This page provides guidance on how to recruit academic staff to the College, along with key links to related policies and information. If you need to speak directly with the recruitment team, please utilise the contact button below.  

If you are looking to hire a someone who is currently overseas and/or needs to obtain the right to work in the UK, please ensure you read through the visa and right to work guidance.  


Recruitment authorisation for academic posts in response to Covid

This guidance applies to all roles which are for 8 weeks or longer Managers wishing to recruit an individual for short term assignment can do so going through the usual appropriate channels, but the assignment cannot be extended past 7 weeks.

  • For each role, the Faculty Dean will need an authorisation from the Provost authorising the recruitment.
  • This should be done by completing this form
  • Recruitment can then be initiated in the normal manner through the Recruitment Hub who must be provided with a copy of the Provosts confirmation.

Conducting interviews during Covid-19/hybrid working arrangements

Video Conferencing/Teams Interviews

In light of the coronavirus pandemic and hybrid working arrangements, you may find video interviews are more suitable. When conducting interviews via Microsoft Teams or other video-conference tool please see our Video Interviewing guidance. Please note, these facilities are supported by ICT so please seek technical help from ICT if required.

Face to Face Interviews

Face to Face interviewing is permitted and the selection panel must adhere to the College's guidance on Health and Safety in relation to Covid-19 and undertake a risk assessment to ensure the workspace is safe.

Due to the variety in the types of work and office spaces around our campuses each building has its own safety guidance which is operated by Estates.  Therefore, you should check with your departmental safety advisers/building manager to ascertain the requirements for your work space. You can use this link to find out who you need to liaise with: Buildings Managers | Administration and support services | Imperial College London.

Guidance

Assistant Professors, Lecturers and Senior Lecturers – Appointments Committee Membership

Membership of the Appointments Committee should be approved by the Head of Department and consist of the following:

Assistant Professors and Non Clinical Lecturers and Senior Lecturers 

A quorum of five from the following:

  • Head of Department (Chair), or a senior nominee;
  • For the Faculty of Medicine: Faculty Dean, or a Vice-Dean, or their senior nominee
  • At least three other members of academic staff:
    • one should be from a panel elected by and from the academic staff of the department
    • one or two may be from other departments
    • at least one should be non‐professorial;
  • College Consul from the relevant Faculty:
    • the College Consul should not be from the department in which the appointment is to be made ‐ where this occurs an alternative College Consul must be sought;
    • if the College Consul from the relevant Faculty is not available for the interview, an alternative College Consul must be sought
  • At the discretion of the Head of Department, other members who in his/her judgement would enhance the selection process.

 

Clinical Senior Lecturers

  • Head of Department (Chair), or a senior nominee;
  • Faculty Dean, or a Vice-Dean, or their senior nominee;
  • Head of Group/Division;
  • One or two other academic members of the Division:
    • one should be non‐professorial and drawn from the list of elected panel members;
  • College Consul from the relevant Faculty:
    • the College Consul should not be from the department in which the appointment is to be made ‐ where this occurs an alternative College Consul must be sought;
    • if the College Consul from the relevant Faculty is not available for the interview, an alternative College Consul must be sought
  • NHS Trust Representative;
  • Royal College Representative:
    • Once approval to recruit is given, a copy of the approval letter should be sent to  the AAC Administrator at the Royal College asking them to provide names of representatives.
  • External Assessor.

Clinical Lecturers

  • Head of Department (Chair), or a senior  nominee;
  • Faculty Dean, or a Vice-Dean, or their senior nominee; 
  • Head of Group/Division;
  • College Consul from the relevant Faculty:
    • the College Consul should not be from the department in which the appointment is to be made ‐ where this occurs an alternative College Consul must be sought;
    • if the College Consul from the relevant Faculty is not available for the interview, an alternative College Consul must be sought
  • NHS Trust Representative;
  • Postgraduate Deanery Representative (if the post requires a National Training Number (NTN) and will count towards specialist training).

  

 

Associate Professors, Readers and Chairs (Professors) – Appointments Committee Membership

 

  • Dean of the relevant Faculty
    • The Dean of the relevant faculty will act as Chair of the Advisory Committee, or his/her nominee.
  • Other Internal Members
    • A College Consul from relevant Faculty
      • the College Consul should not be from the department in which the appointment is to be made ‐ where this occurs an alternative College Consul must be sought;
      • if the College Consul from the relevant Faculty is not available for the interview, an alternative College Consul must be sought
    • The Head of Department
    • One other senior member of the Department
      • other senior representatives of the Department may also attend, as required
      • the Committee should have female representation
      • every possible effort must be made to have members with varied backgrounds
  • Named/Sponsored post – Representative(s) from the Sponsor  should also be invited to attend
  • External Experts
    • At least two people external to the College (without association with the College) who have expertise in the discipline concerned.
    • Externals should be of appropriate seniority, be able to express an independent view, and be familiar with the criteria for professorships and readerships of research-based universities in the UK.
    • The names of proposed External Experts should be provided by the Department/Faculty.
  • For Clinical Posts
    • Representatives of the NHS Trust(s) where the appointee will have the appropriate Honorary Contract with should be invited to attend:
      • normally the Chief Executive, particularly with regard to the Royal Brompton & Harefield NHS Foundation Trust, Central and North West London NHS Foundation Trust (CNWL), Child and Adolescent Mental Health Service (CAMHS) and the West London Mental Health NHS Trust (WLMHT).
      • Medical Director and the Divisional Director of the Imperial College Healthcare NHS Trust (ICHNT), or their nominees.
      • If more than one Trust is involved, representation must be agreed by the Trusts in consultation with the Head of Department.
    • A representative from the relevant Royal College – the Senior Appointments team will arrange for the appropriate representative to attend.

