Recruitment and Selection

Recruitment and Selection From 6 March 2012 a new online recruitment system was introduced at the University which has meant reviewing all of the Recruitment and Selection procedures. The system is Lumesse. The attached is a DRAFT procedure broken down in to the 15 steps of the Recruitment and Selection process. The document is structured in 3 parts: 1. A very brief overview of the process in the form of a flow chart 2. A summary of the process giving the key points 3. A detailed process giving related processes and operations and is a step by step user guide. Please let me know if any steps are not clear or incorrect and I will be updating this and finalising in September. 1

Contents Page Page Process step Item 3 Flow Chart of Recruitment 5 Overview of the process 1 Identify a vacancy 2 Logging in 3 Completing the requisition 4 The approval chain 5 The job content 6 Grading 7 Redeployment 8 Posting and advertising 9 Closure process 10 Shortlisting 11 Return of shortlist 12 Interview arrangements 13 Interview attendance 14 Post interview 15 Closure of process 2

Online Recruitment Procedure Action 1. IDENTIFYING A VACANCY Manager should discuss the vacancy with the HRO and agree on the role to be advertised By Who The Recruiting Manager and HR Officer 2 LOGGING IN Manager needs to contact their Recruitment Officer (RO) to be set up as a user and to receive support in completing the requisition Recruitment Officer 3 COMPLETING REQUISITION This form includes all of the post details required for financial approval. Recruiting Manager (see guidance on completing the Requisition) 4 THE APPROVAL CHAIN The Approval Team members need to be identified and the Approval Chain started. The HR Officer the list of recognised approvers will be as in the SLA for the College or Department. 5 THE JOB CONTENT The existing Proformas should continue to be used and the details transferred onto Lumesse by the Recruitment Officer. Recruitment Officers will contact the Manager to request details when the financial approval has been agreed. As now some Managers will provide this in advance. 6 GRADING This must be done before advertising and will continue to be a process outside of Lumesse Recruitment Officer 7 REDEPLOYMENT All posts to be advertised for one week to staff on the redeployment list If no redeployment Applicants If redeployment Applicants Recruitment team will circulate the vacancy link by email and follow up any online applications received. GO TO 9 3

8 POSTING AND ADVERTISING The post will be published externally for Academic/Research/Specialist posts above grade 7 for 4 weeks, others may be less. Advertising costs recorded on Lumesse. The RO will post the advert on the web and in any other media and take screen shots for BIA purposes. Applications are received online and appear as New on Lumesse and the up to date list is shown on the Jobs App 9 CLOSURE PROCESS Managers need to log in to Lumesse to view online applications. RO will give user access to shortlisting panel members. Recruitment Team will pass applicants through the pre-screening stage of the selection process (to be reviewed) and email shortlisting paperwork 10 SHORTLISTING Panel ensure gender balance and enough time scale between closing date and interview. Panel members to complete online statement and paper shortlisting form. Individual and panel forms to be emailed / returned to RO 11 RETURN OF SHORTLIST Shortlisting forms checked and Lumesse updated. Unsuccessfuls emailed from system Recruitment Team to check and process rejected applicants and then pass on to the HR Officer 12 INTERVIEW ARRANGEMENTS Where possible dates will have been stated in the advert and panels arranged in advance. Emails to be sent to candidates inviting them to interview from Lumesse or as current process HR Officers and HR Assistants in liaision with College / Department. This part of the process not tested and will be developed in Lumesse in phase 2. 13 INTERVIEW ATTENDANCE Interview forms will be unchanged Department / College interview panel to include a HR Officer 14 POST INTERVIEW Unsuccessful informed. Successful receives a further information form. Offer letter sent which includes pre-employment checks and references HR Officer has 3 new steps to complete on Lumesse: reject unsuccessful, send request for further information to successful and define conditions of the job. 15 CLOSURE OF PROCESS All applicants processed and vacancy archived. Report run to transfer details to Oracle Quality survey from successful candidate 4 Recruitment Team Systems Team

The Recruitment Procedure July 2012 Background 1 Identify a vacancy At the point when a vacancy is identified the Human Resources Officer (HRO) will discuss the vacancy with the Manager and should refer the Manager on to the nominated Recruitment Officer (RO) to start the process. The HRO should also ensure that the Manager has received Recruitment and Selection training and if not provide details on Marshall Online Training as a minimum requirement http://swansea.marshallacmtraining.co.uk/ A vacancy is when there is a post to be filled and is usually a result of: A colleague leaving Other temporary reduction in staffing such as a colleague takes maternity leave, reduces hours or goes on long term sick. Additional resources become available eg research funding New posts are identified in the College / Department strategy It is important to think about how the vacancy will be filled before doing anything things to consider may be: Do we want to replace the person leaving on a job for job basis? Has the job changed and will this have an impact on the grade Are the other better ways to deliver the service? Are there other colleagues who would be interested in additional hours? Could existing resources be reallocated? Your HR Officer will discuss the options with you and agree the best way to proceed. 5

2 Logging in When you have decided to recruit you will need to talk to you Recruitment Officer about the process and ask to be set up as a Lumesse user. The Recruitment Officer will set the new Lumesse User and provide details on how to log in to the system at https://emea3.mrtedtalentlink.com/ The system is compatible with Firefox, Internet Explorer (version 6 and above) and safari Pop ups will need to be enabled. On the first log in the default language is English US which must be changed to English UK or Welsh. The system is also enabled in Welsh but no other language in the list. The URL to the site is: https://emea3.mrtedtalentlink.com The company name is : Swansea University Your logins: as in your email address (without the @swansea.ac.uk) Password: Lumesse1 Change the language to English UK first before entering details A more detailed procedure on logging in and navigating the system is available at 2.1 6

3 Completing the Requisition for approval Log into Lumesse and enter the details (as on the L6666 previously) This is stage 1 of the Job Opening. This form replaces the L6666 and all of the details required for financial approval must be completed. The Recruitment Officer will provide support and guidance with completing the new job opening form. The guidance can be found at step 3.1- Completing the requisition There is an up to date list of the fields in the requisition available at 3.2 A red asterix * denotes a required field The new fields you may not be used to seeing are: Post Number for established posts explain.. this is the responsibility of the Manager if this is known or the HRO for replacement posts and Finance for new posts Expected Grade this is completed before confirmation of the grade by the RO This should default to A blank form so go to next and leave as default. Import Requisition description Content from An existing job opening A blank form Funding Code. It is the responsibility of the manager to detail the funding details so if there is a split code the details of how the funds should be split need to be documented fully (eg the % against each code and the time against each code) Sirius calculation this needs to be completed at www.siriusweb.leeds.ac.uk and copied and pasted into the requisition. The box is small but can hold up to 4 sirius calculations which can be viewed in full later on. Is a Logo required? This is essential for some posts which can not be advertised without displaying the funder s logo. This needs to be selected from the drop down list but if not there please advise the RO as soon as possible. Is there the full salary range A limited point or a fixed salary? The usual expectation is that the full salary range is advertised but this is not always possible if the post has been costed at the minimum point or a middle point. The full explanation of all of the fields on the requisition is attached as step 3.2 7

