The post-holder undertakes tutorial teaching for the college, as well as departmental teaching. He or she receives a salary from the University and from the college. The University pays the greater proportion of salary. (For information on salary splits, see note below.)

The post-holder holds a non-tutorial fellowship at the college (either because the college does not admit undergraduates or because there is no undergraduate teaching in their particular subject) and receives a salary from the University only.

The post-holder holds a tutorial fellowship at the college. He or she receives a salary from the University and the college. The college pays the greater proportion of salary.

Please refer to the guidance which outlines the circumstances in which it is necessary for a department to seek divisional approval for a recruitment exercise. If divisional approval is required, the department should complete the recruitment proposal form

The department will be notified of the outcome by email.

(a) Refilling of an Associate Professorship

When a post is to be filled which has an existing college association, the starting point should be the assumption that the previous association should remain unchanged. The department should seek confirmation from the college that it wishes to continue with the association. If the college does not wish to continue its association with the post or there are strong academic reasons for the department to seek a change in association, then the process to be followed is set out below.

(b) New Associate Professorship

In the case of a new post (or when a change in association is proposed), the department circulates a call for bids for association to all colleges. The circulation to colleges should include a letter from the department providing a description of the field of the post; the particular undergraduate/graduate needs; and a suggestion about how the post might fit with college needs in the subject area. This letter should be accompanied by the standard replacement claim form (available at www.admin.ox.ac.uk/personnel/staffinfo/academic/). The Divisional Academic Appointments Team (Meghan Lawson) can advise on the process, as necessary.

Departments should ensure that the deadline set for submission of bids gives all colleges sufficient time to take proposals to their governing body meetings. Information about the timing of college governing body meetings is available on the Conference of Colleges website, using single sign-on (Go to www.confcoll.ox.ac.uk and under “Members Area” click on “Conference”, then “Timetable of meetings” and “Timetable of College governing body meetings”). Tabitha Schenk in the Conference of Colleges secretariat is able to give departments access to mailing lists for senior tutors and heads of house.

(c) Departmental assessment of college bids received

In considering bids received, the department should make its decision on the basis of a range of academic criteria, taking account of the interests on both the University and college sides as follows:

University

1. The role of the post and in particular the likely balance between undergraduate teaching, graduate teaching and research.
2. The characteristics of the post in the subject area in question, e.g. how specialised is the job description. (A highly specialised job description may be more suitable for a nontutorial than for a tutorial fellowship.)
3. Relevant academic strategic considerations for the subject area; any such considerations should normally have been made clear in the circulation to colleges and in planning discussions.

College

1. College requirements for undergraduate teaching, graduate support, etc.
2. Number of posts in the subject area or cognate areas in the college and relative strength of arguments in the circumstances of the case for concentration or dispersal of academic effort.

If no bids are received by the departmental deadline, please contact Meghan Lawson (a second circulation to colleges is not required).

(d) Approval of college association

The departmental recommendation (with a detailed rationale) should be submitted to the Divisional Academic Appointments Team (Meghan Lawson) together with copies of all bids received and the letter that was circulated to colleges. The recommendation should specify: what the teaching need is at the recommended college and how the proposed association will satisfy it; current strengths in the field of the post and associated fields; academic strategy in areas relevant to the field of the post; and facilities relevant to the field. The proposal will be considered by the Head of Division on behalf of the Divisional Board (where there is a potential conflict of interest, the Head of Division will refer the proposal to the Divisional Appointments Panel), and the Division will submit a recommendation for association with a particular college to a Joint University-College Panel operating under the aegis of the Personnel Committee. Meghan Lawson will inform the department when approval from the Joint University-College Panel has been received. The post cannot be advertised until this approval process is complete.

The ‘Joint Appointments Procedures' for Associate Professorships provide detailed information on the composition of selection committees (see www.admin.ox.ac.uk/personnel/staffinfo/academic/appreapp/jointappointme…)

Guidance is also available on the Personnel Services website at www.admin.ox.ac.uk/personnel/staffinfo/academic/appointac/, including links to the Code of Practice on recruitment and selection, the University's guidance on equality and a template invitation letter to prospective committee members.

(a) General principles

There will normally be seven members in total representing both the University and the college.

There should be at least one member of each sex on every committee if suitably qualified individuals are available. Any proposal to depart from this rule will need be approved by the Chair of the University's Personnel Committee. It is recommended that, as a matter of good practice, committees should aim at one third of members being women.

The head of department or his/her nominee must be a member of the committee and, in the case of Associate Professor posts with less than 8 hours of college teaching (in the Social Sciences Division, this is usually APTF-U and APNTF posts), will normally chair the committee. The chair of the committee must have completed the appropriate recruitment training within the last four years (www.learning.ox.ac.uk/seminar_desc.php?cat=cc&ls=all&cc=PER/REC/ONLI&pa…).

If the post is being advertised in association with a tutorial fellowship, i.e. grade 10a (30S and 39S), one of the University members of the committee must be a tutorial fellow.

Selection committees may contain individuals who are not members of the relevant college or department, or who are external to Oxford, in order to ensure a sufficient spread of subject expertise and/or a broader perspective.

In cases where the field of the appointment is unusually broad, the selection committee may be appropriately enlarged by negotiation between the University and college, in which case the enlarged committee should retain broadly the same proportions of University and college members.

