Setting up a selection committee

All appointments to the grade of Assistant Professor and above, and Administrative Officer grade III and above are to be made by Selection Committees, nominated by the Dean (in the case of appointments in academic units) and by the Chief Officer (in the case of appointments in the Administrative and Support Services Divisions). Committees are nominated by the Dean / Chief Officer in accordance with the following principles and University sign-off is by way of the Director of Human Resources or his / her nominee.

Selection Committees for Senior Administrative Officer 1 posts will also require the approval of the Provost.

Board and Council will continue to receive detail of Selection Committee composition, for information.

The Dean shall establish the composition of the selection committee and may at his / her discretion Chair any appointment in the Faculty. The composition of the selection committee for an administrative or support appointment within a Faculty shall be decided by the Dean.

It is expected that the Dean will Chair all appointments to Professor (non-titled) and Associate Professor. In the case of Assistant Professorships, where the Dean is unavailable to Chair or wishes to delegate their authority, one may appoint a Pro-Dean who must be a Professor. Selection committees must represent both genders and as far as possible should reflect the diversity of the University’s staff. The selection committee should be comprised of the most suitable and qualified people to assess applicants in the discipline. A representative from Human Resources may assist Selection Committees in carrying out their function.

Selection committees must represent both genders and as far as possible should reflect the diversity of the University’s staff. The selection committee should be comprised of the most suitable and qualified people to assess applicants in the discipline. A representative from the Human Resources Department will assist Selection Committees in carrying out their function.

The following are minimum recommendations only and it is understood that joint and interdisciplinary appointments may require larger membership.

Selection Committees in Academic units

Type of Post

Internal Assessors

External Assessors

Professor (Chair) (Titled or named)
The search and selection process will be undertaken by a specifically appointed Search Committee as an ad hoc Committee of Council formally delegated the responsibility to make the appointment decision.
The membership of the Search Committee should include:

  • The Provost (Chair)
  • The Vice Provost/Chief Academic Officer
  • The Dean of the Faculty
  • The Head of School
  • One academic member of the Discipline concerned (the Head of Discipline or his/her nominee)
  • Professor from a Cognate Discipline
  • Two external assessors

Professor (non-titled) & Associate Professorships
Essential and minimum membership

  • Chair – Dean of the Faculty
  • Head of School and/or Discipline
  • A Professor from outside the School
  • Two external assessors – one of which to be international

Permanent Assistant Professorships
Essential and minimum of 3 members


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Optional:

  • Chair – Dean of the Faculty (or his/her nominee)
  • Head of School and/or Discipline

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  • An academic member of staff from outside the School.
  • An external assessor

 

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Contract Assistant Professorships

Essential and minimum of 3 members

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Optional:

  • Chair – Dean of the Faculty (or his/her nominee)
  • Head of School and/or Discipline

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  • An academic member of staff from outside the School.
  • An external assessor (if the contract of appointment is greater than 1 year)


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Joint Hospital appointments Professorial Consultants

  • Chair – Provost
  • Dean of the Faculty of Health Sciences
  • Head of the School of Medicine
  • Head of the Discipline
  • Two hospital members, one from the Hospital Board and one from the Medical Board
  • A Senior Lecturer, Associate Professor or Professor from outside the School
  • Two external assessors – one of which to be international

Joint Hospital appointments Senior Lecturer/Consultants

Essential and minimum of 6 members

 

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Optional

  • Chair – Dean of the Faculty of Health Sciences
  • Head of the Discipline
  • Two hospital members one from the Hospital Board and one from the Medical Board

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Professor from outside the School

  • Two external assessors – one of which to be international

 

 

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Selection Committees in Academic units – Administrative and Technical Appointments

Type of Post

Internal Assessors

External Assessors

Administrative Appointments

Essential and minimum of 3 members

  • Chair – Dean (or his/her nominee)
  • Head of Function or nominee (relevant)*
  • Head of School (or nominee)
  • An external expert** (in certain situations)
  • Two external assessors – one of which to be international

Technical AppointmentsChief Technical Officer

Essential and minimum of 3 members
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Optional and at least one of the optional members must be included on the Selection Committee

  • Chair – Head of School or Head of Discipline
  • Chief Technical Officer from another School

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  • An academic member of staff

 

 

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  • An external assessor (in the case of contract appointments of greater than 1 year)

Technical/Senior Technical Officer

Essential and minimum of 3 members

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Optional and at least one of the optional members must be included on the Selection Committee

  • Chair – Head of School or Head of Discipline
  • Chief Technical Officer in the School***

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  • An academic member of staff

 

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  • An external assessor (in the case of contract appointments of greater than 1 year and/or where the post is advertised Technical/Senior Technical Officer)

* By way of illustration in the case of a School Administrator/Course Administrator, the Head of Function would be the Academic Secretary, Communications Officer would be the Director of Communications

** An external assessor will only be required for Administrative 3 and 2 and SEO 1 and 2 Committees where (a) there is no member of College staff with sufficient expertise or qualification in the field of appointment and/or (b) it is a first time appointment to a newly created post. There is no requirement for an external assessor for Admin 1 posts of 1 year’s duration or less.