When this requisition is completed click on CREATE to save the requisition and go back later. You have now created the Requisition ready for financial approval (or the L6666) Or click next to identify the teams involved. The details will be saved on Lumesse and a number allocated. This number will be used as the vacancy reference number. The system generates a number depending on whether the post is in Academic College reference will be AC 00001, AC 00018, etc Support Department reference will be SD 00001, SD 00018 etc. To go back into a requisition to edit go to the job content tab and the Job Requisition sub tab: All of the details you have entered will appear on the Job Requisition screen You must ensure that you identify the Recruitment Officer and the HR Officer on the system. That way the vacancy will be flagged on the home page of the Recruitment Officer and themselves. It will also be viewed by the HR Assistant who will be able to deal with any queries on where the post is in the process and to be able to deal with any queries in the absence of the HRO. 8

You now need to notify your HRO of the post and discuss the job details and grading with the RO. For HR information: Some of the documentation required for advertising will be outside of Lumesse such as the grading forms and any correspondence or information. Vacancy folders will continue to be set up on the H: Drive but these will be split between Academic College (AC) posts and Support Department (SD) posts. The folders are located in H:Vacancies/2012/Academic Colleges H:Vacancies/2012/Support Departments 9

4 The Approval Chain Approving vacancies will now be done online. The Manager will have completed the requisition up to the end of the financial details, added the Recruitment Office, HR Officer and approval team. It is very helpful if you also then inform the HRO who will assist you with following up the vacancy. The HRO is responsible for checking that the approval team is correct against agreed names with approving authority in a College or Department. All approvers will be named in the Service Level Agreement (SLA) to be circulated. The approval will be sent electronically (depending on funding) to Head of College/Dept, HRO, Financial approval, Recruitment The Approval chain depends on the type of funding : a) Established funding (core business plan, HEFCW funding) approval chain: Head of College / Department (or their named representative) HRO Finance who may refer on to PAWG or SMT Recruitment Team b) External Funding Head of College / Department (or their named representative) HRO DRI Recruitment Team c) Mixed Funding Head of College / Department (or their named representative) HRO Finance who may refer on to PAWG or SMT and DRI Recruitment Team You will need to add in the relevant approvers on the Job Approval tab. If more than one colleague is named at an approval step then the system will require both to approve it before the requisition moves to the next step. Unless there are exceptional reasons only one name should be added at each step of the process. If the wrong name is added it can be amended or forwarded by the incorrect person to the correct person. 10

Adding the Approvers To progress the job you need to allocate approvers to the Job Approval Process: The next step is to start the Approval chain. In the Job Approval tab in the job click on the blue square with a white cross where you have 2 options: Edit Team Members where you can add or change team members Start Approval Chain this is needed as the approval chain does not start automatically. The Approval chain will only be started when the correct number of names are entered at least one name at each step of the approval One the approval chain has been started an email will appear which is a standard email but can be changed if you want to add any information or personalise the email. 11

Click on Submit to send the email and start the approval chain The approver will be notified in their Inbox as well as in the Task box on their Lumesse homepage. The process for Approvers is attached at step 4.1. As a manager you will need to check the progress of your requisition and any comments made during the approval stage will be recorded in Lumesse. This may include rejection comments. 12

Requisition rejection If the requisition is rejected at any stage then this needs to be discussed outside of the system and the reasons for the rejection notified to the Manager. The requisition will then need to be edited as required and then saved. When the changes have been made then this needs to be communicated to the HRO who can re-submit the job for approval. At times the post needs to be forwarded to others for approval most usually the Post Approvals Working Group (PAWG) or the Senior Management Team (SMT) This is done by the finance team forwarding the requisition to the user Post Approvals Working Group so that the requisition can be picked up and added to the agenda of the meeting. When the minutes are returned Lumesse will be updated and the post can progress if this is approved. The PAWG procedures are attached at step 4.2 13

5 Job Content The Manager should complete the proformas which are available at www.swansea.ac.uk/personnel/recruitmentselection/recruitmentforms to include the following. The Job Description The Person Specification The Role Description Questions relating to the job: - Welsh language requirements - Health surveillance - Criminal record disclosure The proforma must be emailed to the Recruitment Officer. It is the RO s responsibility to enter the details on the system and where necessary to amend the details. Further information on what needs to be included in the proformas is at step 5.1 14

6 Grading These details above provide all of the information needed to grade a job. All posts will be graded prior to advertising. This will be done by the Recruitment Officer and will remain a separate process outside of Lumesse. Grading can still be done while the approval is going through if the forms have been completed and submitted. Any queries about the grade of a post will be dealt with directly between the Recruitment Officer and the Manager. In the case when a post is approved at a lower grade but the HERA outcome is a higher grade the post will need to go back through the approval chain to ensure financial approval at the higher grade. Grading is done using HERA (Higher Education Role Analysis) to ensure that new posts being advertised are consistent with the grading structure at Swansea University. To reach the final grading decision the Recruitment Officer may ask follow up questions about the job, or seek further clarification. 15

7 Redeployment Advertising Following the approval and grading outcome the job will be prepared for posting. The vacancy will be circulated to the redeployment list of staff for one week in the first instance. The vacancy will be circulated by email and the link to the vacancy will be attached so that staff on the redeployment list can apply online. The eligibility of the applicants will be verified by the RO. If there are eligible applicants for the post then these will be forwarded to the Manager with the usual shortlisting forms for consideration. The HRO will be copied into any correspondence so that they are aware that there is an application being processed. The usual shortlisting process needs to be followed see process stage 10 and if the candidate is not suitable the justification needs to be provided to the RO together with the relevant paperwork. If the candidate is suitable for interview follow process stage 12. The HRO will follow up unsuccessful applicants at interview stage and will notify the RO if the post needs to be advertised more widely. If there are no applications the post will be advertised externally and the Manager and HRO informed of this. The vacancy will then be advertised more widely. The current University redeployment policy is attached at 7.1. 16

