Manage unplanned recruitment scenarios

1. Update the Closing Date field with the new date under External (if advertised on University website) OR  Internal (if advertised on the Internal Jobs board only).
2. Update the Closing Date field under Recruitment to match the new date.
3. Add the following text to the top of the advert text in capital letters: PLEASE NOTE THAT THE CLOSING DATE FOR THIS VACANCY HAS BEEN EXTENDED TO XXXXX.
4. Notify applicants who have already submitted their applications. 
5. Update any external adverts (eg Jobs.ac.uk), as required.

Remove live advert

Where a vacancy is currently being advertised and you want to remove it.

1. Update the Closing Date field with yesterday's date under External (if advertised on University website) OR  Internal (if advertised on the Internal Jobs board only).
2. Update the Closing Date field under Recruitment to match, ie yesterday’s date.
3. Notify applicants who have already submitted their applications.
4. Update any external adverts (eg Jobs.ac.uk).

Applicant is unable to apply online

There are many reasons why someone may be unable to apply online, for example, technical issues, missed the deadline etc

Withdraw after deadline

Applicant wishes to withdraw their application.

Add document to submitted application

If you wish to add a new 
document (eg CV) to a 
submitted application. 

To attach a new document to a submitted application, follow the Add attachments to applications section in the Generate shortlisting packs and screen applicants guide. 
 

Note:  All documents manually attached to an application will be visible to the applicant through the applicant portal. Therefore, do not upload confidential documents that you do not wish to share with applicants, such as references. If you require further advice and support, contact HR Systems Support.

Document is causing an error when generating an application

(ie merge application and attached documents)

1. Ensure all applicant statuses are correctly recorded in the system - follow the Manage Recruitment statuses and events guide to see how to update the applicant statuses.
2. Unlink appointment from vacancy.
3. Change Vacancy Status to ‘No appointment made’ and close the vacancy - follow the Close a vacancy guide.
4. Create a new manual vacancy for advertising.
5. Link original appointment to new vacancy.
6. Review the vacancy details are using the checklist provided in the Prepare and authorise a vacancy guide. 
7. Authorise the vacancy.

1. Refer to specific guidance 'Offer rejected'.
2. Ensure all other applicant statuses are correctly recorded in the system - follow the Manage Recruitment statuses and events guide to see how to update the applicant statuses.
3. Unlink appointment from vacancy.
4. Change Vacancy Status to ‘No appointment made’ and close the vacancy - follow the Close a vacancy guide.
5. Create a new manual vacancy for advertising.
6. Link original appointment to new vacancy.
7. Review the vacancy details are using the checklist provided in the Prepare and authorise a vacancy guide. 
8. Authorise the vacancy.

1. Ensure all applicant statuses are correctly recorded in the system - follow the Manage recruitment statuses and events guide to see how to update the applicant statuses.
2. Unlink appointment from vacancy.
3. Change Vacancy Status to ‘No appointment made’ and close the vacancy - follow the Close a vacancy guide.
4. Email Reward team to confirm that the original post should be made dormant (reward@admin.ox.ac.uk).
5. Raise a new staff request and start the recruitment process anew - use Create and approve staff requests guide.

1. Ensure all applicant statuses are correctly recorded in the system - follow the Manage Recruitment statuses and events guide to see how to update the applicant statuses.
2. Change Vacancy Status to ‘No appointment made’ and close the vacancy, follow the Close a vacancy guide.

Offer rejected by preferred candidate, now want to offer to standby candidate

When your preferred candidate rejects your offer (which you have recorded) and the decision is made to make an offer to your standby candidate.

1. Refer to specific guidance 'Offer rejected'.
2. Record the offer against the standby applicant following the ‘Manage a successful applicant’ guide.

Note:  If the applicant has been appointed, refer to the 'New starter didn't show' scenarios.

Appoint applicant from a different vacancy

When a recruitment exercise fails to lead to an appointment and the decision is made to appoint someone who applied for a different vacancy (to which you have access).

1. Ensure all applicant statuses are correctly recorded in the system - follow the Manage Recruitment statuses and events guide to see how to update the applicant statuses.
2. Attach applicant to additional vacancy.
3. Record new offer against the standby applicant. Follow the Manage a successful applicant guide in full to ensure all steps are covered for this new successful applicant.

Make a direct appointment

When a recruitment exercise fails to lead to an appointment and the decision is made to make a direct appointment (ie the new starter did not apply via the applicant portal).

1. Unlink the planned appointment from the vacancy.
2. Change Vacancy Status to ‘No appointment made’ and close the vacancy - follow the Close a vacancy guide.
3. Follow the Appointing guidance for direct appointments.

New starter did not show and plan to re-advertise to the same appointment

This is where the new starter’s record has been created in People Management, they have declined the job and the decision has been made to re-advertise with the same attributes.

1. End the appointment against the employee’s record and update leaving fields accordingly.
2. Raise a new staff request and start the recruitment process anew, use Create and approve staff requests guide.

New starter did not show, so wish to make offer to standby candidate

This is where the new starter’s record has been created in People Management, they have declined the job and the decision has been made to make an offer to the standby candidate.

1. End the appointment against the employee’s record and update leaving fields accordingly.
2. Raise a staff request for a replacement / refill (to request a new planned appointment) use Create and approve staff requests guide.
3. Update the applicant status against the original preferred applicant to ‘Offer Refused’, follow the Manage Recruitment statuses and events guide.
4. Link new planned appointment to original vacancy.
5. Record new offer against the standby applicant. Follow the Manage a successful applicant guide in full to ensure all steps are covered for this new successful applicant.

Recorded offer against wrong applicant (not appointed)

Where the offer has been recorded against the wrong applicant and the incorrect new starter’s record has not been created in People Management

1. Update the applicant status against the incorrect applicant to ‘Offer Refused’, follow the Manage Recruitment statuses and events guide.
2. Record new offer against the correct applicant. Follow the Manage a successful applicant guide in full to ensure all steps are covered for this new successful applicant. 

Recorded offer using the wrong post (not appointed)

Where the wrong appointment was used, and the offer has been recorded and the incorrect new starter’s record has not been created in People Management.

1. Update the applicant status to ‘Offer Refused’ - follow the Manage Recruitment statuses and events guide.
2. Unlink the planned appointment from the vacancy.
3. Link the correct appointment to the vacancy.
4. Record new offer against the successful applicant. Follow the Manage a successful applicant guide in full to ensure all steps are covered for this new successful applicant.

Recorded offer using the wrong appointment (appointed)

Where the wrong appointment was used, and the offer has been recorded and the incorrect new starter’s record has been created in People Management.

Applicant is linked to the wrong employee

During the appointment process if an applicant is accidently linked to the wrong employee.

Direct appointment, but appointment has been linked to a vacancy

When a new starter is a direct appointment, but the planned appointment has been linked to the vacancy (which was never advertised). You will not be able to appoint until it has been unlinked from the vacancy.

1. Unlink the planned appointment from the vacancy.
2. Change Vacancy Status to ‘No appointment made’ and close the vacancy, follow the Close a vacancy guide.
3. Follow the Appointing guidance for direct appointments.

Assigned wrong planned appointment to a vacancy

Where an incorrect planned appointment has been linked to a vacancy and needs to be unlinked.

1. Unlink the incorrect planned appointment from the vacancy.
2. Link the correct appointment to the vacancy.