*** Or another School, if there is not a Chief Technical Officer in the School/Hiring area.

Selection Committees in the Academic Services Division (ASD), Corporate Service Division (CSD) and Financial Service Division (FSD)

The Chief Officer of the Division shall establish the composition of the administrative selection committees and may at his/her discretion Chair any appointment to the Areas in his or her Division (as approved by the Director of HR).  All Head of Area appointments should include the Director of HR as the most senior HR representative within the University. The Chief Officer of a Division has the discretion to include in the membership of the Committee a suitably qualified individual, proposed in consultation with the group of Trade Unions, whose knowledge and experience would be directly relevant to the vacancy to be filled. In particular, the arrangements now proposed would apply to the future filling of the posts of Director of Human Resources and Employee Relations Manager.

Type of Post

Internal Assessors

External Assessors

Senior Administrative Appointments at SAO1 (Head of Function)

Essential and minimum of 4 members


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Optional

  • VP/CAO or Chief Operating Officer (depending on the Division in which the function is located)
  • Chief Officer of the Division
  • Director of Human Resources

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  • A member of the academic staff of the College
  • An external expert (where the appointment is permanent, indefinite or the contract is greater than one year)

 

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Senior Administrative Appointments at SAO1 (other), SAO2, SAO3

Essential and minimum of 4 members

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Optional

  • Chair – Head of Function
  • Senior Administrative member of staff from the “hiring area”
  • Director of Human Resources or nominee

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  • A member of the academic staff of the College

 

  • An external expert (where the appointment is permanent, indefinite or the contract is greater than one year)


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Administrative Appointments at AO1

Essential and minimum of 3 members

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Optional

  • Chair – Head of Function or nominee
  • Senior Administrative member of staff from the administrative area

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  • A member of the academic staff of the College
  • An external expert (where the appointment is permanent, indefinite or the contract is greater than one year)

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Administrative Appointments at AO2, AO3

Essential and minimum of 3 members

 


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Optional

  • Chair – Head of Function or nominee
  • Line Manager of the role

 

 

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  • A member of the academic staff of the College

An external assessor will only be required for Administrative 3 and 2 where (a) there is no member of College staff with sufficient expertise or qualification in the field of appointment and/or (b) it is a first time appointment to a newly created post. There is no requirement for an external assessor for Admin 1 posts of 1 year’s duration or less.

Senior Executive Appointments at SEO1, SEO2

Essential and minimum of 3 members

 


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Optional

  • Chair – Head of Function or nominee
  • Line Manager of the role

 

 

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  • A member of the academic staff of the College

An external assessor will only be required for SEO1 and SEO2 where (a) there is no member of College staff with sufficient expertise or qualification in the field of appointment and/or (b) it is a first time appointment to a newly created post. There is no requirement for an external assessor for Admin 1 posts of 1 year’s duration or less.

Professional Library Appointments

Type of Post

Internal Assessors

External Assessors

Keeper, Sub-Librarian

Essential and minimum of 5 members

  • Chair – Vice Provost/ Chief Academic Officer or nominee
  • Librarian
  • Deputy Librarian and/or Line Manager (Keeper)
  • A member of the academic staff of the University
  • An external assessor in the case of permanent appointments and appointments greater than one year.

 

Assistant Librarian 1, Assistant Librarian 2

Essential and minimum of 4 members

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Optional

  • Chair – The Librarian (or Deputy Librarian)
  • Keeper
  • Line Manager (Sub Librarian or other)

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  • A member of the academic staff of the University
  • An external assessor (if the appointment is permanent or greater than one year)


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Principles Governing the Work of a Selection Committee:

  1. Training for selection committee members is mandatory. The recruitment and selection training will ensure that they are familiar with selection techniques, equality legislation and University policy. All Trinity Staff participating on Selection Committees are required to have completed the LEAD Programme on Living Equality and Diversity eLearning. External participants will be provided with appropriate guidelinesThe role of the Selection Committee is to assess eligible applicants against well defined selection criteria and competencies and, to make recommendations for appointment in order of merit
  2. All members of the Selection Committee, as agents of the University, are bound to act in accordance with the University’s policy of Equality of Opportunity and in what they believe to be the best interests of the University and to nominate without fear, favour or prejudice that candidate whom they believe is best qualified to meet the requirements of the post.
  3. All members of the Selection Committee should be invited to participate in the shortlisting3 process. The shortlisting should be led by the hiring lead who is a member of the Selection Committee. [See section 7 later in this document re Shortlisting].
  4. All members of the Selection Committee should ideally attend presentations and interviews process. The shortlisting should be led by the hiring lead who is a member of the Selection Committee.
  5. All information gained from the nomination process, which is not part of the public domain, is to be treated with complete confidentiality by members of a Selection Committee. The Selection Committee is the decision making body in the recruitment process. No discussion or debate on the suitability of a candidate(s) should take place at this broader forum. The Chair of the Selection Committee should brief the audience in advance of presentations in terms of presentation purpose and collate their feedback.
  6. No person is permitted to continue as a member of a Selection Committee if a candidate applying for an appointment has a close personal relationship with that person, such as might give rise to a conflict of interest or create bias in the selection decision making. Members of the Selection Committee must disclose if they have knowledge of the candidates. (See also Procedure No. 5, Council Guidance on Selection Committees http://www.tcd.ie/hr).

Selection Committee should brief the audience in advance of presentations in terms of presentation purpose and collate their feedback.