Chairing Appointments Panels
The Role of the Chair
The role of the Chair falls into two categories:-
- Achieving the task
- Managing the process.
Achieving the Task by:-
- Ensuring that each candidate has an equal opportunity to present themselves within the context of the job description and to select for appointment candidates on merit who will be competent in the post and best meet the stated requirements.
- Ensuring that Panel members understand the process.
- Ensuring that the procedures and practices are strictly observed.
- Seeking agreement of the Appointments Panel to the selection of the candidate(s).
- Ensuring completion of all associated documentation.
Managing the Process at Short-Listing by:-
- Reviewing the documentation – job description, employee specification, advertisement to ensure uniformity of understanding.
- Clarifying the employee specification by reviewing the essential and any desirable shortlisting criteria. The Chair will seek clarification from the subject expert(s) on the interpretation of the criteria and take a file note.
- Prioritising the desirable criteria.
- Applying the agreed measurable criteria to the applicants.
- Reviewing the assessment scheme and agreeing pre-determined assessments for measurable factors (e.g. qualifications). Clarifying the marking frame and agreeing the weighting of factors.
- Reviewing or agreeing core areas for questioning.
- Agreeing specific questions which may arise from individual application forms.
- Agreeing the presentation topic (if appropriate).
- Agreeing the programme of interviews.
- Considering arrangements for shortlisted candidates to visit the Faculty/School/
- Directorate prior to interview, if appropriate.
Managing the Process at Interview by:-
- Seeking agreement on the marks available for the first two factors.
- Asking if panel members have any queries in relation to information contained in references (for academic/research posts only – see 2.13).
- Making opening remarks including introductions, explaining the format of the interview, the timing and questions.
- Exercising control to ensure that question areas are covered satisfactorily and that individual panel members do not monopolise questioning inappropriately.
- Inviting questions from the candidate and inviting any further contribution that he or she may wish to make.
- Concluding the interview and giving information on the next steps.
- Ensuring Panel members review notes and assessments and arrive at individual rank ordering.
- Considering individual rank order assessments.
- Exploring reasons for differences and the evidence on which the assessments have been made.
- Seeking a consensus decision (norm), resorting to majority decision only in exceptional circumstances.
- Collecting assessment forms and all notes.
- Ensuring summary documentation is completed and signed.