8 Posting and Advertising Posts will always be advertised on the University website, the Job Centre Plus and jobs.ac.uk (for academic and related posts) and in any other media that the Manager thinks is appropriate. If this is the printed press then the Recruitment Officer will liaise with AdsFab, the advertising agency. Costs and a proof of the advert will need to be approved by the recruitment team in liaision with the Manager / budget holder. All academic posts are automatically advertised on jobs.ac.uk and all posts will be advertised in the Job Centre Plus. Jobs can be advertised in the Social Media sites LinkedIn, Facebook and Twitter if required. The Social Media policy is currently being developed. Screen shots will be taken from the relevant media and stored on the H: Drive. All academic, research and other specialist jobs above grade 7 will be advertised for a minimum of 4 weeks. All Advertising costs will be recorded against the vacancy by the Recruitment Officer. See procedure 8.3 on recruitment costs Applicants will be received and an up to date list is available on the HRO, HRA, and Recruitment Officers homepages of Lumesse. This table can be accessed by clicking on the left side toggle bar and selecting jobs. All jobs listed here. Applicants received here. If the job is posted is clearly visible here. The table shows candidates that are new, in process and offered. In order to save time in the Recruitment team and to reduce the clerical tasks involved in the process for some jobs we have set up Routing Rules which progress applicants through the pre-screening part of the process as soon as they apply rather than this being a manual task after the closing date. This means that managers will have the 17

ability to see candidates details before the closing date. See step 8.2 for further information on Routing Rules (for Recruitment Team or information only). While Managers may be able to see candidates before the closing date best practice would require that shortlisting does not take place until after the closing date to be fair on all applicants. The shortlisting paperwork will not be sent until the closing date at which time managers should arrange time to shortlist in a consistent way. See further information on shortlisting at step 10. At advertising we now have the flexibility to change the application process for each job. This allow us to develop job specific application forms which ask candidates to demonstrate how they meet the required criteria for the job. The benefits of this are: All applicants are clear about the requirements of the post All applicants are clear on how to apply All applicants understand that they need to give relevant example Shortlisting becomes more streamlined Further information on how to create the job specific application is available at step 8.1 18

9 Closure Process The first stage in Lumesse is the pre-screening stage which is undertaken by the Recruitment Team unless Routing Rules have been applied as described above. Following pre-screening, the shortlisting panel members will be able to view the applications online. The Recruitment team will prepare all of the shortlisting forms (the individual shortlisting form and the Shortlisting panel declaration form) It is helpful at an early stage if Managers identify panel members so that we can check that they have been trained and set them up as users on Lumesse. Managers should notify the Recruitment Officer in advance if additional shortlisting panel members are required. Managers may prefer to forward the applications by email this is only recommended if there are low numbers of applicants otherwise the recipients inbox will be overloaded. To create a pdf of the candidate pack which includes all of the applications submitted see process step 9.1 There is a guide for individual Shortlisting at process step 10 The Recruitment Team receive daily reports showing the jobs that are closing so will be in touch with Managers to discuss the shortlisting process. 19

10 Shortlisting Recruitment Officers will assist panels in shortlisting. The process will not change initially as panel members will still need to complete a paper tick sheet for each candidate reviewing their application against the criteria on the person specification. There needs to be a form completed online for each applicant but initially this will be a very straightforward form confirming that the application has been considered. The Manager will need to arrange a shortlisting panel and this will have been discussed with them during the process. The panel must be balanced in terms of gender and panel members must have been trained in recruitment and selection. HROs or members of the recruitment team may assist with the shortlisting process if required. Managers should shortlist applicants against the criteria on the person specification and should only interview those who meet all of the essential criteria. The process will be: View applications online Record on the tick sheet whether essential and desirable criteria have been met Confirm on the applicant s online record that the application has been considered Meet at the panel shortlisting stage and complete the panel shortlisting form identifying the candidates to be invited to interview and those that are reserves. Online shortlisting has been trialed in a limited number of posts with some success and it is anticipated that this will be rolled gradually as the system becomes more embedded and colleagues more used to using Lumesse. The Online shortlisting process is available at step 10.1 and if you would like to use this as an alternative to the paper tick sheet then please contacts the Recruitment Officer. Shortlisting general principles It is the responsibility of the Manager to make shortlisting decisions. You will be accountable for decisions made and if there is a request for feedback, a query or even a complaint you will have to be able to justify all shortlisting decisions. Decisions must be based on evidence provided by the candidate so avoid making assumptions and refer only to the information provided. Shortlists will not be routinely checked so if you need assistance or guidance with the process please discuss this with your Recruitment Officer and if you require training this can be arranged. Following shortlisting the process becomes the responsibility for supporting the process changes from the Recruitment team to the HR Officer. 20

11 Return of shortlist The completed shortlisting forms and applications need to be returned to the Recruitment Officer. Shortlists will not be routinely checked so if you need assistance or guidance with the process please discuss this with your Recruitment Officer and if you require training this can be arranged Unsuccessful candidates will be rejected in Lumesse and an email will be sent out. Feedback will be provided by the Recruitment Team if this is straightforward and evident from the documentation. Where it is difficult to justify the reasons for rejection the feedback request will be passed on to the Manager who is responsible for the decision. For the online recruitment process there will be no paper forms to return but Managers will need to email the Recruitment Officer with the names of the applicants who have been shortlisted. Following shortlisting the process becomes the responsibility for supporting the process changes from the Recruitment team to the HR Officer. 21

12 Interview Arrangements HROs are responsible for all interview arrangements. The dates and panels will have been discussed in advance and where possible the interview date will have been included in the advertisement. HROs should discuss the details with the Manager and send an email / letter of invitation to candidates. This can be done through Lumesse and a standard email has been prepared however this part of the process has not been thoroughly tested and will need to be developed following implementation. HROs should prepare the interview forms and the agenda and save all documents as well as any emails or other correspondence in the electronic vacancy folder. Panel members will be able to print off their own applications or view these online in the interview where they have an ipad, laptop or other technology. The HRO/HRA should ensure panel members receive the interview papers including the agenda and candidate notes (form L9158) for each candidate. The Chair should have in addition the panel score summary (form L9160) and Interview Panel form (L9157). All arrangements such as travel and accommodation issues will be dealt with by the HROs and any cost should be recorded on Lumesse. Costs are a new part of the process but this is something Managers said they would find helpful. Costs can be recorded only against the vacancy or against a named candidate. Each vacancy has a Budget and Cost tab to record costs in the attached example there are costs for advertising and travel. This can also be used to record CRB, relocation or other recruitment costs. To add a cost click on the orange arrow and the following window will appear to be completed: 22

See procedure 8.1 on recruitment costs 13 Interview Attendance HROs will attend all interviews where this is deemed appropriate. HROs should ensure that there is gender balance and that panel members have been trained. The HR representative should explain the use of the forms and ensure these are completed fully. The recommended composition of interview panels is attached at 13.1 The forms need to be returned to the HRO 23

