Once a vacancy has closed, Trac will automatically move the vacancy and eligible applications into the Shortlisting stage.
If the Recruiting Manager (RM) has longlisted, the HRSS Recruitment team will reject all applicants in ‘Pile 3. Meets no essential criteria’ before progressing the following applicants to shortlisting:
- Applicants in ‘Pile 1. Meets all essential criteria’
- Applicants in ‘Pile 2. Meets some essential criteria’
- Applicants who have not been longlisted
If the RM did not use the longlisting feature all candidates will be moved to Shortlisting.
Once the vacancy and all eligible applications have been moved into the Shortlisting stage in Trac, the Shortlisting panel will be invited to shortlist via a Trac communication sent by the HRSS Recruitment team.
A breakdown of the Shortlisting stages in Trac has been provided below;
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Shortlisting: Shortlist stage |
The vacancy and candidates will remain in this stage until the Shortlisting panel have completed their scoring and selected the 'completed Shortlisting' button. The vacancy will then automatically move to Shortlist: Evaluate. It is the responsibility of the Lead Shortlister to ensure the Shortlisting panel complete their scoring. |
| Shortlisting: Evaluate stage |
An automatic email will be sent from Trac to the Lead Shortlister once the vacancy moves into Shortlist: Evaluate. It is the responsibility of the Lead Shortlister to progress the candidates into ‘Rejected’ or ‘Invited for Interview’. |
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Rejecting unsuccessful candidates All unsuccessful candidates must be moved into ‘Shortlisting: Rejected’ by selecting the tick box to the left of the candidate and selecting ‘Rejected’. Once moved, the HRSS Recruitment team will send the a ‘Shortlist Regret’ email to all candidates within this section when they set up the interviews. |
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Moving successful candidates to Interview Once unsuccessful candidates have been moved to ‘Shortlisting: Rejected’, the Lead Shortlister will need tick the box next to all successful candidates and select ‘move to Interview’. This will open up the ‘Interview Gateway’ where the Lead Shortlister can provide all Interview details. Please submit the Interview information in line with the recruitment management standards to ensure the Interviews can be set up and candidates notified with enough notice. |
Can applications be distributed between Shortlisters?
No, individual Shortlisters must score ALL applications on their own account, for example, a panel of two Shortlisters cannot distribute 20 applications between them and score 10 each.
Missing ‘Interview Gateway’ information
If the Interview information is not complete, the HRSS Recruitment team will not be able to arrange the Interviews and the Lead Shortlister will be contacted to provide the missing information. This could impact the planned Interview date.
Further information and guidance
Further guidance can be found within the ‘Support’ section of Trac, please see the links below:
- Shortlisting: Shortlist stage
- Shortlisting: Evaluate stage
- Moving successful applicants to interview
- Online Shortlisting tutorial