Recruitment Complaints

How we will deal with you complaint or request for feedback in regard to your application.

Where an applicant is not shortlisted for interview or is unsuccessful at interview it can be both personally and professionally disappointing. Applicants may wish to obtain feedback on an interview decision as part of their personal development. Unfortunately, due to the high number of applications received we are unable to provide feedback on shortlisting.

Feedback from Interview can be obtained by emailing the jobs inbox at jobs@ulster.ac.uk of the Department of People & Culture addressed to the Resourcing Partner who advised you of the outcome of your application).

There may however, be other situations where an applicant does not agree with a shortlisting or interview decision and he/she wishes is to make a complaint about this decision. Such complaints will be dealt with as follows.

For employees the procedure outlined below does not detract from your rights to pursue a complaint through the University’s grievance procedures

Step One

You should email the Department of People & Culture (addressed to the P&C Advisor who advised you of the outcome of your application).

For complaints relating to the decision of an interview panel the P&C Advisor will provide you with feedback which will include details on any essential criteria which you failed to meet, the areas of the personnel specification which you did meet and the areas of the personnel specification which you exceeded. Interviewing is a very competitive process and it may well be the case that while you meet or exceed the criteria for the post in the competition another applicant provided better evidence of their suitability for the post. If this is the case the P&C

Advisor will explain this to you however, he/she will not release information to you which may compromise the appointee’s right to confidentiality

If after receiving written feedback from the P&C Advisor you require further clarification you can lodge an appeal with the Resourcing Section Leader.

Step Two

In your email to the Resourcing Section Leader you should give details of those aspects of the feedback provided by the P&C Advisor which require further clarification.

The Resourcing Section Leader will audit the recruitment file and provide you with written details of his findings.

How we will deal with Data Protection Disclosure Requests

Job applicants can if they wish make a request for disclosure of personal information held by the University in regard to their application e.g. interview score sheets, shortlisting panel reports or interview panel reports. Such requests should be addressed to:

The Policy Officer, Governance Services, Room J314, University of Ulster, Coleraine campus, BT52 1SA.

If any of the documents requested include details relating to other applicants this information will be redacted to protect other applicants right to confidentiality.

How we will deal with Freedom of Information Requests

The University will respond to all Freedom of Information requests in regard to recruitment activity.

We will not however, release details of the names of applicants or anything which might compromise their right to confidentiality. Applicants apply for posts with the University on a confidential basis and we will at all times aim to protect their right to confidentiality.

Interview panel members also have the right to expect that we will protect their personal information.

We will therefore not release personal information in regard to interview panel members other than their name and job title.

Freedom of Information requests should be addressed to:

The Policy Officer, Governance Services, Room J314, University of Ulster, Coleraine campus, BT52 1SA.