Screening Applications

In this section you will find information on:

  • Managing the Receipt of Applications
  • Confirming Short-List Criteria and Screening Application

Managing the Receipt of Applications

For tracking purposes, it is important to create a recruitment file and record of all applications. An excel spreadsheet can be used to record, manage, and process applications and related recruitment information. The following is the type of information that should be recorded:

  • Names of all applicants 
  • Current University of Alberta employees should be highlighted
  • Short-list criteria and selection criteria
  • Short-listed applicants

Current U of A employees who submit an application must be given consideration and should be advised as to their status in the competition (e.g. interview or regret letter).

Be sure to maintain and respect the confidentiality of internal and external applicants.

Confirming Short-List Criteria and Screening Applications

Prior to screening the pool of applicants, the short-list criteria should be confirmed with the hiring committee for accuracy, completeness, and prioritization/weighting.

To ensure applicants are not screened out of a competition based on unreasonable requirements, the screening criteria should be based on the minimum required competencies and bona-fide occupational requirements as reflected in the job posting.

If the initial pool of short-listed applicants is too large to reasonably manage, then preferred qualifications should be incorporated for an additional round(s) of short-listing. 

Short-list criteria are derived from the job duties and qualifications as listed in the job posting, position description along with input from the hiring supervisor/committee. The following are examples:  

  • Minimum educational requirements and/or specific coursework or credentials
  • Specific work experience
  • Number of years of related or direct experience
  • Technical skills and/or knowledge
  • Computer knowledge and proficiency
  • Written communication skills and experience
  • Knowledge of the University of Alberta or a particular area (e.g. research grants)
  • Specific competencies such as client service aptitude, consulting and negotiating, attention to detail, etc.

Be sure to document all of the short-list criteria that was used in the process including the preferred qualifications and whether one or two rounds of short-listing was required to arrive at a reasonable number of candidates.