Important steps in the selection process

The selection process checklist 

Step 1 - Preparation

• The need for the position was considered 
• The possibility of job redesign was examined 
• An up-to-date position description was available 
• The position description adequately supported the selection process 

Step 2 - The Selection Committee

• At least one member was trained in Staff Selection 
• The selection process gave a high priority to achieving a timely resolution 
• All information relevant to the selection process was kept confidential 
• Equal opportunity issues were drawn to the attention of members 
• All members were involved at all stages of the selection process 
• The committee was appropriately constructed in terms of membership 
• Gender balance was achieved 
• The same core questions were asked of each applicant 
• Provision of feedback for unsuccessful applicants was arranged and carried out 
• All information used in the selection process was returned to the convenor 
• The principles of merit based selection were applied at all times 
• A clear process for reaching a decision existed 
• Each applicant was objectively and impartially assessed against the selection criteria 
• The same panel members were retained throughout the selection process

Step 3 - Selection Criteria

The selection criteria:

• proved assessable/verifiable during the selection process 
• were kept to an essential minimum 
• had input from all members of the committee 
• were clearly communicated to applicants 
• were lawful 
• were not altered once the process commenced 
• were assessed in the context of written applications
• were assessed in the context of referee reports 
• were assessed in the context of interview 
• were not used to eliminate an "over qualified" applicant 
• were derived from the position description 
• were not structured to favour an "acting" appointment 

Step 4 - Advertising

The advertisement: 

• did not exceed 75 words 
• contained a contact point for information 
• discouraged unsuitable applicants 
• attracted sufficient quality applicants 
• specified a closing date 
• was supported by additional information handouts 

Step 5 - Shortlisting

• Shortlisting commenced after the closing date for applications
• The process involved all members of the selection committee 
• The shortlist was developed against the selection criteria 
• Concerns or conflicts of interest were dealt with 
• The shortlist included applicants who satisfied all essential Selection criteria 
• Unsuccessful applicants were notified once eliminated from consideration 
• Interviews were granted on merit 

Step 6 - Referees

• Referees were directed to comment against selection criteria 
• Referees provided information that contributed to the selection decision 
• Reports were read by all members of the selection committee 
• Only information from nominated referees as opposed to "unofficial" referees was considered 
• Reports were held in strictest confidence 
• Applicants were advised if contact was to be initiated with referees 

Step 7 - Structuring the Interview 

• All committee members had input in structuring questions 
• Each criterion was sufficiently covered by interview questions 
• Example based questions were asked 
• The interview had a structure 
• A record of interview was kept 
• The role of each committee member during the interview was agreed 
• Interviews were held, as far as possible, on the same or successive days 
• Applicants' convenience and comfort was a consideration 

Step 8 - Conduct of the Interview

• The venue was fit for the purpose
• Committee members had read applicants' details
• Reception of applicants was arranged
• The committee convened 30 minutes before the first interview
• Note-taking practice was determined
• Qualifications were sighted
• Members were introduced and identifiable to applicants
• No interruptions occurred during an interview
• The convenor explained the interview structure to the applicants
• Questions of clarification were used
• Applicants were given time to ask questions

Step 9 - Reaching a Selection Decision

• A decision process was determined in advance of attempting to reach a decision
• First impressions were checked against a number of sources
• Possible "halo" effects were avoided
• Negative information was balanced against positive information
• The selection decision was not influenced by the sequence of interviews
• The selection decision was not a rushed decision
• The selection decision was not subject to pressure from the convenor

Step 10 - In Conclusion

• Applicants were given timely advice of the outcome of their application 
• A committee member was delegated to offer feedback to applicants 
• Committee members contributed input to feedback to be provided 
• Working papers were returned to the convenor 
• A good appointment resulted