When shortlisting applicants, consideration of all criteria is recommended. Each selection panel member should read the applications and rate applicants according to the selection criteria. These must be consistent with the advertised requirements.

To assist members of the panel to work more effectively at the shortlisting task a matrix may be developed plotting each applicant against each criterion on a grading scale agreed by the selection committee. Space for comments and a final applicant ranking should also be included. Justification of the individual member’s ranking decisions will assist the committee to address issues essential to reaching consensus.

Panel members also have the option of viewing and shortlisting applicants on-line via PageUp. For instructions on how to use this functionality refer to the Quick Reference Guide (.pdf, staff network log-in details required).

Considerations in shortlisting

There are several points you will need to consider when shortlisting which are listed below:

• You should look for information which gives evidence of the presence of these critical skills;
• Not all selection criteria will be able to be identified as part of the shortlisting process, you will only be able to gather limited information about a match on selection criteria from the CV, and there will be many gaps in the information;
• This is a superficial assessment of how well a candidate meets the selection criteria and how well they would perform in the position;
• The need for structure to guard against unfair discrimination and personal bias must be stressed;
• Check general impressions, and intuitive responses against formal criteria as they might be influenced by prejudices;
• A structured approach saves members’ valuable time;

When the panel uses a shortlisting form [.doc, please see Tips for using the Shortlisting Form (.doc)] it becomes a useful reference when meeting with other panel members to discuss the final shortlist and in preparing suitable questions for interviewees.

A grading scale of 1 - 5 is one example panels can use that may be placed against selection criteria for each candidate according to the degree to which the competency is demonstrated:

5 - exceeds the requirements
4 - more than meets requirements
3 - meets requirements
2 - less than meets requirements
1 - much less than required;

Each Committee member should give their own reasons why/why not each applicant should be shortlisted. There is a space for special comments on the form.

All members views have equal weighting. The panel should try to reach consensus in any decision-making throughout the process. Only if the panel have exhausted the discussion and cannot make a decision via consensus, does the Chairperson have the deciding vote.

Applicants who are shortlisted for a position should be those who best meet the selection criteria. If there are no suitable applicants for interview the panel need to discuss the recruitment strategy.

Things to look for in the resume

There are several points to look out for when considering a résumé, these are listed below:

• Frequent job changes - What was behind the changes? For example: Skill development, career planning;
• Achievements and awards;
• Years of experience - this can be misleading. Even after many years in a position the person may still be performing as they did in their first month, while others may have accomplished more in just one year. Therefore, during a resume screen and during an interview one should focus on activities and behaviours rather than years of experience;
• Gaps in employment history. This may not necessarily be negative. Gaps should be explored in the interview.