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Setting up a Selection Committee

All appointments to the grade of Lecturer 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 Head of the Administrative Area or  COO (in the case of appointments in Central Administrative/Support Areas). Committees are nominated by the Dean / COO in accordance with the following principles and College sign-off is by way of the Staff Secretary or his / her nominee.  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 Associate Professor and Senior Lecturer. In the case of lectureships, where the Dean is unavailable to Chair or wishes to delegate his authority, he / she may appoint a Pro-Dean who must be an Associate Professor or Professor. A Senior Lecturer may chair where the appointment is not permanent. All contract Lecturer appointments of three years or less may be devolved in this manner. In a case where the Dean is also a member of the hiring School, an alternate Chair must be appointed and in such circumstances the Dean retains the right to join the Selection Committee.

Selection committees must represent both genders and as far as possible should reflect the diversity of the College’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 principals should govern 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 College policy. External participants will be provided with appropriate guidelines.
  2. The 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.
  3. All members of the Selection Committee, as agents of the College, are bound to act in accordance with the College’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.
  4. All members of the Selection Committee should be invited to participate in the shortlisting process (This may be done by direct meeting or consultation, as appropriate). The shortlisting should be led by the hiring lead who is a member of the Selection Committee. Further information concerning shortlisting is available here.
  5. All members of the Selection Committee must attend presentations and interviews.
  6. 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 Nomination 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.
  7. 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)

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

Selection Committees in Academic units

Senior Lectureships & Associate Professorships
Chair - Dean of the Faculty
Head of the School and/or Discipline
An Associate Professor / Professor from outside the School
Two external assessors - one of which should be international.

Permanent Lectureships & Contract Lectureships
Chair - Dean of the Faculty (or his / her nominee)
Head of the School and / or Discipline
An academic member of staff from outside the School
An external assessor (who is also required in the case of contract appointments of greater than 1 year)

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 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
Chair - 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 Medical Board
A Senior Lecturer, Associate Professor or Professor from outside the School
Two external assessors - one of which to be international.

Administrative Appointments within a School / Faculty
Chair – Dean (or his / her nominee)
Academic Secretary (or her nominee)
Head of School (or nominee)
An external expert in the case of Administrative Officer 1 positions or above.  (An external assessor will only be required for Administrative 3 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.)

Chief Technical Officer
Chair – Head of School
Head of Discipline
Chief Technical Officer from another School
An academic member of staff
An external assessor in the case of appointments greater than 1 year

Technical/Senior Technical Officer
Chair – Head of Discipline
Chief Technical Officer in the School
An academic member of staff
An external assessor where the post is advertised Technical/Senior Technical.

Selection Committees in Central Administration/Support Areas

The Chief Operating Officer (C.O.O.) shall establish the composition of the administrative selection committees and may at his / her discretion Chair any appointment to the Central Administration or Support Areas.

Senior Administrative Appointments
Chair - C.O.O
A Senior Administrative member of staff from the “hiring area”
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)

Administrative Appointments
Chair – C.O.O. (or his / her nominee who must be the Head of a Central Administrative
or Support Area.
A subject expert from the administrative area
A member of the academic staff of the College
An external expert in the case of Administrative Officer 1 positions or above. [an external assessor is required for Admin 3 or 2 posts when:- (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]

Professional Library Appointments
Chair - The Librarian (or Deputy Librarian)
A subject expert from the Library nominated by the Librarian
A member of the academic staff of the College

An external assessor in the case of permanent appointments and appointments greater than one year.

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Last updated 15 October 2012 Human Resources (Email).