14 Post Interview a) Rejecting unsuccessful candidates. b) For successful candidate HRO to proceed to the next step which generates a template email: request for additional information (HESA form) c) Define conditions for the job See Process 14.1 Following the interview, the HRO should update Lumesse and contact the successful and unsuccessful applicants. It is the HRO responsibility to provide feedback and to follow up the appointment process for the successful candidate. In Lumesse the successful candidate s status becomes offered. At this stage they are sent a further form to capture the information required to appoint them mainly the HESA information. All unsuccessful candidates need to be changed to rejected in the system. The HRO sends out the formal letter of appointment and carries out pre employment checks and chases references. This can in time be done through the system but to date has not been tested and the correct proformas and letters not yet added to the system. For all candidates the employer s reference needs to be received before the appointment can be confirmed. The HRO also follows up any post interview issues such as Certificate of sponsorship, CRB or relocation expenses. 24

15 Closure of Process The HRO should collect all short listing and interview monitoring forms and applications and pass to the Recruitment Officer for archiving. It is intended that these will be scanned and saved electronically in time. Following implementation the very reduced amount of paperwork will still be saved in a folder and filed in a numbered box and sent to the storage (dungeon!) For good housekeeping the Recruitment Officer will ensure the vacancy is finalized on Lumesse and a quality survey sent to the successful candidate. The vacancy folder on the H: will be moved to Archives 2012 The full closure process is at 15.1 25

List of further processes: Appendix Number Title 2.1 Logging in and Navigation 3.1 Completing the Requisition 3.2 the fields on the Requisition 4.1 Approving a requisition 4.2 Post Approval Working Group 5.1 The Job content 8.1 Creating a job specific application 8.2 Creating a routing rule 8.3 Recruitment costs The redeployment policy 9.1 To create a Candidate pack 10.1 Shortlisting 10.2 Online Shortlisting 11 12.1 Interview arrangements on Lumesse Still to be completed 14.1 Post Interview process 15.1 Closure process 26

2.1 Logging in and Navigation Logging in You will need to be set up by the Recruitment Officer and your access rights will depend on what you need to do in the system. This may be setting up a job, shortlisting and interviewing or just viewing. The URL to the site is: https://emea3.mrtedtalentlink.com The company name is: Swansea University Your login is: your email address (without the @swansea.ac.uk) j.c.jones Password: Lumesse1 Please change the language to English (UK) or Welsh. No other language has been activated at Swansea. Set the URL as your favourites to save time logging in the future Favourites, Add to Favourites bar To change the password go to the top grey tool bar and select the User Preferences button where you will have the options: User preference User Data Change Password number. -to change timezones or standard formatting of your workspace -to add in personal information if required - the password rules - least 8 characters, one capital and one 27

Navigation Left Dynamic Menu The navigation menu available on the left of the workspace provides direct access to all pages of the application through a classic tree-based navigation. The items available to you in the navigation menu are displayed according to your rights and roles. Use to expand the collapsed links, such as Reporting, Settings, and to display further items. Dynamic Navigation Menu Items Home Jobs Candidates Communication Centre Reporting Settings Workspaces New Advanced Search Explanation Returns you to the workspace. Displays all job openings you can access. Displays all the candidates you can access. Takes you to your messages, tasks and calendar. Takes you to all reports you can access (standard reports, ad hoc reports, referrals and OFCCPs). Takes you to system administration and template management (Admin users only). Takes you to the list of available workspaces. Enables you to create new items (job openings, external candidates or employees and new messages). Gives you access to the advanced search engine on candidates and jobs, and to your search favourites. 28

Using the Header The header has two sections: upper and lower. The upper section is visible by default, but can easily be hidden using the fold/unfold icon on the lower section. It displays the name of the user, as well as giving access to the Help Centre, User Preferences, and Logout. The lower section has controls to fold/unfold the upper section, perform a Quick Search on Candidates and Jobs (see page 29), open the Help file, and Logout., access User Preferences Quick Search on Candidates and Jobs The Quick Search bar is in the lower section of the Header. To perform a quick search: 1. Select Candidates or Jobs for your search (the icon changes accordingly). 2. Type in the text you want to search for, then click. A quick search on Candidates returns a list of candidates whose first name, last name, email or candidate Id contains the requested text. A quick search on Jobs returns a list of jobs where the Title or Job Number contains the requested text. Please note that during the open period of a job candidates may be anonomous so not located using the search facility. To find your jobs The action to do to find all jobs that you are involved requires Opening the left side toggle arrows Go up to Jobs and enter: 29

The action to do to find all jobs that you are involved requires Opening the left side toggle arrows Go up to Jobs and enter: 30

3.1 Setting up the Requisition: Log onto the system using the following URL; https://emea3.mrtedtalentlink.com/ Key in the following: Company Name: Swansea University Login ID: as in your email address without the @swansea.ac.uk Password: - remember passwords are case sensitive Language: English UK or Welsh Set the URL as your favourites to save time logging in the future Favourites, Add to Favourites bar The process for Managers to follow at this stage: 1 Creating a Requisition 2 Gaining Financial Approval 3 Completing Job details 31

1 Creating a Requisition To create a new requisition: Click on the left toggle bar to open an action box. Click on New and then Job Opening. This will open up a blank Requisition form which needs to be completed. Some of the fields are mandatory and others are not. The mandatory field have a red asterix * Most of this form needs to be completed by the Recruiting Manager but there are some fields which need to be filled in by either the Department for Research and Innovation (DRI) or Management Accounts depending on where the post is funded from. There is a list of fields available to assist you in the process at step 3.2. Go through each of the fields and the pages by selecting next. You will then need to identify the Recruitment Officer and the HR Officer. These are important names to add into the process and without these the job will not appear on the HRO or RO homepage automatically. You will need to over-ride your own name which defaults to the Recruitment Officer. You should be added as the Recruiting Manager. If one of the names you need is not available in the drop down list or in the search then please contact the Recruitment Officer as they may not have been set up on Lumesse. 32

Identifying team members Select the Recruiting Team here please add your Recruitment Officer from the drop down field. The job will then appear on their home page so that they are aware of the new post. Select the HR Officer in the Operational Team from the drop down list and the job will also then appear on their home page You will be identified as the Recruiting Manager All other team members can be added at a later stage but without adding one Recruitment Officer and one HR Officer there will be no notification to follow this up. It is good practice to identify colleagues who will be involved in shortlisting and the interviews at an early stage so that they can be set up with a user account and will have the time to undertake the required training. Human Resources Officer and Recruitment Officer When these names have been added please select CREATE and you have set up the requisition. 33

