
   

• Exceptions in equality law, such as positive action, may be appropriate to address under-representation. Further information and guidance on this can be found in the Equality and Diversity pages (including the agreed wording to include on advertisements).  

4.3.1 Advertisement
 

• Advertisements should be clear, truthful, engaging and representative of the University of Cambridge as an employer of choice. Overselling the duties of a vacancy may have a detrimental effect on the outcome of the recruitment process.
   
• Care should be taken when drafting the advertisement to ensure that it is not unlawfully discriminatory and that applicants are not deterred from applying for the position on the grounds of protected characteristics. Further guidance on this can be found in the Recruitment Guidance.
   
• The full salary (up to but not including the contribution points) should be included on the advertisement. Any additional contributions to salary (e.g. Market Pay) should be included.
   
• Vacancies should be advertised externally, except in certain clearly defined circumstances where permission not to advertise or to advertise internally only must be obtained from the relevant HR Business Partnering Team.
   
• The minimum advertising period for vacancies is two weeks (10 working days), unless prior approval is received from Human Resources.
   
• All University vacancies should be published on the Job Opportunities pages.
   
• Established academic and academic-related posts should be advertised in the Reporter.
   
• Costs for advertising will be funded by the department placing the advert. Cost effective online advertising is strongly encouraged.
   
• Applicants should only be requested to complete one form of application, either the CHRIS5 Application Form or the CHRIS6 CV and Supporting Statement. If a CV is submitted with a CHRIS5 Application Form, this should not be considered in the selection process.

4.3.2 Further Information Document

• Use of the Further Information document (HR7) is encouraged to provide applicants with consistent information about the University, the department / institution, the role and how to apply. It will help applicants to make an informed decision about whether or not to apply for the post and as a result, reduce applications from candidates who do not meet the minimum essential criteria.
   
• Any additional screening checks required should be included in the HR7 Further Information document (HR7).

4.3.3 Executive Search

• Occasionally, it may be appropriate to use Executive Search as a method for identifying suitable candidates for a vacant position. Instances in which this method may be used include professorial, senior, specialist and hard to fill roles. Please refer to the Procurement pages for more information.
   
• Retained or contingency recruitment may also be used for appropriate vacancies.
   
• The cost of executive search, retained recruitment or contingency search processes will be covered by the department.

• Before an offer of employment is made, any restrictions on employment of the successful candidate should be considered, specifically in reference to:
   

• Restrictions on the employment of young people.
• Restrictions on the ability to re-employ those in receipt of a pension administered by or on behalf of the University for its staff.
• Restrictions under the Asylum and Immigration Act 2006, which include supplementary employment provisions and working hours for individuals with a Tier 4 visa. Please refer to the University’s Immigration pages.
• Financial implications for the applicant if they return within a certain period following a voluntary severance agreement.
• Clinicians should provide a copy of their current payslip before an offer is issued.
• Where the role involves overseas working, appointments should be made in line with the content of the Global Mobility policy and guidance.

• Offers of employment, whether made orally or in writing, are legally binding and a record should be maintained of how and when the offer was made. Offers must be subject to the terms and conditions detailed in the formal offer letter that will follow and will be conditional, upon what the University considers to be the satisfactory return of the relevant screening checks, as per the University’s Screening Policy.
   
• Clinicians will be paid on the NHS salary scale and will automatically be opted into the USS Pension Scheme, but are able to opt out of the scheme and revert back to the NHS Pension Scheme, if eligible.

4.5.1 Salary Package
     

• Once the successful applicant has been identified, the starting salary needs to be agreed. The approach will vary depending on the appointment that is being made. Guidance on determining a starting salary can be found in the Recruitment Guidance.
   
• Where the successful applicant is an employee of the University, the starting salary should be in line with the current arrangements for Internal Appointments.
   
• In making a decision on starting salaries, consideration must be given to other staff within the team / department / division in a similar position to ensure the principles of equal pay are applied and maintained.
   
• In addition to the salary, other incentives may be available to ensure the best candidate can be secured. If offering recruitment incentives, the principles of equal pay must be applied. Please refer to the Pay and Benefits section of the website.
   
• The University is able to provide financial assistance for specified relocation costs for moves within the UK and from overseas. Allowable expenses, exclusions and exemptions are detailed within the Relocation and Housing pages.

4.5.2 Feedback
 

• A member of the selection panel should offer specific and constructive feedback to unsuccessful applicants after an interview. More information on the format and structure of the feedback can be found in the Recruitment Guidance and the ‘Recruitment Short Guide: Providing Feedback'. 

4.5.3 Screening Checks
    

• The Screening Policy provides an overarching statement of the University’s approach to safeguarding individuals, buildings, property and assets through an appropriate and transparent screening process. The procedures used for enacting the policy are detailed within the Recruitment Guidance.
   
• For the majority of staff, the checks required as part of the appointment process are;

• Checking required qualifications and/or professional qualifications within the specified time frame (e.g. under appointments).
• Checking Right to Work documentation
• Obtaining satisfactory references

• Those working in sensitive areas, involved in certain types of activity (e.g. regulated activities) or with access to sensitive information, will require more in-depth screening. It should be confirmed in writing that the any offer made is conditional upon satisfactory completion of the required screening.
   
