Recruitment and/or People Change activity

As a starting point, for all Recruitment or People change activity required, we ask that you complete our DTEF Internal Authorisation form .  All submitted requests are automatically forwarded to the relevant Assistant Director for their approval.  Once this is received, we will endeavour to support you with all associated processes as swiftly and succinctly as possible. 

If you are recruiting to a new role, our team can submit the evaluation request on your behalf as part of the supported recruitment process.

For any requests other than recruitment, our team will, on your behalf,  submit the relevant forms to HR and will keep you updated on progress.

Our team will liaise with both Finance and HR to obtain the final and overall approvals so that your recruitment can be progressed.

You may wish to progress the recruitment process yourself via the Self Service option.  Full details of how to do this are provided on the HR Webpages via this link:  https://www.york.ac.uk/admin/hr/browse/recruitment/introduction

Alternatively, our team are happy to coordinate the recruitment for you and keep you updated on progress throughout the process.

If our team are coordinating your recruitment, we will arrange the shortlisting meeting for you, including: booking a room and/or arranging a zoom link where necessary.

Once your job advert closes we will via email your panel and provide all of the information and documents needed for your shortlisting to be completed. Our information pack to the panel will include:

• A shortlisting form, populated with all of the essential criteria for the role and the names of the applicants. This will allow you to document the shortlisting process appropriately.
• A copy of the application forms of all of the applicants.
• A copy of the Job Description.
• An interview form. You will need to fill this in providing details of what format and length you wish the interviews to be.

Upon completion of shortlisting, we ask that you return the completed shortlisting and interview forms to our team via our shared email account of DTEF-recruitment-training@york.ac.uk

For recruitment activity coordinated by our team, we will provide a comprehensive service to guide you through the interview process.

We will coordinate the interview panel, book relevant rooms and/or zoom links.  We also provide the relevant forms that you will need to complete during and after the interviews.

We will ask that your agreed interview questions are provided to us in advance so that we can best provide the interview packs for you.

Please note that your interview panel should match this guidance provided by HR: https://www.york.ac.uk/admin/hr/recruitment/preparation/selection-panels/

Pertinent points to remember are:

• The Chair of the panel must have completed the full Recruitment & Selection training modules.
• Your panel should include a  gender balance.

We further recommend that:

• Ideally the Chair should be two grades above the vacant position.
• A panel member from outside of the recruiting team and where possible, section is included in the panel.

Further detail of our role can be found in Recruitment Procedure AS003 - General (G3 and over)  NB currently being updated Jan 2023

Once the official offer of appointment has been accepted by your candidate, our team will send you an on-boarding e-mail prior to your new starter commencing work.  This will contain a copy of the offer letter along with the User ID, set up details and initial temporary password for them to activate their University account.  Our on-boarding email also provides useful links and guidance on what you will need to do to best welcome your new colleague.  A link to the DTEF standard induction is also included for your use.

Your new starter will be under probation for the first six months (if grade 1-5) or nine months (if grade 6 or over).  Our team will provide you with reminders prior to your new starter reaching three, six and nine (where relevant) months with details of what is required and relevant links to the support staff probation forms.