Gaining Financial Approval When the Requisition has been created and the teams involved in the rest of the process have been identified then the approval chain needs to be added and then approval chain started. The approval chain is: 1 Head of College / Department 2 HR 3 DRI and / or Management Accounts 4 Recruitment Team The exact Approval chain depends on the type of funding : Established funding (core business plan, HEFCW funding) approval chain: Head of College / Department (or their named representative) HRO Finance who may refer on to PAWG or SMT Recruitment Team External Funding Head of College / Department (or their named representative) HRO DRI Recruitment Team Mixed Funding Head of College / Department (or their named representative) HRO Finance who may refer on to PAWG or SMT and DRI Recruitment Team You will be able to see where the job is in the approval chain from your jobs home page. 34

The attached are the fields in the requisition: Field Response Completed by Comments Exceptions Job Title Free text Recruiter Organisation Organisational Structure Contract Type Type of funding Import Requisition description Content from This can be either Academic Colleges or Support Departments (and is likely to be pre-populated for your area. This gives the College or Department hierarchy to choose the relevant Department or section Choose from permanent, fixed term etc The options chosen here drive the approval process Existing job opening Blank form Recruiter Recruiter Recruiter Recruiter Recruiter You have access only to the your own areas of responsibility The departments and sub sections are for reporting only. Established will be approved by Management Accounts External by DRI Mixed funding will involve approval by both DRI and Management Accounts This allows the revision of a previous job rather than creating new each time Next Recruiter This takes you to the box to define the job requisition. There may be some posts funded by more than one College or Department there needs to be one selected to be considered the employing department but more than one research code may be used For posts funded from external sources but this becomes established funding please select established for example if the NHS are part funding a Medical position in the University 35

Due date The expected start date Recruiter Location Free text Recruiter Post number This is for established posts only and is on the establishment Recruiter if replacement and established or Finance if new established position Type of Should be pre populated from Recruiter funding previous field Job family These are the standard job families Recruiter in use Reason for the Select options Recruiter recruitment Expected Grade The job title and College or Department will be pulled forward and the job number pending If this is a new post please leave blank and it will be completed by Finance 1-11 or miscellaneous Recruiter For all Senior positions Director or Chair please select grade 11. This can change subject to HERA approval Miscellaneous will only be used in exceptional adverts such as KTP appointments. If fixed term please state reason Free text Recruiter This will need to be clear before the post will be approved Finance code Free text Recruiter The requisition can not 36

Subjective code Please enter the Sirius calculation here Total cost Is a logo required Post included in business plan? If No how is post to be funded? Source of funding Please provide the justification for the post College / Department Drop down The Sirius calculation needs to be done on www.siriusweb.leeds.ac.uk and copied into the requisition Copy from the above Sirius calculation Recruiter Recruiter Recruiter be approved without this This is for ease of reference for the financial approver Chose logo or select NO Recruiter or DRI This is essential for some externally funded positions such as EU funding, for audit purposes Yes or No Recruiter If externally funded this is not relevant Drop down list Recruiter For established posts only Drop down list with other if the source of funding is not included Free text to explain the reasons financial or academic justification Recruiter Recruiter Please select from drop down Recruiter This is repeated because this selection is what shows on the 37

Is the full range of salary scale available or up to a fixed point End date of funding Funders statement Free text and this should be as costed in the Sirius calculation If external only This is completed by DRI if there is a statement which is required in the advert, Job Description and contract of employment Recruiter or DRI / Finance DRI DRI web site and may be different The usual expectation is that the full salary range is advertised but this is not always possible if the post has been costed at the minimum point or a middle point HESA code Select from the dropdown list Recruiter Grade Group Recruiter This is a further breakdown needed for reporting. Contract Section of the Job Requisition Number This is the number of posts to be Recruiter available advertised Contract Type Select from drop down Recruiter Expected Enter information in dd/mm/yyyy contract dates format Standard rates This is not required but is for use if employing contractors not used Recruiter N/A 38

at Swansea but can not be removed. Duration The length of the contract Recruiter This could be different from the contract dates Schedule type Select from drop down Recruiter This is about working patterns, full time, part time etc Working hours Number per week usually Recruiter Recruitment form About the post Where do you want to advertise the post? Shortlisting panel members Interview panel members Is Welsh an essential requirement of the post? Select external and employee in all cases Recruiter Free text, please list Recruiter This would be the web, job centre plus as standard and jobs ac uk for all academic posts as standard List names and email addresses would be helpful Recruiter As above Recruiter As above Options are essential or desirable or not applicable which if selected needs to be justified in the Admin comments section. If no Recruiter Helpful if this is indicated early on in the process so that these individuals can be created in the system and set up as users The assumption is that as a Welsh Institution Welsh should usually be a desirable if it is 39

Will the post involve contact with under 18s or vulnerable adults? Has the Health Surveillance form been completed Has the role description been completed justification is provided then the post will have Welsh as desirable as the default position Recruiter Recruiter Recruiter not then please provide information on why in the admin comments section To ensure CRB checks are carried out as required This ensures that we comply with the HSE legislation and is essential at the pre employment medical stage of the appointment process. This is essential for non academic posts to ensure the post is graded and it can not be advertised without completing this stage of the process Administrative Free text Recruiter comments CREATE Recruiter This allows the requisition to be approved before completing the job details. 40

NEXT Recruiting Team need to be selected Operational Team need to be selected Approver Team need to be selected Job details need to be created HR Officer HR Officer HR Officer Recruitment Officer This should not be used by the Recruiter as it will delay the financial approval being submitted. This will need to be sent directly to the Recruitment Officer using the current pro formas for the implementation period Where the post is copied from an existing requisition such as a Research post in a college which is advertised regularly. In this case the Recruiting Manager can amend previous details. 41

Logging in User Guide for Approvers The URL to the site is: https://emea3.mrtedtalentlink.com The company name is : Swansea University Your logins: the beginning of your email address without the @swansea.ac.uk Password: Lumesse1 Please change the language to English (UK) or Welsh. No other language has been activated at Swansea. Process Log in as above. On your desktop you will see: A task App with the Tasks you have to deal with and the due by date and a What s New box To see all of the jobs in your area you will need to run a report. There is a report set up which is detailed in the section called reports. The new Approval Process: The actions you will need to carry out in the system are: Viewing a Requisition Approving the request Rejecting the request Forwarding the request Running a report on the requisitions processed or outstanding 42

