Recruitment Policy and Procedures
The University’s ability to attract and recruit the best people we can is fundamental to our success and long term future. A strategic, professional approach to recruitment is essential to ensuring the best candidate is appointed.
Recruitment during COVID-19
Whilst the University adapts to the COVID-19 pandemic, it is still possible for essential recruitment to continue. However, to ensure we observe social distancing and allow for changes in immigration rules and any restrictions on travel, we will need to change the way in which manage our recruitment campaigns.
Please review the guides below and if you have any questions, please contact your Resourcing Adviser.
Guide for Recruiting Managers: Recruiting during COVID-19
Guide for Chair and Panel members: Conducting Online Interviews
Setting up online interviews: Creating and managing interviews on Microsoft Teams
Strategic Review of Vacant and Replacement Posts - Revised
Please note that the process for the Strategic Review of Vacant and Replacement posts has been revised.
As our previous strategic recruitment review has not delivered the savings we need, we now need to scrutinise even more carefully the case for recruitment, and look for more creative options that will help to reduce our costs.
As before, new vacancies (including HPLs) will be put on hold and managers are asked to re-assess their needs, and consider alternative arrangements. From 6 December 2019, ALL requests to recruit will require permission to proceed from the relevant Executive Group lead, and there will be NO automatic exemptions.
For full details, please visit the Strategic Review of Vacant and Replacement Posts webpage
Our Recruitment Policy provides an overarching framework for the recruitment and selection of staff. Ensuring the process is conducted in a manner that is efficient and effective, whilst promoting equality of opportunity. The principles enable us to meet our staffing requirements through a range of routes which, whilst allowing for flexibility of approach, will comply with relevant legislation. To ensure appropriate implementation the policy, it should be read in conjunction with the recruitment procedures available below.
Using Stonefish e-Recruitment
Stonefish is the University’s e-Recruitment system. It is used to manage the recruitment of staff (including Research grant funded roles and Enterprise/KTP Associate roles) and to manage vacancies within the University. It offers a slicker, more intuitive user interface in line with the Kent brand. There are many benefits to the new system, as it introduces a more automated process to help improve the user experience, removes the need for manual forms and is now the single source of information about recruitment at Kent.
A number of guides have been produced to assist you in using Stonefish:
- Accessing the System
- Authorisation Form
- Approval Process
- Interviews - Panel Packs
- Interviews - Decisions and Offer
- How to find a post number
Your resourcing contacts are also able to take you through how to use the system. If you have any questions, please contact your Resourcing Adviser
Service Level Agreement (SLA)
The Resourcing Team SLA defines how we support and work in conjunction with Hiring Managers and Chairs of recruitment panels at each stage of the recruitment process. The SLA manages expectations by defining responsibilities and timescales for key tasks, whilst providing a framework to ensure we deliver a consistent, effective and efficient service.
International Staff Appointments
In pursuance of the University’s Internationalisation Policy and the result of greater globalisation of academic pursuit, increasing numbers of instances are arising that propose the engagement of individuals, whether UK-based or overseas-based, to work outside the UK or for overseas nationals to work in the UK. Please contact your relevant Resourcing Adviser to discuss the current requirements related to this, prior to beginning any recruitment. you can also find further information here.
Please ensure you are familiar with the revised processes regarding the Strategic Review of Vacant and Replacement Posts by visiting our dedicated webpage
Guidance for Recruitment Panel Chairs can be accessed here and supports the suite of procedures provided below
Strategic Review of Vacant and Replacement Posts
During the revised strategic review period (from 6 December 2019), recruitment to external and research funded posts can now only take place if approval has been gained from the relevant Executive Group lead.
For further information and guidance on the Strategic Review please visit our dedicated page
When staff are appointed to externally funded research grants, Research Services is required to confirm there is sufficient funding for the appointment, and check that it complies with any conditions of the award. This is in addition to the approval of the level and terms of the post which is the responsibility of Human Resources.
Forms RO1 and RO2 have moved onto our e-Recruitment system, Stonefish and can be completed on line. The RO3 form should still be completed manually and can be found on the Managing Staff pages of the Research Services website.
If required, your resourcing contacts will be available to coach and take you through how to use Stonefish. If you have any questions, please contact the Resourcing Team at email@example.com