Review Applications

Ensure you have completed all prior steps for recruitment before proceeding.

The Career Portal  is an application that supports the recruitment process, and allows you to review resumes submitted by candidates to the U of A Careers website. For guidance, review the Career Portal Instructional Guide


1. Confirm short-list criteria

Prior to screening 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 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. 

Examples include:

  • 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.

Ensure that screening criteria is objective, job-related and free from any discriminatory elements.

2. Record all applications

A spreadsheet can be used to record, manage and process applications and related recruitment information. The Talent Acquisition, Immigration and Records team in Shared Services can help you create a spreadsheet upon request. Alternatively, recruitment resources and templates are available and can be leveraged as part of your department’s interview process as needed.

Be sure to maintain and respect the confidentiality of all applicants throughout the recruitment process.

Positions posted on the Career Portal

For all the competitions posted on the Career Portal, Shared Services Talent Acquisition, Immigration, and Records team creates the Recruitment Folder  - a secure, shared Google Drive folder system used as a central repository for all documentation gathered during the recruitment process. Follow the instructions provided and record all the relevant recruitment information in this folder.

Positions NOT posted on the Career Portal

In cases where a posting is not required and/or the Shared Services Talent Acquisition Immigration and Records team is not involved in recruitment, faculties, units and departments should continue to store and maintain recruitment records as outlined in the HRS Records Retention Schedule  and follow the steps below.

3. Establish a systematic approach for evaluating resumes

Consider using a rating scale or categories to objectively assess candidate qualifications. An example of this is:

  • Group 1: Applicants meeting all qualifications.
  • Group 2: Applicants meeting some of the qualifications but lacking in others; potential for consideration depending on number of group one applicants.
  • Group 3: Unqualified applicants.
Create folders on your recruitment folder titled 1, 2 and 3 to save the resumes in and ensure when screening, all candidates are tracked on the spreadsheet.
4. Review resumes

After the competition deadline or, in the case of an ongoing posting, when sufficient resumes are received (typically two weeks from posting) begin your review by logging into the Career Portal .

Considerations when reviewing resumes:

  • Internal applicants must be considered before external candidates. 
  • Opportunities to include a diverse candidate pool as part of the screening process in line with the university’s commitment to Indigenous Initiatives & Equity, Diversity & Inclusivity (II & EDI).
    • Consider removing personally identifiable information such as names, addresses and photos from resumes to minimize unconscious biases.
  • Compare each applicant’s resume to the qualifications outlined in the posting.
    • Look for work experience, education and relevant achievements.
  • Consider cultural fit.
    • Although this is typically assessed in the interview, look for insights into the candidate’s motivations and unique qualifications.
  • Check for consistency.
    • A consistent and organized format throughout the resume (e.g. accuracy, grammar, spelling, punctuality, spacing).
    • Look for unexplained employment gaps, frequent job changes, inconsistencies in work history or qualifications.
      • Not automatic an disqualifier, but important points to note and inquire about in the interview.
Save resumes in the applicable pre-established folders and track all candidates on the spreadsheet. Document all short-list criteria, including the preferred qualifications and whether one or two rounds of short-listing was required to arrive at a reasonable number of candidates.
5. Review the relocation options and confirm budget

Relocation and travel assistance may be available for the successful candidate. To ensure you have a budget before selecting a candidate who may need it, please familiarize yourself with:

Be ready to advise candidates during the interview process on our policies and the support potentially available to them. The Shared Services Talent Acquisition, Immigration and Records team is also available for consultation. 

6. Collaborate with others

Seek input on candidates from your hiring panel/selection committee to determine who to interview. Review the Interviews section for information on how to determine your hiring panel/selection committee.

Records Retention

To maintain confidentiality, ensure recruitment records are stored, destroyed, or transferred, according to the records retention schedule. Learn more

Need Support?

Shared Services can provide recruitment support related to the following:

  • Job postings
  • Recruitment folder set-up
  • Initial screening
  • Immigration
  • Recall and duty to accommodate
  • Reference checks
  • Moving and relocation
  • Records management
  • Offer letters

If your faculty, department, or unit is a Recruitment Pilot participant, learn more  about how to access services for your hiring needs.

Your HR Partner  can provide support for interviews at the leadership level and any other questions throughout the steps for recruitment.