1 Viewing a Requisition The requisition can be viewed in 3 ways, from an email which means you don t need to log into the system at all From your task app on your home page From in your communication centre in the system accessed from the left toggle menu. 2 Approving the request Your role in the process is to ensure that there is sufficient funding to advertise the post as requested. The details you need to check should be completed. If they are not you can either make notes in the Administration section or you can return to the Recruiting Manager to complete. You can not make changes to the requisition. If you are happy that there is sufficient funding available and that the details are correct then you should Approve the requisition 3. Rejecting the request If you are not satisfied that there is sufficient funding for the post or that the details are incorrect such as the FTE or the finance code then you should REJECT the requisition and provide your reasons in the Administration comments section. 4. Forwarding the request It may be that the requisition needs to go to a colleague and you have this facility if you log in to the system and choose FORWARD. You could also forward the email from your inbox however this will not update the task in the system. You will need to forward on occasion to the Post Approvals Working Group and the Senior Management Team for example. The PAWG is set up as a user on the system so the approval can be forwarded to this user Post Approvals Working Group 5 Reports As approvers you have access to the reporting tool. There are adhocs reports set up for approvers to be able to run existing reports or to set up specific reports. There will be follow on guidance for developing reports. 43

4.2 Post Approvals Working Group The Post Approvals Working Group (PAWG) is the 2 nd level of financial approval for posts which can not be authorised by the accountants. Following the implementation of Lumesse it has been agreed that the PAWG will continue to meet to consider new posts, replacement posts, amendments to contracts and contract extensions / renewals and that there will be 2 separate procedures : a) Renewals or amendments to contract will continue to be processed with no change using L6666 forms b) Replacements or new posts this is process 4.2 in the Online Recruitment procedures. Requests on Lumesse will be considered in a new way following the implementation of Lumesse: All posts that are agreed by DRI or Management Accounts no need to report to PAWG. Phil Gough to confirm whether these need to be minuted to be reported to SMT or circulated with the minutes to heads of Colleges / Departments and Finance / HR colleagues. Posts which can not be agreed by Management Accounts (and / or DRI on an exceptional basis) will be referred to PAWG, If a post requires approval from the PAWG the Management Accountant will forward the request on Lumesse to the user Post Approvals Working Group User: This has been set up and linked to the email address pawg@swansea.ac.uk. Forwarding an approval can be done from the users inbox,taskbar of the homepage or within the requisition approval tab. From the task bar click on Forward but ensuring that the comments and the reasons for referring to PAWG are clear in the comments box PAWG need to know the reasons/background or they will not approve the post 44

The post needs to be forwarded to another Lumesse user and this is Post Approvals Working Group: By forwarding the approval to the user PAWG a copy is sent to the PAWG email account accessible by Bethan Price, Trish Davies and Julie Jones. Before the PAWG meeting a requisition is prepared from Lumesse with all of the information required about the post including the Management Accountant comments. (this is attached at process step 4.3. This is passed to Bethan or Trish to add to the agenda. (In order to improve this a report will be created to make this a simple process of linking tables). Following a meeting with the Post Approvals Working Group the following has been agreed: Bethan circulates the minutes as decisions as previously If requisitions are approved - Julie goes into Lumesse as Post Approvals working group user and approves the requisition noting the date of approval on the requisition. The pst then continues through the approval chain to advert. If the requisition is not approved this is rejected by the Post Approvals Working Group user and the manager informed. If the requisition needs to be forwarded to SMT then this is noted in Lumesse but no further forwarding is required in the system. 45

4.3 An example of a requisition PROFESSOR IN GERONTOLOGY COLLEGE OF HUMAN AND HEALTH SCIENCES Administrative Data Job number AC00197 Type of Funding Established (Business Plan, HEFCW, Core University funding) Job Family Professor Grade Group PR2 (Professorial) Reason for the recruitment New Post Expected Grade 11 Finance Code is SGD001 Full Time 1.0 Equivalent Total Cost = 63213 (MINIMUM COST) Is post included in Business Plan Please provide full justification for the post yes This post has been costed at the minimum for Professorial on the understanding that the salary is likely to be higher. The post has been included in the Business Plan and approved by SMT Finance Comments Post will need to be referred to PAWG as it is a Professorial Grade. Post included in Business Plan going forward - 67k included in BP for 12/13 Christopher Morris 6.7.12 46

Process Step 8.1 Creating a job specific application The job specific application is a tailored application form changed for each post. This is very helpful to enable candidates to provide relevant examples against the stated Person Specification criteria and it is also very helpful to shortlisters who do not need to search various attachments to decide whether the criteria has been met or not. This method of application is more transparent and fair because all candidates are clear on what information is required. The clearer we can be to applicants the fairer the process will be. CVs can be required or optional or not permitted. It is preferable to be clear to all applicants whether CVs are to be submitted so that all candidates have the same opportunity and can be compared fairly. If similar jobs are advertised then a previous form can be copied, saved under the new job reference and amended. To create the form - go to the left toggle arrows - Settings, Forms and Questionnaires. AT the top of the page select Questionnaire and at the bottom select Create new form. 47

You will then need to give the form a title use the job reference and title and in the form description call it application for ref... Go to Save and Edit The blank form will open: 48

The questions need to be dragged in from the menu on the left. For these job specific questionnaires: Add in 2 section questions at the start as these do not need a response. The 1 st section question should be: Please provide evidence against all of the following criteria. This information will be used in the shortlisting process so examples should be used to evidence your answers. If you are shortlisted then the selection process will involve an interview and an occupational test for which no preparation is required or a presentation (to be amended as required) The 2 nd section question should be: Essential Criteria The other question should be free text questions relating to the person specification criteria in order: Essential Criteria 1. The ability to understand HR policies and procedures and to apply these to the working environment. 2. Previous experience of working in a HR / Personnel environment or other transferable experience which is demonstrably relevant 3. Excellent communication skills with the ability to explain procedures and regulations to staff and managers. 4. Demonstrable organisational and planning skills to be able to manage a varied workload with conflicting demands. 5. Evidence of attention to detail and a high degree of accuracy in written work. 6. Good IT skills in particular working knowledge of MS Office packages or equivalent. 7. The ability to work with confidential information. 8. The ability to prioritise work and meet deadlines. 9. Evidence of the ability to provide a high quality customer experience 10. An understanding of and a commitment to equal opportunities principles. Desirable Criteria 11. Experience of using an HR Database, or similar. 12. Demonstrable experience of processing purchase orders 13. Knowledge of the HE / FE sector 14. Welsh speaker. Change the criteria into questions so the form looks like the attached: 49

The free text questions need to be Huge (8 lines) and the question required: A section question needs to be inserted to show the desirable criteria. The desirable should not be required but should still be huge 8 lines. 50

