5. Academic recruitment

The process when it comes to academic recruitment within the School.

People and Money implementation

This information and guidance is still correct and continues to apply until further notice.

Outside of this document any further questions on this type of recruitment should be directed to InfHR.

Recruitment process for Lecturer/Senior Lecturer/Reader positions

As soon as a need for the recruitment to a post has been identified, a Lead Recruiter must be connected to the post. The role of the Lead Recruiter is essential to the smooth running of the recruitment process and main duties are as follows:

To work with the DoPS to write the job description and business case for approval to recruit to position.
To work with InfHR to write job advert text. InfHR will then place the advert and handle the recruitment process through to shortlisting.
To work with InfHR to set up schedule for longlisting (maximum number of candidates taken forward to shortlisting must not exceed 12), shortlisting, interviewing and seminar presentations noting that all participants in the panels must have completed Unconscious Bias Training.
To identify and enlist suitable panel members for longlisting/shortlisting, some of whom should also be on the interview panel. Ensure that participants are given enough notice of their involvement to allow them to prepare for the recruitment round. The longlisting and shortlisting panels will normally be chaired by the Lead Recruiter.
Liaise with InfHR re interview invitations and references (which can only be taken up after longlisting and only if permission has been given by the candidate). With delegated authority from Head of School, ensure an agreed set of longlisting and shortlisting notes are completed and are returned to InfHR. Any other notes or records made by individual panel members must be collected and passed to InfHR who will arrange confidential disposal.
Confirm interview panel with InfHR and ensure that the appropriate level of staff are included, gender balance is achieved and externals are included where necessary, see below for details of the expected people who make up interview panels.
Confirm the assignment for the Learning and Teaching presentation. Liaising with ITO with regards to student attendance if applicable.
Identify and enlist academic hosts who are appropriate to the post, noting that these must not be members of the interview panel. Duties of the academic host are outlined below.
Take responsibility for oversight of all arrangements on interview/seminar day ensuring that interview candidates are well looked after.
Head of School will chair the interview panel. Assist the Head of School to ensure that interview notes are completed by all interview panel members and that these are returned to InfHR along with the record of the decision of the panel.
Along with Head of School, liaise with InfHR re appointment of selected candidate and provide required paperwork for Certificate of Sponsorship cases (if applicable). Head of School will confirm the offer to the successful candidate and will negotiate salary, relocation and start-up packages.
Feedback will be given only to interviewed candidates. The Lead Recruiter is responsible for providing appropriate feedback to candidates via the InfHR team, when requested.
Identify and enlist a mentor in collaboration with the appropriate Director of Institute. The mentor will be assigned to the new member of staff for the period of induction to Informatics. This will initially be for a period of one year but may be extended further, by mutual agreement. Duties of the mentor are shown below.
Work with InfHR to establish a list of induction meetings for the new member of staff during the first weeks in the school.

Interview Panel Members by Level of Post

Lecturer (UE08)

HoS or nominated representative
2/3 senior academics from Informatics (grade 9/10 only)
1 academic external to Informatics

Senior Lecturer/Reader (UE09)

HoS or nominated representative
2/3 senior academics from Informatics (grade 9/10 only)
1 academic external to Informatics and College but internal to UoE
1 academic external to UoE

Role of Academic Host

The role of the academic host is to take care of the interview candidate on interview/seminar day by organising a series of meetings with people relevant to the position. They should offer the candidate one lunch and one dinner (both will be reimbursed via expenses claims as per the UoE expense policy, link below). The host should ensure that the candidates receive an excellent impression of Informatics, UoE and Edinburgh as a city. In general, the candidate may want to talk to many staff and students within the school so host should work out a programme of appointments noting that Interview Panel members should not meet with candidates before the interview/seminar is complete, they may meet afterwards if they wish.

Expense Policy

Role of the Buddy (Induction contact)

Generally, support the new member of academic staff through their first few days, weeks and months in the School of Informatics by supporting the new member of staff through the induction process

introductions to colleagues, office and lab neighbours, key people in the School/Department, and to the work environment
information about essential School/ Department and University processes (meetings will have been arranged by InfHR for the new member of staff with key personnel to introduce HR, Health and Safety, and admin procedures).

Role of the Mentor (Career development contact)

Generally, support the new member of academic staff through their first few years in the School of Informatics through discussion and advice through career transitions and growing research activity.

regular meetings in the first 2-3 years are strongly recommended to ensure the new member of staff is settling in, performing well, and receiving the necessary support and guidance. These can be quite informal meetings but should be supplemented by a review in the first 6-12 months in line with probation guidance. Any concerns should be flagged to DoI or InfHR as soon as possible. After the individual has successfully completed their probationary period the mentor and mentee should meet for a review. During this discussion longer term career goals should be examined, and a decision made on the role of mentor moving forward. DoI and InHR should be notified if both are happy to continue in the current dynamic of mentor/mentee or if another suitable mentor should be allocated.

provide advice and guidance on career development and, at the appropriate point, support the mentee through the promotions process.
provide advice and guidance on making research grant applications (especially for early career researchers and those unfamiliar with the research grant funders and schemes available to UK higher education researchers

This article was published on 29 Jul, 2022