This page is designed to provide a framework which assists you to recruit and select the best person for your job in line with legislation and best practice principles. The College is committed to ensuring that its recruitment and selection procedures:

  • are applied consistently and fairly, and com­ply with leg­is­la­tion and best practice principles
  • are conducted in a professional, timely and responsive manner
  • result in the best person being appointed to the job based on merit
  • support the College’s core mission and strategy

After reading the recruitment and selection procedure, please click the box that relates to the type of staff member you would like to recruit. 

Recruitment pause in response to COVID

Recruitment overview - all non essential recruitments have been paused

  • All non-essential recruitments have been paused to enable College to focus resources on supporting current staff.
  • The College has asked senior management within each faculty to review all posts currently ‘open’ and those that do not meet the exception criteria will be paused pending review.
     
  • If, in the future, the College utilises the government's Job Retention Scheme, staff who have been ‘furloughed’ could come off furlough and be available for temporary redeployment if appropriate.
  • Exceptions can be made following the criteria and process set out below.
Current offers and interviews
  • For current recruitment where offers have already been made to individuals or candidates who have already been invited to scheduled interviews we will honour the offer but will liaise with departments about the specifics of starting at the College.
  • Where interviews do go ahead, they will be initiated remotely via video call. Guidance is available from Recruitment Hub for hiring managers and candidates on how to conduct video interviews.  
Contact
  • The Recruitment Hub will liaise with all managers about ongoing recruitment questions.
  • Rob Farace, Head of Recruitment and Progression, will be the point of escalation and advice for all hiring managers.

Exceptions to recruitment can be made for the following reasons

Exceptions – academic posts

Exceptions could be made for the following reasons:

  • Essential to ongoing research activity;
  • Essential to the continuation of academic programmes;
  • Essential to achievement of faculty objectives;
  • Essential to the College’s research profile in the context of REF
  • The list of exceptions should be compiled by the Deans of each Faculty to the Provost for discussion and approval.
Exceptions – non-academic posts 

Exceptions could be made for the following reasons:

  • Essential to support ongoing College research (e.g. COVID);
  • Essential to support ongoing teaching and research (transition to remote teaching and assessment);
  • Essential for critical operations for the College; or
  • Not possible to use current staff to deliver activity (including cross-faculty and any furloughed staff.
  • Exceptions to the recruitment pause for non-academic posts can be made by representations to the Silver appointments group (Chief Financial Officer, Director of HR and Director of Finance and invitees) which will be supported by the Head of Recruitment and Progression.

Recruitment authorisation for academic posts

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 email from the Provost authorising the recruitment.
  • Recruitment can then be initiated in the normal manner through the Recruitment Hub who must be provided with a copy of the Provosts confirmation.

Recruitment authorisation for research funded posts

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.

In considering whether to commence recruitment for a research funded role, each department should review the criteria below.

  •  Can the research in question can be delivered in the College’s current mode of operating (e.g. is the lab open), or can it be conducted remotely (i.e. from home)
  • If the recruitment relates to a new award has the funder confirmed that the start date can proceed as planned?
  • If the recruitment is related to an existing award is the funding confirmed as continuing?
  • Have any potential budget shortfalls been addressed (no-cost extensions, supplementary grant funding, use of underspends and/or budget virements)
  • Can a candidate be found that can work from the UK, avoiding any tax or social security issues?
  • Please note research roles that require more than 10% of the salary to be funded by the College will also need authorisation from the Silver Subgroup via the Non-Academic/Non-Research Posts authorisation route.

The recruiting manager can then commence the normal recruitment process, via the Recruitment Hub.

Recruitment authorisation for non-academic/research posts

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.

  • Prior to requesting a new non-academic/non-research recruitment, you must contact your Faculty Operating Officer or Departmental Director for authorisation.
  • On your behalf, they will submit a recruitment authorisation form, which asks for the post details and a business case for the role.
  • All forms submitted by Friday 5pm will be reviewed the following week by the silver subgroup, consisting of the Director of HR, Director of Finance the Chief Financial Officer. 
  • The outcome of this meeting and subsequent next steps will be communicated directly to the recruiting manager by the Head of Recruitment and Progression by close of business the following Friday.