Please provide any additional information to support your application is the last question. NOTE - Some questionnaires may be reused for jobs which do not change these are currently Research posts, grade 7, 8 and 9. To use the job specific questionnaire you need to go into the job and into the Posting tab. Click on the Blue cross next to the job and select Edit Application Process. What you want to include in the application process is flexible. If you want to attach the job specific questionnaire this is Questionnaire which is always on the default questionnaire. Click on the eye icon to view options. (Ensure you are in Questionnaire) and select the one you have created with the job reference on. The Application process must include: The Personal Information Form (PIF) The Structured CV Questionnaire 2 (which is the diversity form) and attachments may be required, optional or removed completely. When you have defined the application process you want for your job click on Save and Close. You can then post the advert with the defined process in place. 51

52 Online Recruitment procedure September 2013

Creating a Dispatching Rule Dispatching rules are created on the Posting tab of the Job opening. 1. Click No Routing Rules displayed to the right of the Job Advertisement. 2. To add a routing rule, click Add new rule. If a dispatching rule already exists and you want to add a new rule, click 53

Routing Rules Are Defined to the right of the Job Advertisement. 3. Type the name for the Rule and add a description 4. Select the rule type from the dropdown list - generally we will be using the prescreening rule which is defined as below: The following types of rule are available: o Reject Applicant - candidates are automatically rejected based on criteria pre-selected in the rule. o Link to Job - candidates are automatically linked to another Job opening (pre-selected by the creator of the rule). o Start automatically the selection process - candidate files are automatically processed (sent to the recruiters in charge). 5. Then click on Edit Filter Criteria to use to set out the rule: For prescreening select the OR button 54

Use the structured CV and select the first question: Are you eligible to work in the UK at the moment? Yes No 6. If you select multiple criteria, you must ensure that the operator between the different criteria is correctly set: either or or and. 7. Select the criteria for the rule (answers within the profile) and then click Create local rule. 8. Click save and close 55

Adding recruitment costs to Lumesse This is a new function that will assist in monitoring recruitment costs and can be used for auditing purposes. To add a cost in Lumesse go to the job and under the Job Content go to budget and cost and click on the orange arrow choose add new cost entry The options are straightforward and there is an other for costs not covered.: 56

The costs can be Actual where this is known or estimates where it is uncertain. For general costs such as the advert then the cost is not linked to a candidate but where this is related to an individual such as travel or accommodation this can be linked to the candidate by clicking on the down arrow next to candidate.. 57

If an estimated cost changes you can amend by going into the job and clicking on the pencil to edit make the changes then save Also from the orange arrow is a report option this will open an excel file with all costs relating to this post. For a more detailed report on costs you will need to run an adhoc report. Costs will need to be completed by a number of colleagues throughout the process: Cost Advertising / Agency Accommodation Travel CRB Visa / Certificate of sponsorship Relocation Interview / Assessment centre Other recruitment costs Who should complete Recruitment team HR Operations team / department or college HR Operations team / department or college HR Operations team HR Operations team HR Operations team HR Operations team / department or college Various depending on cost 58

9.1 Procedure to Create a Candidate Pack You can select the documents that you want to include by clicking on the arrows at the side of the documents you will open up the options. Generally I would suggest that you remove the external PIF (Personal Information Form) as this is an additional paper that doesn t add to the selection process. 59

10.1 Shortlisting Guide As a Hiring Manager you will have access to the candidates using the online system for shortlisting. You will need to log onto the system using the following URL; https://emea3.mrtedtalentlink.com/ Key in the following: Company Name: Swansea University Login ID: initial.lastname as in your email address (without the @swansea.ac.uk) Password: - remember passwords are case sensitive Language: English UK (change this before you enter your password or you will need to re-enter this) Set the URL as your favourites to save time logging in the future Favourites, Add to Favourites bar 60

Shortlisting from the Task App As soon as you log in you will see the following screen: Apps Here you will find Apps such as your tasks, what s new and requisitions (jobs) in progress The selection process will begin with the Recruitment Team sending you candidates to review. These will appear in your TASKS App and you will need to click on each candidate to review and asses their suitability for the role. When you click on the candidate a new box will open detailing the instructions required for you to perform the short list 61

Short list task box click on candidate name Cand One to open their details This will then open up the full candidate details. Job Title Candidate details, application form etc 62

Shortlisting from the Homepage It is possible to shortlist even if the tasks have not been assigned to your task box. In this case you need to seach for your job by one of the following methods: Go to the Search bar at the top of your home page and change the drop down to Job Opening. Enter the job reference number here. Or go to the toggle bar on the left of the screen and move the cursor up to the jobs tab: This will bring up your job. Go to the Selection / Hiring tab along the top and this will show you the list of applicants: You need to click on these one by one and read the documents submitted and complete the shortlisting forms as described below. The candidate details will hold: Personal Information form (PIF) which contains only the applicant s basic contact information and will not assist in the shortlisting process. Structured CV which is the basic application form which outlines qualifications, work experience and references for example Questionnaire 1 which is the space for applicants to outline how they meet the requirements of the post, the skills, experience and background as specified in the person specification. CV and any other attachments 63

You will need to open each of these attachments in order to consider the evidence provided by the candidate against the criteria in the person specification. You will then record your decision on the short listing form L9153 which will be emailed to you by the Recruitment Team. Once you have considered all the candidates please also complete the short list panel form and return these to the Recruitment Team. If colleagues have also considered the applicants they should also complete their short listing form and sign the panel form indicating which candidates should be invited for interview. Once the Recruitment Team receive the short list, they will verify and discuss any issues with you and then proceed the candidate to interview stage where your HR Officer will take forward the process as usual. Shortlisting general principles It is the responsibility of the Manager to make shortlisting decisions. You will be accountable for decisions made and if there is a request for feedback, a query or even a complaint you will have to be able to justify all shortlisting decisions. Decisions must be based on evidence provided by the candidate so avoid making assumptions and refer only to the information provided. 64

Shortlists will not be routinely checked so if you need assistance or guidance with the process please discuss this with your Recruitment Officer and if you require training this can be arranged. 65

10.2 Online Shortlisting To shortlist online you will need to have the job description and person specification printed on your desk. You may wish to take additional notes but all other papers will be on the desktop. There are 2 ways to navigate to online shortlisting from the Job page or from your Tasks App on your home page. Shortlisting from the Job Page Log in to Lumesse and go to the job by putting the reference number in the search bar at the top, or by going to Jobs in the left hand toggle menu and filtering on the department / college. When you are in the job go to the Selection and Hiring tab and then choose the applicants In Process: Click on the first Applicant this may be a name or a number and it will take you into that applicant s details and list the details of who shortlisting has been assigned to. Click on the blue box next to your name and select Perform. 66

