The University of Sheffield
Human Resources

Recommended Recruitment and Engagement Process for the University Bank

Departments are responsible for recruiting workers to the University Bank. The following provides guidance on the recruitment process, starting with a checklist of each of the key steps:

  1. Identify the work requirements
  2. Obtain financial approval
  3. Consider pre-engagement checks
  4. Recruitment
  5. Short listing
  6. Selection and eligibility to work checks
  7. References
  8. Conduct pre-engagement checks
  9. Confirmation of engagement with worker
  10. Raise agreement
  11. Complete ‘Engagement Record for Workers’
  12. Follow induction processes for workers using ‘Worker Induction Checklist’
  13. Complete ‘Registration Form for Payment of Workers’ for Finance

This process should be followed for all new workers recruited to the University Bank.

1. Identify the work requirements

Consider the work that needs to be carried out. Could this be done by existing staff? If the expertise, skills or capacity is not currently available in the department then assess if the work requires a new member of staff or should be covered by a worker(s). For more guidance on deciding if a worker or a member of staff would be most appropriate to meet the needs of the department see the Flowchart available at the right hand link.

Also, consider if the work involves handling confidential student or staff records; in which case it may not be appropriate for this to be undertaken by a University of Sheffield student. For more guidance on managing the relationship of University of Sheffield students who are engaged/employed at the University see the right hand link.

Should it be determined that a full employee relationship is the most appropriate way of achieving the work, then normal University of Sheffield authorisation, recruitment and selection processes and procedures will apply. The following process should only be used if the work can be done using a worker agreement, eg a Registration Agreement for the University Bank. In the case of the University Bank, it is possible that you will be recruiting more than one individual to be registered on the Bank for your department.

2. Obtain financial approval

Determine if sufficient funds are available from existing departmental budgets. Rate of pay should be established consulting the Pay Rates and Determining Pay right hand link.

Financial approval must be obtained from your Head of Department or nominated budget holder.

3. Consider pre-engagement checks

Immigration checks

The University has a legal obligation to meet the requirements of the Immigration, Asylum and Nationality Act 2006. For workers it is the Department´s responsibility to request and check evidence of eligibility to work in the UK from each individual. All workers should be asked to provide documentation to confirm their eligibility to work at interview, or prior to commencing work if the candidate is engaged directly without interview.

For further guidance on suitable forms of documentation contact your customary Business Support Team in the Department of Human Resources.

Health assessment

Please note: University guidance on pre-engagement health assessment is currently being updated in line with the Equality Act 2010. For further guidance, please contact your customary Business Support Team in the Department of Human Resources.

Consideration should be made to whether the work involves any activities that may present a risk to the worker. Guidance should be taken from the Staff Occupational Health Unit Pre-Employment Health Assessment: Designated Activities Checklist to determine if the work involves any duties which may require the worker to undergo a health assessment before undertaking the work. If the work involves any of the listed activities contact the Staff Occupational Health Unit for guidance.

Criminal record checks

Consider if the work involves any of the following:

If the work is central to the role and could not be transferred to a colleague who already holds a satisfactory criminal records check then a criminal record checks check will probably be required. Please contact your customary Business Support Team in the Department of Human Resources to discuss the appropriate level of the check. Note that departments will be required to cover the cost of the checks and must provide details of the grant code for this when contacting the Department of Human Resources.

4. Recruitment

To recruit the best individual(s) it may be necessary to advertise. To decide the most appropriate media consider where prospective applicants are likely to look for vacancies. Examples include:

Applicants should be advised to complete the Job Application Form for University Workers (see right hand link).

When recruiting one or more individuals to be registered on a department´s Bank, so that they are available to work on an ad-hoc basis, this type of arrangement should be made clear in the advertisement or marketing material.

5. Short listing

Short listing criteria should be identified from the requirements of the post and used to assess the candidates objectively and systematically against the same benchmark. The Short listing Form (Workers) should be used to record this (see right hand link).

6. Selection and eligibility to work checks

See the right hand link for the Invitation to Interview Letter template.

The interview panel should always include more than one person and each member of the panel should be familiar with the work requirements.

When invited to interview candidates should be asked if they have a disability or health concern that may require special adjustments or equipment to attend the interview. If the candidate has indicated on their application that they have a disability or health concern which is relevant to the job they are applying for this can be acknowledged in the interview. However, if the candidate is reluctant to discuss this, the panel should allow the candidate to provide more information if they are recruited.

The interview panel should meet prior to the first interview to clarify and agree the essential criteria that will be assessed. They should decide who is going to ask which questions and in what order. It is important to ensure that every candidate is given the opportunity to answer the same questions.

