Recruitment Toolkit 2: Advertising and Shortlisting

All advertisements must include an equal opportunities statement. See the Recruitment and Selection Policy for DCU's equality framework and the nine protected grounds.

Advertising criteria

The following guidelines apply to the advertising of roles in the University:

• All roles of over 12 months in duration will normally be advertised on the DCU vacancies website.
• Grades P3, P5, Assistant Librarian 1 and Chief Technical Officer will be advertised internally for one week initially.
• Internal service criteria will be applied to all professional grade roles advertised.

An email outlining all adverts posted on the DCU vacancies website is sent to all DCU employees every Friday.

In areas where recruitment is more specialist or complex, or where the Hiring Manager wishes to reach a specific audience, additional advertising platforms may be used. The School or Unit must cover any additional costs and provide a PO in advance. Advertising should be cost-effective — the Talent Team can advise on the options available. All job advertisements are agreed between the DCU People Partner and the Hiring Manager.

Advertising media

The table below summarises the main advertising platforms, their cost, and the role types they suit.

Shortlisting panels should be kept small. The number of people involved in screening should not exceed the size of the interview panel — i.e. 4 to 5 persons.

Overview of procedures for shortlisting

Prior to shortlisting, the Hiring Manager should adhere to the selection criteria in line with the job description for every vacant position.

• Screening should be carried out as soon as possible after the closing date for receipt of applications.
• Those participating in screening will have access to applications and job description via CoreRecruit.
• Only candidates who meet all the essential criteria should be shortlisted for interview.
• Where appropriate, it may also be necessary to review the desirable criteria as outlined in the advertisement.
• Preliminary interviews may be used to assist shortlisting where a large number of applications are received (see Toolkit 3).
• Interviews will not be organised until shortlisting is completed.
• The Talent Team will provide written notification to all candidates who have not been shortlisted.

Role of the Hiring Manager in shortlisting

• Considering all applications and deciding whether a further search for candidates is necessary.
• Carrying out detailed screening of all applications in a timely manner.
• Ensuring the reasons (related to the selection criteria) for each unsuccessful candidate are recorded on CoreRecruit.
• Ensuring the completed Shortlisting Form is shared with the relevant DCU People Partner on the shared drive allocated to the competition.
• Holding preliminary interviews and/or other selection activities as appropriate.
• Providing timely feedback to all unsuccessful candidates, internal and external. Internal candidates who are not shortlisted should be verbally notified after the screening process. Feedback should be constructive and focus on the candidate's performance against the selection criteria; it is not appropriate to discuss any other candidate's application.

Canvassing

Representations on behalf of an applicant, including unsolicited recommendations, will be treated as canvassing. Canvassing seeks to establish an unfair advantage for one applicant relative to others and may result in the disqualification of that applicant.

Toolkit 1 - Advertising and Shortlisting

Toolkit 3 - Interview Preparation & Process

Toolkit 4 - Post Interview     

Recruitment and Selection Policy

DCU vacancies website

DCU People Partner contact