Before the committee process

After the deadline for applications, the Secretary of the FC circulates a list of applicants and the full application documentation to each member of the FC.  In advance of the FC meeting, the Chair and Secretary, in consultation with the FC members by circulation, confirms for each applicant: 

• Whether the application is multidisciplinary (and if so, decides whether further information from and/or consultation with an additional person(s) is required). 
• Whether any Contextual Factors have been declared (identifying what action to take and seeking advice from the relevant HR Business Partnering Teams where necessary).
• The choice of references, internal and external, that will be taken forward. FCs must consult with the applicant’s Head of Institution for recommendations of appropriate referees to nominate. The FC must also check the applicant-nominated referees for suitability, as per the guidance in the References section of this guidance. The Secretary of the FC requesting the reference will also include the full application (without the Contextual Factors) and refer the referee to the relevant Assessment Criteria and Indicators of Excellence.
• Where an application is a reapplication, the previous year’s references should be carried forward and consideration given to updating existing references if appropriate; if it is decided to request an updated reference from a previous year’s referee, this would be treated as one of the newly gathered references for the current exercise.
• What action may be required having reviewed the gender and ethnicity balance of the applications and seeking further information from the relevant Head of Institution as appropriate.
• The appropriate person (usually the Head of Institution but may be delegated to another senior academic officer) to provide the Institutional Statement.
• Whether the application is for the appropriate level of office/post (and, in exceptional cases, whether a new application for a different office should be submitted).
• If the applicant has made reference to their contribution to clinical work and postgraduate medical teaching and training, the Chair of the FC should request a statement from the appropriate NHS Trust to provide comment on their role and effectiveness.
• If the applicant has made reference to their contribution to clinical work including postgraduate veterinary teaching and training, the Chair of the FC should request a statement from the appropriate Clinical Manager to provide comment on their role and effectiveness.
• If an applicant requests that their College teaching or work as Director of Studies should be taken into account, the Chair of the FC should request a statement from the Senior Tutor of the College at which the applicant has regularly undertaken the greater part of their College teaching. The Senior Tutor should be asked to provide a factual description of the scope and amount of such teaching work, and comment on the effectiveness of the applicant’s contribution.