Candidates should be informed if a criminal records check or health assessment is required for the appointee.

If Departments are interviewing University of Sheffield students they should be aware of the need for students to have sufficient time to focus on their studies and that any work undertaken by a student should not impinge on this. The UoS recommends a maximum working week of 15 hours for undergraduate students, as either workers or employees, during term time; full time work may be undertaken during vacations. Non EEA students may have further restrictions on employment or engagement as a worker, depending on their situation; in any circumstance they are only permitted to work up to 20 hours per week during the academic year. The relevant student support department can provide further guidance regarding non EEA individuals. There also may be restrictions placed by their funding providers. Postgraduate research students are restricted to maximum teaching duties of 180 hours per annum, including preparation time and marking. Postgraduate taught students may work during the Christmas and Easter holidays only, up to full time.

Also during the interview candidates should be asked if they are already working at the University, their hours and the department(s) they are engaged by. This should also include any other University Banks that they are part of, even if they are yet to be offered, or to accept, work.
The Interview Assessment Sheet (Workers) (see right hand link) should be used to record the decisions of the interview panel.

All candidates should be asked to bring the correct documentation to confirm their eligibility to work in the UK to the interview. This should be checked, copied and retained by the department. Once the successful candidate has been identified the information for the remaining candidates should be destroyed via confidential waste.

7. References

References may be provided verbally or in writing and may be requested for either all the shortlisted candidates or after interview for the preferred candidate only.

The most efficient way to receive a useful reference is to make clear to the referee the information you require. Ensure that the questions asked are not discriminatory to any group of candidates.

Any reference received within a recruiting department must be considered a confidential document and treated appropriately. Access should be restricted to those members of staff involved in the interview process only.

Under the Data Protection Act 1998, an applicant has the right to request access to the content of any reference received regarding them. However, as part of this information disclosure, the rights of any third party referred to, or whether it is appropriate to disclose the identity of the author, have to be considered.

The storage and retention of applicant information, including references, must be in line with the requirements of the Data Protection Act 1998. All references should be stored securely for six months from date of appointment, then disposed of via confidential waste.

8. Conduct pre-engagement checks

If appropriate, a Health Assessment and criminal records check should be arranged at this point. For further information on arranging these checks contact your customary Business Support Team in the Department of Human Resources.

9. Confirmation of engagement with worker

If the worker is to be registered on the Bank and not offered an engagement immediately then this stage will be to confirm that they will be offered a Registration Agreement for the University Bank and to check if they wish to accept this. If a department wishes to offer an engagement immediately confirmation of the rate of pay for the engagement should be provided when the engagement is offered, along with other details of the engagement, such as job details, the length of the engagement, annual leave arrangements etc.

10. Raise agreement

An agreement should be raised by the Department using the appropriate template (see right hand link for the Registration Agreement for the University Bank).

This should be kept securely with the engagement documentation and a copy given to the worker.

11. Complete `Engagement Record for Workers´

The Engagement Record for Workers spreadsheet (see right hand link) should be updated by the Department each time an individual is re-engaged to undertake work for the department and include details of the leave entitlement accrued. This should also be used to note any engagements offered but not accepted/worked.

12. Follow induction processes for workers using Worker Induction Checklist

See right hand link for the Worker Induction Checklist.

13. Complete the Registration Form for Payment of Workers for Finance

The Department of Finance should be notified with the appointee´s details using the Registration Form for Payment of Workers (see right hand link), to ensure they receive payment when they have undertaken work. If workers´ personal or bank details change after their first engagement, or if the duties of the post change, then the relevant section of the form should be completed.

Engagement of workers previously engaged and returning after leave of less than 12 months

Points 1, 2, 8, 9, 11 and 13 from the above guidance should be implemented for the re-engagement of workers returning after leave of less than 12 months. If undertaking a different type of work the individual may need to undergo some pre-engagement checks described in 3.

It is essential that workers are not re-engaged on an ongoing basis without consideration of their employment status, as this relationship could change over time. Departments engaging workers/employees hold responsibility for ensuring that they are provided with the correct contract of engagement/employment. For further guidance contact your customary Business Support Team in the Department of Human Resources.

Note that the Department of Human Resources is not responsible for the recruitment and engagement of workers and that the process should be managed by the engaging department.

Ending Registrations on the University Bank

The engaging department is responsible for clearing the details of individuals registered on the University Bank who will no longer be offered/available for future engagements. The department should inform the Pay and Pensions Office, Finance Department, so that records can be cleared if no longer required.