Casual workers

  • All non-essential registrations of new casual workers has been stopped.
  • Exceptions will be made for essential roles, such as core operational roles, or roles that are required to support remote teaching and assessments and their processes.
  • No new Pay8A forms will be accepted from 19th March until further notice.
  • Any applications for setting up new workers in essential roles should be sent to casualpay@imperial.ac.uk
  • Departments are requested to review and consider their utilisation of current registered casual workers for non-essential roles during the period of Coronavirus disruption.

Recruitment and selection principles

Guidance, training and support

  • It is the responsibility of all Heads of Department to ensure that staff within their areas familiarise themselves with and follow this guidance.
  • All staff who are on recruitment panels are expected to have attended a recruitment and selection training course. The Learning and Development Centre offers a variety of options for both initial and refresher training - course content, dates and booking details are available on the Learning and Development websitePlease note: that it is College policy that at least one member of the panel must have been trained in recruitment and selection.
  • It is also recommended that recruitment panel members attend unconscious bias training.
  • For advice and support on any aspect of this guidance or specific recruitment issues please email recruitmenthub@imperial.ac.uk.

Equality and diversity considerations

 The College is committed to:
  • ensuring equality of opportunity for all applicants in line with the Equality Act 2010, as such:
    • All job adverts will include the College’s equal opportunities strapline and awards.
    • All applicants will receive equal treatment regardless of their protected characteristics (age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation). Please note: that it is illegal to discriminate either directly or indirectly on the grounds of a protected characteristic.
  • seeking applications and candidates from the widest pool possible
  • recruiting and selecting individuals on the basis of their relevant merits, skills and competency
  • ensuring that panel members are as diverse as possible
  • ensuring that all candidates are treated with respect and creating a positive candidate experience irrespective of the outcome
  • monitoring recruitment (see further information under the Shortlisting section)

Immigration requirements

  • The College has a legal obligation, under the Immigration, Asylum & Nationality Act 2006, to ensure that all prospective employees and casual workers have the right to work in the UK before they commence employment.
  • The HR Immigration webpages on Recruiters' guidance and carrying out Right to Work checks outline the actions required.
  • Failure to comply with these requirements could result in a civil penalty for managers and HR staff who employ illegal migrant workers of up to £20,000 per illegal worker and for those who knowingly employ illegal migrant workers a maximum 2-year prison sentence and/or an unlimited fine.
  • All non-EEA nationals require permission to work and enter/remain in the UK (unless exempt) before they commence employment.
  • For further information please refer to the Employing Non EEA Nationals under the Points Based Immigration System section of the HR website.

Disclosure and Barring Service checks (Criminal records checks)

Where you are recruiting to a sensitive role, which is listed as  exempt under the Exception Order of the Rehabilitation of Offenders Act 1974, for example:

  • work with children
  • work with vulnerable adults
  • healthcare professional appointments
  • health service appointments
  • chartered/certified accountants appointments
  • financial services appointments
  • work involving matters of national security

The Hiring Manager should discuss with HR whether or not the successful candidate will require a Disclosure & Barring Service (DBS) check (to identify candidates who may be unsuitable for the work) before commencing the recruitment process.

Detailed information can be found on the DBS guidance page.

Confidentiality and data protection

  • All sensitive data, including recruitment documents, must be collected, processed and stored securely and confidentially in accordance with the Data Protection Act (DPA) 1998. Further information is available from the College’s Data Protection policy.
  • Any candidate's information must be treated confidentially and should not be circulated for consideration for other vacancies without the express consent of the candidate.

Other recruitment related policies

Information regarding other recruitment related policies and procedures can be accessed here:

When recruiting local staff overseas, you must follow the College’s normal recruitment processes to ensure fairness, transparency, and equality of opportunity. If you have any concerns, please raise these with your line manager in the first instance.

HR will place all vacancies (except those of 6 months duration or less) on the College’s Job Applicants' website for a minimum of 2 weeks.