Appointment of Associate Professors, Readers and Chairs (Professors)

Appointment of Professor of Practice

The process

Step 1

Department/Faculty determines need to recruit

Step 2

Department/Faculty prepares paperwork - this includes Further Particulars (JD, person specification)

Public Advertisement

Draft advertisement and complete Request to Recruit email

Nomination

Justification must be written and signed by the owner of the proposal explaining why the appointment is to be made via nomination rather than advertising (the College’s preferred method). The CV of the nominated individual must be included.

Step 3

Dean gives their approval – following their faculty internal process

Step 4

Department/Faculty emails the above paperwork to:

Senior Appointments Team:

Maria Monteiro, Welcome Service and Senior Appointments Manager

m.monteiro@imperial.ac.uk Tel: +44 2075945498;

Nina Tailor, Welcome Service and Senior Appointments Coordinator

nina.tailor@imperial.ac.uk Tel: +44 207594 7529

Step 5

If advertisement, the Senior Appointments Team places the advert in TalentLink and any other relevant media.

Step 6

If nomination, the Senior Appointments Team seeks approvals from the Assistant Provost (Academic Promotions), Senior Consul and HR Director for the appointment to proceed via the nomination procedure.

Step 7

Advisory Committee (Interview Panel)

Following on from approvals, the Senior Appointments Team organises panel composition in liaison with Department/Faculty. The interview panel should comprise (considering equality and diversity): Dean (Chair), Assistant-Provost (Academic Promotions) may attend, if he wishes to do so, Senior Consul, Head of Department, at least one other senior member of the Department/Faculty and two external experts (Two Professors outside Imperial College in the field which is being recruited to). Senior Appointments Team then send invitations out, fix interview date, book venue and catering and so forth.

Step 8

Shortlisting (if post was advertised)

Senior Appointments Team sends applications for shortlisting to the Advisory Committee

Step 9

Shortlisted candidates or Nominated Candidate

Senior Appointments Team invites shortlisted candidate(s) or nominated candidate (as the case may be) to interview, rejects other(s) no shortlisted, takes up references, sends paperwork to Advisory Committee

Step 10

Interview

Shortlisted / Nominated candidate(s) are interviewed. Advisory Committee recommends successful candidate(s) for appointment.

The Senior Appointments Team attends interviews, takes notes, checks & photocopies candidate(s)’ passports.

Step 11

Offer of appointment

Department/Faculty offers post to the candidate, negotiates salary in line with College’s procedures, moving costs, with Senior Appointments Team’s assistance, as necessary.

Department/Faculty emails Senior Appointment Team the offer details.

Step 12

Contract

The Senior Appointments Team does pre-employment checks, prepares contract of employment, sends contract out to candidate.

Step 13

Signed contract

Senior Appointments Team sends copy of the signed contract to Department, retains a copy for staff file and announces the acceptance and sets up the new starter on College database (ICIS).

Step 14

First day of new member of staff

Department, with help of the Welcome Office, as necessary, arranges induction programme for new staff – Department receives joining forms and sends copy plus signed contract to Payroll. HR or Department checks passport first thing on first day (before any commencement of work) and photocopies main page and prepare RTW checks (if not done on interview day or before start date).

Step 15

For extension of Professor of Practice's appointment

In order to extend Professor of Practice's appointment (members of staff/employees), the following procedure will need to be followed: 

  • Professors of Practice in their final year will be asked for an account of what they have contributed to the College in terms of teaching, research, clinical achievements, other measures of esteem as well as wider contributions (e.g. outreach and EDI). 
  • The application will be first vetted at the Departmental level. 
  • The application will then be vetted by the Dean of the Faculty. 

These approvals should be sent to the Senior Appointments Team (Maria Monteiro, at m.monteiro@imperial.ac.uk and Nina Tailor, at nina.tailor@imperial.ac.uk) who will then seek the approval of the Assistant Provost (Academic Promotions). 

  • The Assistant Provost (Academic Promotions) will make the final decision based on the recommendation by the Dean of Faculty while ensuring consistent treatment across College. 
  • Once it is approved by the Assistant Provost (Academic Promotions), the Senior Appointments Team will process the extension of the contract.
 
 
 

Accessible versions

Some of the downloadable documents linked to on this page are not accessible, please contact recruitmenthub@imperial.ac.uk for an accessible version.