Review 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.

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).

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