• The recruiting manager is responsible for reviewing the eligibility requirements for higher level screening checks (as outlined in Appendix B of the Screening Policy) and identify any additional screening required to manage mitigate risk for the University.
   
• For Clinical appointments, the successful applicant must have an Honorary Contract (at the appropriate level), GMC Registration and License to Practice and Medical Indemnity Certification for the duration of the contract.

4.5.4 Right to Work in the UK
 

• Checks on right to work must be carried out for every person the University intends to employ in the UK (regardless of their race, ethnicity or nationality) before they begin any work. This meets the employer’s requirement under the Immigration, Asylum and Nationality Act 2006.
   
• Candidates invited to interview should be encouraged to bring original documents to their interview proving their right to work in the UK.
   
• Where a candidate is unable to provide evidence of their right to work at this stage, any subsequent offer of employment will be conditional upon them providing evidence of right to work. Employment will not commence before evidence has been produced.

4.5.5 References
 

• Written references should be sought as part of the recruitment process. The number of references required and when they are requested will be dependent on the role. Referencing also applies to applicants who are currently employed by the University.  
   
• It should be noted that, under the Equality Act 2010, the University is unable to enquire about a candidate’s sickness absence record until an offer of employment has been made to them and permission has been provided by the applicant (unless the questions are necessary as outlined in Section 60 (6) of the Equality Act 2010.
   
• References can only be sought with express permission of the candidate.
   
• At least one reference for assistant and academic-related appointments should be from the present or most recent employer, ideally from the candidate’s line manager.

 
4.5.6 Qualifications / Professional Qualifications

• Candidates are required to produce original documentation of any qualifications, professional qualifications or memberships which are required for the role. Misrepresentations of qualifications could exclude a candidate from further consideration and may lead to withdrawal of an offer of employment.
   
• Nurses within Clinical Medicine must provide evidence of Nursing Medical Council (NMC) registration.
   
• Clinicians and Veterinary Nurses within Veterinary Medicine must provide evidence of membership to the Royal College of Veterinary Surgeons. 

4.5.7 Review of Screening Checks

• Checks which are not deemed to be satisfactory will be reviewed by Human Resources, before being referred to the Assistant Director / Director of HR for objective assessment and a decision. Possible outcomes include amended duties, redeployment, withdrawal of an offer of employment or, where the individual has started work before the relevant pre-employment check has been completed, dismissal.

• Recruitment documentation should be held for a maximum of 12 months for unsuccessful candidates, before being destroyed confidentially. More information on data retention can be found on the Information Compliance pages.

• Right to Work documentation for unsuccessful interviewees should be disposed of immediately.

• Different members of staff will be responsible for the necessary actions during a recruitment campaign. Ultimate responsibility for recruitment will be with the Head of Institution, however, given the devolved nature of the recruitment process, responsibility may be delegated as appropriate (to a recruiting manager for instance). If a task is delegated to another person within the process, overall responsibility will still be retained by the Head of Institution and/or recruiting manager.
   
• The extent to which different staff are involved and their duties in the recruitment process will depend on the Department / Institution concerned, the seniority of their role and that of the vacant position. 

5.1 Department / Institution Responsibilities

• Ensure the relevant supporting documentation for the position is accurate and that permission to fill has been granted in order to advertise the position.
   

• Oversee the planning, completion and retention of all related recruitment administration, including shortlisting, appointment and payroll documentation.
   

• Set the required access and permission levels on relevant HR / Recruitment systems for appropriate tasks, such as downloading applications.
   

• Manage and oversee all candidate correspondence, seeking advice for potentially sensitive cases.
   

• Ensure that all candidates are assessed in a fair, transparent and consistent manner and make appropriate selection decisions ensuring adherence to the Equality Act 2010.
   

• Ensure that equal opportunities information is not made available to selection committee / appointments panel.
   

• Ensure that the relevant checks are carried out for the appointment, especially right to work checks.
   

• Ensure an induction programme is designed and delivered in line with the framework set out within the Recruitment Policy. This will include managing all local arrangements for the new employee, including IT, phone and building access, immediate training / induction requirements and local orientation.

5.2 HR Schools Team / Resourcing Team Responsibilities

• HR School teams, in conjunction with the Resourcing Team, will provide advice to the recruiting team as required. Advice may also be given directly to the applicant as appropriate, for example concerning sensitive / confidential matters.
   

• Review requests for approval on variations to standard recruitment procedures, such as internal advert requests, starting salary cases and pre-employment checks.
   

• Ensure that systems are available to support the delivery of core recruitment processes. In line with HR system development priorities, consider new features to meet business needs.
   

• Keep up to date with relevant legislation, providing updates to recruiting managers and their staff on changes to legislation, policies, guidance and procedures as required.
   

• The Resourcing Team, in conjunction with key stakeholders, will identify and deliver new tools and support mechanisms which enable effective recruitment.

• This policy was written (and is maintained) by the Resourcing Team within Human Resources.

• Any queries specifically relating to the document should be referred to the Resourcing Adviser in the first instance.
   

7.1  Status

• An equality assurance assessment has been completed and approved.