Human Resources - Information for Managers


The purpose of short-listing

The purpose of short-listing is to identify those candidates who best meet the selection criteria for the post; who are most likely to be capable of carrying out the duties of the job; and about whom you wish to find out more during a formal interview.

How to short-list

Selection for the short-list must be done by assessing applications in relation to the essential and desirable criteria as detailed in the person specification. Candidates should be assessed against the selection criteria and not against each other. Therefore, it is very important to ensure the person specification is clear, up-to-date, and appropriate to the duties to be undertaken. New selection criteria should not be introduced at the short-listing stage. The short-listing panel need to ensure that the process used is consistent and fair and that the decisions made comply with legal requirements.

Short-list as applications are received; this avoids sifting through a large number of applications in one session, especially where the post is a popular one. This way you can reject those that do not meet the essential criteria as you go along and place the candidates that may be suitable to the ‘Potential Short-list’ status on i-GRasp.

We would recommend that the short-listing panel review applications separately online before getting together with the rest of the panel to discuss the short-list. Ideally the line manager or chair should change candidates’ status on I-Grasp, otherwise this may cause confusion.

A short-listing grid or spreadsheet is the most effective and easiest way to short-list. A list of the names of candidates together with the essential and desirable criteria and a tick box option next to each criteria allows for a clear way to distinguish the candidates you wish to short-list. The recruitment team can provide you with an Excel list

Where an internal candidate has indicated on their application that they are a redeployee, we would recommend that they should be interviewed if they meet the essential criteria.

The University of Kent is positive about employing disabled people and offers a guaranteed interview to disabled applicants who meet the essential criteria. On i-GRasp, any candidate who has declared a disability will be indicated by a score of 900 under the Questions area and those disabled candidates who meet the essential criteria must be short-listed for interview. Should a disabled candidate not be short-listed, please ensure you advise the recruitment team which essential criteria were not met.

Registry, University of Kent, Canterbury, Kent, CT2 7NZ

Enquiries: +44 (0)1227 764000 or contact us

Last Updated: 07/10/2016