Loughborough University
Leicestershire, UK
LE11 3TU
+44 (0)1509 222222
Loughborough University

Human Resources

A-Z content

Recruitment Administration Guidance

NOTE: New guidance will be published shortly. Please contact Steve Widdowson s.widdowson@lboro.ac.uk or Danielle Evans d.e.evans@lboro.ac.uk if you have any queries.



All vacancies will be considered for redeployment possibilities throughout the recruitment process.  Vacancies will be posted on the University’s redeployment webpage three working days prior to the advertisement being published and removed when the closing date is reached.  If a suitable redeployee is identified during the three day period the recruiting manager will be contacted by an HR Officer to organise a screening process/interview and advertising will be suspended until this process is complete.  If a suitable redeployee is identified AFTER the three day period but BEFORE the closing date, they should be given priority consideration prior to shortlisting wherever possible or guaranteed an interview.


Once the job evaluation process is complete, recruiting managers/contacts should complete an advertising request form to submit a request for an advertisement to be placed.  See advertising guidelines.

Resident labour market test

When an overseas national is identified as the suitable person and requires a Certificate of Sponsorship, compliance with the resident labour market test is necessary.  The requirement is for advertising the post for a minimum of four weeks on jobs.ac.uk and jobcentreplus. Therefore, it is recommended that any academic and research posts are advertised in accordance with this requirement. See Immigration Procedures.

Application Forms

HR will contact the Department/Section on the closing date and will send the application forms electronically. (NB In due course recruiting managers and administrators will be able to access application forms via iTrent self-service and download (and print if absolutely necessary) as required.  Applications will appear in one PDF document and any attachments (for posts in the Research &Teaching, Research, Teaching & Scholarship, Management & Specialist and Technical 6 Grades) will also be available separately on the system for downloading).

Staff Training in Recruitment and Selection

It is recommended for all participants in the recruitment and selection process, including the shortlisting of candidates, to attend the formal University training session in Recruitment and Selection (see Staff Development for details of course dates). This should take place prior to involvement in the process. Please note:it is a requirement for the Chair of a recruitment panel who has not been on the training within the last five years to complete an online refresher course through Staff Development or direct through Learn.

It is also advised that anyone on the panel who has not attended training in the last five years completes this online refresher.

Interview Panel Composition

  1. For Grade 6 – 9 vacancies (other than those on Research Grade 6 and Technical Grade 6) the University’s Code of Practice should be followed.

  2. Interview Panel Membership for other staff groups (Grades 1 – 5  in addition to Research Grade 6 and Technical Grade 6)

The School/Department is responsible for arranging membership of the interview panel which should comprise of a minimum of two people who are of the same grade or above of the post being recruited to. Please seek advice as necessary from Human Resources.  All interview panels should not be a single gender.  Where a School/Department has difficulty in arranging a gender mix, assistance will be provided by HR. 

Schools/Departments are able to convene interview panels as appropriate for the vacancy in question. Good practice must always be followed.

If any panel members have a disability or additional need and require special arrangements for the interview, please ensure that this is indicated so that any appropriate measures can be put in place by Human Resources.


Departments should complete a shortlisting matrix and indicate clearly the reasons for the decisions taken by the short-listing panel (minimum 2 appropriate and trained staff)

IMPORTANT: Please ensure at the shortlisting stage that you consider the Disability Confident Employer information contained on the application form.  It is essential that any applicant who has declared a disability is granted an interview if they meet all the essential criteria.  It is imperative that, if challenged, we are able to justify and give reasons why we have not shortlisted an applicant who has made such a declaration.

Interview Administration

Interview Arrangements Form (to be sent via e-mail to the Recruitment Team attaching a scanned copy of the completed shortlisting matrix/notes - please note  that as all applications are now stored electronically by HR, we do not require the application forms of the shortlisted applicants).

(NB In due course once shortlisting has taken place the recruiting manager/contact will be able to access iTrent and submit the reasons  why the applicants have not been shortlisted and indicate which applicants have been selected for interview).

Interview Date/Venue

It is the responsibility of the Department/Section to arrange the date of interview.  If required, the Recruitment Team can book a meeting room in Hazlerigg.  The interview date should be arranged PRIOR to the advertisement being placed.

