Making and recording the decision
Making the appointment decision
The appointment decision should be based on the evidence gathered throughout the selection process, including:
- The application and shortlisting information
- Interview responses
- Practical tasks or observations
- Evidence of qualifications and experience
- Safeguarding information
- References and other pre-employment checks
The highest-scoring candidate should normally be the person who most closely meets the agreed criteria. The panel should clearly document the reasons for its final decision, particularly if the person appointed is not the highest-scoring candidate.
Any offer should be made in line with the setting’s recruitment procedures and should be conditional upon the satisfactory completion of all required pre-employment and safer recruitment checks.
Providing feedback
Specific, evidence-based feedback can be helpful to both successful and unsuccessful candidates.
Using the completed scoring sheet, feedback can highlight:
- Areas in which the candidate demonstrated strong evidence
- Areas in which their evidence was limited
- Skills, knowledge or experience they may wish to develop
- How their responses compared with the requirements of the role
Feedback should be constructive, professional and based only on the agreed selection criteria. Avoid sharing information about other candidates.
Record keeping and Data Protection
All recruitment documentation should be accurate, factual and stored securely in line with the setting’s:
- Recruitment and selection procedures
- Data protection and UK GDPR requirements
- Privacy notice
- Document retention schedule
- Safeguarding and safer recruitment procedures
Records may include:
- Shortlisting score sheets
- Interview notes
- Interview and activity scoring sheets
- Copies or records of documents checked
- Panel decision records
- Correspondence with candidates
Interview notes should record relevant evidence rather than personal or subjective comments. Access should be limited to authorised individuals, and records should be retained and securely disposed of in accordance with the organisations agreed retention periods.