Staff Request Form Guidance
Summary
The Staff Request Form enables any manager with a recruiting requirement to input
the details of their request online.
The Staff Request Form can be saved at any time and, once submitted, workflow will
route it to through the required stages of authorisation, which are:
For Core Funded roles
Recruiting Manager > Department Review > HR Review > SVRG Review > VCG Review
For External Funded (Research roles only)
Recruiting Manager > RDSO Review> > HR Review > Head of Department Review
Each request will generally refer to a single position/job description. However, if the
request affects multiple positions, you may find it easier to submit a single request
and attach a business case document that covers the whole submission.
Alternatively, you can submit individual requests and attach the same business case.
Once the request is submitted, the request progresses through the authorisation
process via workflow.
Accessing the system
To access the e-recruitment system (the product is called Stonefish) you will first need to go
to www.bath.ac.uk/jobs and enter your username and password
(figure 1)
This will allow you access to the Staff Request Form (Figure 2)
To start, click on the Create New Request icon
To complete the Request details tab, enter the required information in all the relevant fields,
using the drop down menus where available.
It is a dynamic form; some fields will only be displayed when a particular option is chosen.
All the fields have the following Help Icon
mouse pointer over the icon.
, for information about the field hover the
All New Position, Replacement Position and Temporary Additional Cover requests will require
a Job Description and Person Specification to be attached before you can submit the form.
You can save the form at any time, but will only be able to submit the form when all the
mandatory fields have been completed.
You are strongly encouraged to complete as many of the other tabs as you can at this time,
either before or after you have submitted your request, this will save time during the
subsequent stages of the process.
Job Advert
Click on the job advert tab and input the advert text, any comments, duration of advert and
any requests for supplementary advertising.
Recruitment Details
If you know who will be the panel members/shortlisting for the role and a proposed interview
date, you can input them all now, though you will be asked to confirm once your request has
been approved,
Killer Questions
These are not frequently used within the University’s recruitment process. Whilst the name
may seem rather harsh, Killer Questions are aimed at preventing potential applicants from
wasting their time in applying for a role for which they are unwilling/unable to meet a key
component of the role. e.g. “The hours of work for this role are on a 5 out of 7 rotating pattern
so you may be required to work over some weekends. Please confirm that you are able to
work in line with these requirements?”
Number of Killer Questions
Click on
and select the relevant value from the list. This will create the killer question
entries below
Click on
and select the relevant value from the list
OR
Type the question in the free text field below
Correct Answer
Click to select the relevant radio button
Repeat the Killer Questions and Correct Answer steps until all required killer questions are
entered.
Killer questions can only accept Yes or No answers from the applicant.
Short-listing criteria
This should contain the criteria from the Person Specification that will be used in the shortlisting process.
Usually it is difficult for a candidate to demonstrate ‘skills’ through an application form and
testing is more effective through the interview and selection process.
The minimum selection criteria is 3 and the maximum is 10.
(Where the job is for a named researcher, then please leave the 3 criteria fields blank).
A number of the shortlisting criteria can be merged/consolidated within a single question.
It is useful to ask for recent examples or evidence of experience, knowledge or attributes to
generate more meaningful responses from applicants.
Where possible, the shortlisting questions should be provided in order of importance, to
enable candidates to be filtered according to whether they meet the most important aspects of
the role.
The criteria should be listed in the order of importance when the job is first set up on the
website. Then, if the first criterion is not met, all succeeding criteria can be marked “Not
Scoring”.
If this has not been done and the interview panel subsequently decides, for example, that
criterion marked number 4 should in fact be listed first, the HR team can reorganise the list at
any time to make scoring easier.
Please note that any questions asked must relate to the requirements within the agreed
person specification of your role.
There are a few options for selecting these criteria and these options can be used in any
combination to suit your requirements:
1. If you want to write your own selection criteria, you can just specify the number of
Selection Criteria.
Click on
and select the relevant value from the list. This will create the selection
criteria entries below.
Type the selection criteria in the free text field below
Essential/ Desirable
Click to select the relevant radio button
Repeat steps until all short listing criteria are complete.
2. If you would like to supplement your own questions, you can click on the link “Browse and
select individual criteria”
Expand the category of interest by clicking on the +, in this example the Teaching option has
been expanded.
To select the specific criterion within teaching, just click on the link and it will then insert into
the criterion field in your shortlisting.
Please note, this will overwrite the field that you are in, if you are wishing to add to your
criteria, increase the number of criteria and use the “Browse and select individual criteria”
within that criterion box.
3. Alternatively, there are some role profiles and criteria templates that have been set up
already.
If you click on the link “Browse and select role profiles and criteria templates”
You can expand the selection to view the questions by clicking on the + sign, and you can
either:
“Replace criteria”: This will replace the existing shortlisting criteria in your request
or
“Add to criteria”: This will add these criteria to your existing shortlisting questions
You can save and submit at any stage, though you will need to complete the mandatory fields
within the Request Details tab, before you are able to submit.
Once the job requisition has been submitted the status is displayed within the Active Requests
on the Online Staff Request Form
To return to an incomplete job requisition, select the hyperlink within the Active Requests on
the Online Staff Request Form.
To view Finished/Withdrawn requests, you can click on the + sign by “Show Finished /
Withdrawn”
You will be notified via email as your request progresses along the approval path and you can
also login at any time to view and update other attributes of the potential recruitment
campaign.