Invite candidates/References

Candidates will be invited to interview by e-mail.  References will be requested prior to interview. Candidates’ requests not to contact certain referees prior to interview, particularly current employers, will naturally be respected.


Human Resources will arrange and pay for overnight accommodation (normally one night at Burleigh Court/the Link Hotel) for those candidates who have some distance to travel, and will inform the candidate of the arrangements in the letter of invitation to interview.

Refreshments (for interviews held in Hazlerigg)

Tokens will be provided for panel members during interviews.  Water is available from the kitchens in Hazlerigg for candidates.

Reimbursement of Travel Costs

Candidates will be reimbursed by HR for the cost of their travel to the formal interview, unless the round-trip mileage (home to University and return) is less than 20 miles.  Those travelling by car will be reimbursed the appropriate second-class rail fare or the equivalent mileage (whichever is the cheapest).  Where candidates are travelling from overseas, HR will be responsible for half the economy class airfare only. The Department/Section should provide a charge code with the Interview Request details form to pay for the other half of the airfare.  All such claims will be processed by HR. Please be aware that the University does reserve the right to refuse to refund travel expenses if a candidate declines an offer of employment.

Interview Packs for Members of the Appointment Committee  

One week prior to the interview date, copies of the application forms of short-listed candidates, CVs, references (if requested), further details of the post, a copy of the advertisement, and an agenda giving timings and venue, will be circulated to interview panel members. The Chair of the Committee will also receive a copy of the salary scales and Offer of Appointment for completion and return to HR following the interviews.  Please ensure that any notes from the interviews are also attached.


Appointing within contribution range

Salary points within the 'contribution range' of any grade are available only through the agreed Reward Review process. 

Appointment of Internal Staff

Recruitment to same Grade: existing staff moving to another post at the same grade as their existing substantive post will move across on their existing salary and they will receive an increment in August as normal. 

Recruitment to higher Grade: existing staff appointed to a post graded higher than their current post will be offered a new salary of the minimum of the new grade.  If this is less than or the same as their salary on the old grade including any contribution points, the next spinal point should be offered (excluding contribution points).  Existing staff will be entitled to an increment on 1st August, provided that they are in their new post by 1st March. If they commence in their new post on or after 1st March they will not receive an increment until 1st August the following year.

Annual Leave

Some liaison will be required between the current line manager and a member of the department recruiting to agree an appropriate start date and to address any outstanding annual leave.

Offer of Appointment

Non UK/EEA Candidates – Immigration Clearance

If a non UK/EEA candidate requires immigration clearance or sponsorship to work in the UK, any offer of appointment would be made subject to obtaining Home Office approval.  When producing an offer of appointment, consideration is given to a candidate’s current immigration situation and the documentation which may be required to proceed with obtaining the necessary clearance.  If a candidate is out of country the University is required to apply to the UKBA for a restricted Certificate of Sponsorship which would be allocated out of the national monthly quota.  This can cause some delay as applications for restricted Certificates are only considered by the UKBA on a monthly basis.   However, if the candidate is already in the UK under another immigration category and is eligible to switch into the Tier 2 category, the University will be able to assign an unrestricted Certificate of Sponsorship.  Once Tier 2 Certificates have been assigned details are provided to the candidate for including on visa applications.


The letter of appointment to the successful candidate and contract of employment will be copied to the Head of Department/Section.  Once the candidate has accepted the post, an e-mail will be sent to the inductor copying in Head of Department /Section and the HR Officer who will then initiate the probation administration process.

Rejection Letters and Feedback

Human Resources will initiate the generation of rejection correspondence using iTrent.

Candidates who have not been interviewed will automatically receive the appropriate notification that their application will not be progressing further.  Departments are expected to give effective feedback to any internal candidates who have been unsuccessful in their application, and to any interviewed candidates who request it.

Storage of Applications 

Application data for all applicants will be retained within iTrent for a period of time primarily to enable the University to respond to any employment tribunal and/or discrimination claim which may arise from the selection process and also for management information reporting.

Further Information about Recruitment and Selection

Further details about recruitment and selection are available in the University’s Good Recruitment Guide.  All staff involved in recruitment and selection are advised to familiarise themselves with the relevant sections, particularly on interviewing and selection.


Contact us

Tel: 01509 222169

Fax: 01509 223903