When you click PERFORM it will open up a new window with the Feedback Form (below) You will also need to open the application from here 67

Leave the feedback form open and go back one step using the icons on the bottom of your page to the applicant details and open up their application form: 68

To move between the application form and the feedback form use the Lumesse icons at the bottom of your screen. The decision on each application can be to Proceed, Reject or Put on Hold. This is just your individual view and candidates will not be contacted until the Recruitment Officer has formally rejected them. Once you have individually shortlisted all candidates a shortlisting panel meeting needs to take place and all shortlisters can discuss and agree the final shortlist. 69

Shortlisting from the Task App As soon as you log in you will see the following screen: If you click on the Applicant s name it will take you to their details. The feedback form can be opened from this Task box too 70

14.1 Post interviews There are 3 actions required in Lumesse following an interview which should be the responsibility of the HR Officer. 1. Rejecting unsuccessful candidates. 2. For successful candidate HRO to proceed to the next step which generates a template email: request for additional information (HESA form) 3. Define conditions for the job Log into Lumesse Go to the job Go to the blue selection & hiring tab Go to candidates in process these are the candidates that were not rejected at shortlisting. The system will automatically show All candidates. Follow the instructions for each of the actions: 1. Rejecting unsuccessful candidates Highlight all unsuccessful candidates by ticking in the box to the left of their name, then when the names are highlighted click on the orange tab and go down to reject 71

This will open a new window (see below) and you need to complete: a) Reason for rejection [reasons are general and for reporting purposes only] if this is to be used for feedback then individual reasons would need to be provided but this is not the intention now. There are no plans to report on this and if this changes we will review the process. b) Administrative Comments (optional to record any relevant information) c) Contact Candidate to email candidates from Lumesse choose Contact Candidate by email Or you can select do not contact if feedback will be done more personally by telephone after the interview. Link to Pool We are currently not using any talent pools so this needs to be left unticked. It is the HRO responsibility to provide feedback and to follow up the appointment process for the successful candidate. 72

2. For successful candidate Go to Candidates in Process and you should be left only with the successful candidate. Click in the box next to the successful candidate s name This time select Proceed with selected Candidate: In the new window choose request for additional information [This is HESA & other questionnaires to be completed by the successful candidate] Click OK 73

74 Online Recruitment procedure September 2013

The email template below opens no need to change the message but you can - You can view the message by clicking on the underlined sentence Do you want to edit the message? Add any contacts in to the BCC field such as line manager/recruitment officer Check the box save email in candidate history You can add an attachment [may want to develop this to attach Terms & Conditions of Employment etc] - Click send The candidate step becomes Request for Additional Information The system is set up to select the Offer form automatically. In Lumesse the successful candidate s status becomes offered. The HRO sends out the formal letter of appointment and carries out pre employment checks and chases references. This can in time be done through the system but to date has not been tested and the correct proformas and letters not yet added to the system. For all candidates the employer s reference needs to be received before the appointment can be confirmed. The HRO also follows up any post interview issues such as Certificate of sponsorship, CRB or relocation expenses. 75

3. Define conditions for the job This is important because it confirms the job information which needs to be transferred into Oracle. This time click on the name of the successful candidate and this will open a new screen. Go to the Hiring Process Then click on the Blue cross and Define Conditions. Some of the details will follow through from the job requisition, others you will need to confirm. The form can be set as Agreed when the details are know by you and are final or it can be set to Approval Request if you need to confirm details with another such as the line manager. We are looking at changing some of the fields such as : Schedule type is the working pattern choose full time part time etc. The base salary may be changed to agreed salary as that is the required information in that field. 76

This is now complete on Lumesse. The recruitment team will be responsible for housekeeping and finalising the job on the system. The HR Officer will follow up the appointment. There will be a data file of all of the information provided to be confirmed by the HRO before being transferred into Oracle. 77

Process Step 15 Closure of Process and housekeeping When all of the interviews have been completed the paperwork need to be returned to the Recruitment Officer who is responsible for the housekeeping of the paperwork and the systems. The closure process involves 3 steps: 1. Lumesse System The job needs to be checked. The final stage is that there are no candidates in in process, one in hired and all other applicants are in closed. If there are outstanding candidates these need to be moved on to the hire stage or to reject them (though unlikely to need a communication at this stage). The job status needs to be changed to Closed/Filled this is done by going into the job home page and changing the job status in the job requisition tab Edit Job Status 78

2. The H drive The folder should be in the folder H:vacancies/2012/Academic College or Support Department/All closed posts. It will need to be cut and pasted into H:Vacancies/archive/2012/Academic College or Support Department 3. The paperwork The papers which include the interview notes and maybe application forms that have been printed need to be archived. Log the location on the spreadsheet in H:Vacancies/Archive/Archived vacancies.xls. Put the papers into the numbered box. Procedure for PAWG On Lumesse any posts that need approving by PAWG (Post Approvals Working Group) are forwarded on the system by the relevant accountant. To ensure these are considered we need to go into the pawg user and follow up any outstanding tasks. On Lumesse the user log in is pawg and the password is Lumesse1. On the home page of pawg there will be the task menu. Look only at the new tasks in bold, or anything since the last meeting and you need to use the information to create a requisition. 79

You need to go go into the job so find this on the search menu and pull up the job: Copy everything from the job title to the bottom of the left column. Not all of this needs to be saved on the requisition but it is easier to copy then delete lines in word later. Paste this into a new word document and save it in the vacancy folder on the H:. Quite often this is at the start of the process so a folder may not exist you may need to create the folder first. 80

The word document just needs to be tidied up taking out the parts not required by PAWG and leaving in: Job Title College / Department Reference number Type of funding End date of funding (if fixed term) FTE Reason for the post Total cost Is the post included in Business Plan Please provide full justification for the post Administrative comments The other thing that must be there is the Finance comments. To get these you need to go into Lumesse and into the Post Approval Process tab. Then click on view history 81

This opens up the finance comments which need to be copied and added to the requisition. PAWG will not be able to approve without the finance comments. 82

When the requisition is completed this needs to be sent to Bethan Price and added to the Pre-consideration table to be added to the agenda. If you email the HRA responsible and Bethan and ask the HRA to add to the pre-consideration table. On Lumesse if you can go into the requisition edit job requisition then in the admin comments write the date Going to PAWG on.2013 then everyone is clear about where the job is in the process. 83

To approve when the minutes are circulated: When Bethan circulates the minutes then go back into PAWG user and on the task menu open up the task and the attached box appears: 84

Approved PAWG..2013 Write in Approved by PAWG and the date then click Approve. This will move the job onto the next stage which is the Recruitment Officer stage. 85