Eligibility List Guideline

Document Number000932
Date Approved14 January 2011

1.      Overview

This Guideline supports the University’s Recruitment Policy 000924.  It explains how an eligibility list is created and used.

2.      Definition

In the context of this document:

An eligibility list is a record of appointable candidates who were interviewed as part of the University recruitment process.  The list contains the details of applicants who attended an interview, were considered appointable but were not successful. 

3.      Creation of an Eligibility List

The eligibility list is created after consent is obtained from candidates deemed appointable (but not appointed to a role) at the conclusion of every recruitment process.  The list of appointable candidates, in order of relative merit, is submitted to Human Resource Services as a part of the Selection Committee report under the heading ‘Other Appointable Candidates’.  The list remains valid for up to 6 months after the date of the interview.  The Eligibility List can remain valid for up to 12 months in the case of specialist roles, at the discretion of the Human Resource Services Manager.

4.      Use of an Eligibility List

The eligibility list can be used by a Division / School / Unit to fill a vacant fixed-term or ongoing position in lieu of commencing a new recruitment process.

When initiating a process to fill a vacant position within the Division / School / Unit, Human Resource Services will identify if a similar position at the same Academic / HEW level has been advertised by the University during the past 6 months.  If there is a current eligibility list for a position which is substantially the same as the vacant position, that is the selection criteria and position description are similar, then the appointment of a staff member can be from the eligibility list.

If a Division / School / Unit decides to use an eligibility list to fill a vacancy they may:

  1. Offer the vacant position to the next appointable candidate on the list.  If the next appointable candidate does not accept the position then the second-ranked candidate may be approached and so forth.  Referee checks must be conducted before an offer of employment is made; or
  2. Use the eligibility list as a short-list for the vacant position.  A Division / School / Unit may convene a Selection Committee and consider each of the candidates recorded on an eligibility list (or sub grouping of candidates) to determine if an  interview is appropriate.  If this method is chosen then the standard recruitment process will apply from that point, avoiding the need to advertise. 

Example 1

The Newcastle Business School advertises a HEW 4 Administrative position and four candidates are unsuccessful at interview but are deemed appointable. Three months later Marketing and Public Relations accepts a resignation from a HEW 4 Administrative Assistant.  Marketing and Public Relations contacts Human Resource Services to initiate a recruitment process and HRS advises of the eligibility list.  Marketing and Public Relations convenes a Selection Committee who considers the eligible applicants and decides to interview the four people.  The standard recruitment process is then followed. 

Example 2

The School of Nursing and Midwifery is seeking a Lecturer in the area of Midwifery.  A similar position had been advertised 5 months earlier in the School with the same selection criteria.  The School accesses the eligibility list from the previously advertised position and offers the new Lecturing position to the first person on the eligibility list. 

5.      Related Documents

Recruitment Policy 000924

Delegation of Authority Policy 000083





Approval AuthorityDirector, Human Resource Services
Date Approved14 January 2011
Date for Review14 January 2014
Policy SponsorDirector, Human Resource Services
Policy OwnerDirector, Human Resource Services
Policy ContactManager, Human Resource Services Team