In this section you will find information on:
- Managing Applications
- Confirming Short-List Criteria and Screening Applications
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. Following is a sample of the type of information that should be recorded.
- Names of all applicants
- Current University of Alberta employees should be highlighted
- Short-list criteria
- Short-listed applicants
Internal applicants must be given consideration. Be sure to maintain and respect the confidentiality of all applicants.
Confirming Short-List Criteria and Screening Applications
Prior to screening the pool of applicants, the short-list criteria should be identified and confirmed with the hiring panel 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 may be added for further short-listing.
Short-list criteria are derived from the job duties and qualifications as listed in the job posting, job fact sheet and input from the hiring supervisor. Following are examples:
- Educational requirements and/or specific coursework
- 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, multi-tasking abilities, attention to detail
Be sure to document all of the short-list criteria used including the preferred qualifications and whether one or two rounds of short-listing was required to arrive at a reasonable number of candidates.