Review Applications

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

The Recruitment & Advertising Database (RAD)  is a software system that supports the recruitment process, and allows you to review resumes submitted by candidates to the U of A Careers  website.


1. Manage the receipt of applications

Record all applications

A 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 (highlight currently U of A employees).
  • Short-list criteria.
  • Short-listed applicants.

The Talent Acquisition Support service team in Shared Services can help you create a spreadsheet upon request. Alternatively, recruitment resources and templates are available to your HR Service Partner 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.

2. Review resumes

Once the posting is live on the U of A Careers website, you and anyone added through the posting request form will receive an automated email link to review resumes in RAD. Resumes and cover letters should be reviewed for qualifications and competencies required for the role, including educational and professional experience desired for the position.

Priorities when considering candidates

  • Internal applicants must be considered before external candidates
    As a courtesy, whoever is initiating the recruitment should advise unsuccessful internal candidates if they have not been selected for an interview or were unsuccessful in the interview process, and provide feedback.
    Shared Services does not provide feedback on the outcome of the selection process or post interview.
  • 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).
3. Confirm short-list criteria and screen 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 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 card/job fact sheet/position description and input from the HR Service Partner and supervisor. 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.
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.
4. Review the relocation options and confirm budget
Relocation and travel assistance may be available for the successful candidate. Please familiarize yourself with the Reimbursement for Moving and Relocation Expenses and Removal Grants to ensure you have a budget from your faculty or unit for relocation before selecting a candidate who may need it. Be ready to advise candidates during the interview process on our policies and the support potentially available to them.
  • Interview documentation and official interview notes on candidate selection must be saved for one year as per the records retention policy.
  • All recruitment files involving foreign nationals must be retained for a minimum of six years.
  • Records for tenure-track academic foreign worker positions must be retained permanently.

Need support?

Shared Services (via the Staff Service Centre) can provide support related to initial candidate screening.

The Talent Acquisition Support team (via the Staff Service Centre) can provide support related to job postings, immigration and coordinating recall and duty to accommodate processes.

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