All members of the combined selection committee will be involved in all stages of the recruitment process (see section 11 of the ‘Joint Appointments Procedures'). If at any stage of the selection process, any member of the committee becomes unable to serve, the relevant body appointing that member may appoint a replacement, and in the interim the committee may continue with the selection process. A temporary replacement of one member of the committee by another for part of the process is not normally permissible.

Selection committee composition for an Associate Professorship: APTF-U and AP-NTF

• 4 members appointed by the department (head of department normally chairs)
• 1 member appointed by the Division (one of the University appointees must hold a tutorial fellowship if the post is being advertised in association with a tutorial fellowship)
• 2 members appointed by the college

Selection committee composition for an Associate Professorship: APTF-C

• 4 members appointed by the college (including the chair)
• 3 members appointed by the department (one of the University appointees must hold a tutorial fellowship)

(b) The divisional appointee/representative

If the Head of Division does not wish to serve as divisional appointee/representative, the Division will liaise with the department to identify another divisional representative. The divisional appointee/representative will usually (although not always) be drawn from a different department within the Division in a cognate discipline. The department will be asked to consider how best to use this position, e.g. to complement or extend subject expertise, to provide external perspective, etc.

(c) Approval of membership of the selection committee

The department must submit details of the entire committee to the Divisional Academic Appointments Team (Meghan Lawson), including proposals for the divisional

appointee/representative. (It would be helpful to check if proposed members are willing to serve before submitting details to the Division.) These details will be forwarded to the Head of Division for approval. The Division will write to the divisional appointee/representative to invite him or her to serve on the committee.

University as the major employer (grade 10a: 30S and 36S)

www.admin.ox.ac.uk/personnel/staffinfo/academic/appreapp/

The department and the college should discuss the remit of the post openly and fully. The list of duties and the selection criteria should be agreed. In particular, the precise field of the appointment should be clearly defined, with both the needs of the department and college being carefully considered.

The department is responsible for drawing up the Further Particulars having liaised with the college as above. [Note that for posts where the college is the major employer (grade 10a: 39S – APTF-C), the college is responsible for drawing up the Further Particulars, liaising with the department throughout the process.]

In order to ensure that the most up to date version is used, each time a new recruitment exercise is undertaken, the department should download the Further Particulars template from the Personnel Services website (see link above) (rather than overtyping existing Further Particulars documents). It is important to ensure that documentation is consistent across the Division and University, and that up to date standard text is used.

(a) Particular points to note on the preparation of Further Particulars:

• Since early 2015, the Division has stopped using ‘or Professorship' as part of the post title. Therefore, ‘or Professorship' can be deleted from the first page of the Further Particulars.
• Post title: An Associate Professorship can be either; ‘of' [disciplinary area] or 'in' [disciplinary area]. It is up to the department to decide which wording best suits its purpose. Once a decision has been made, the wording should be used consistently.
• A closing date should be proposed in the ‘How to Apply' section of the Further Particulars. However, the date may have to be changed in order to meet the requirements of the Resident Labour Market Test www.admin.ox.ac.uk/personnel/permits/tier2/overseas/advertisingrequirem….
• Salary scales can be found at: Personnel Services circular www.admin.ox.ac.uk/personnel/circulars/ The circular, which is published each year, contains the complete breakdown of grade 10a salaries.
  Finance Division website www.admin.ox.ac.uk/finance/epp/payroll/scales/academicsalaryscales/ The scale on the Finance website does not include the college proportion of the salary for 30S or 39S.
• The distinction award figures can be found at: www.admin.ox.ac.uk/finance/epp/payroll/scales/allowancesandawards/ These figures are required in the Standard Terms and Conditions section of the Further Particulars. The stint footnotes and additional wording for the ‘Duties of the Post' section of the Further Particulars can be found online.
• The text for the Social Sciences Division section can be found online.
• The wording of the section on Standard Terms and Conditions must not be changed; editing should only take place where highlighted by a #C.
• For grade 10a (30S) the ‘General Template of Duties for Tutorial Fellows' should be added to the end of the Further Particulars. A word version of the document is accessible using single sign-on, on the Conference of Colleges website.

(Go to: www.confcoll.ox.ac.uk, click on “Senior Tutors' Committee”, enter single sign-on details, and then click on “key documents”.)

(b) Final approval of the Further Particulars:

(i) On completion of the draft FPs, the department should arrange for the document to be approved by the selection committee (including the college representatives). Selection committee members should be offered a reasonable timeframe in which to review and comment on the Further Particulars; and in particular, the department should ensure that written approval from the college is received.

(ii) The department should ensure that the formatting and layout of the document are consistent throughout and review the entire content of the document from the perspective of external candidates to ensure clarity.

(iii) Only when the above exercise has been fully completed should the department send the final draft to the Divisional Academic Appointments Team (Heather Phillips), for divisional review and approval. The division should be offered a reasonable timeframe in which to review/comment and approve the Further Particulars. An approximate lead time is 3 days from receipt.

(iv) If there are any amendments or comments from the Division, these will be sent to the department as tracked changes. Once accepted (or queried and resolved), the department is responsible for producing the final version and sending a copy to the Division.

(v) The Divisional Academic Appointments Team raises the Staff Request attaching the final FPs. Once the post authorisation is received, this will be sent to the Department (see next step: Advertisement).

University as the major employer (grade 10a: 30S and 36S)

The department should prepare the advert in accordance with the wording of the Further Particulars, and with what has been agreed with the college. [Note that for posts where the college is the major employer (grade 10a: 39S – APTF-C), the college is responsible for drafting the advert, advertising the post and printing out copies of the adverts in order to meet RLMT requirements.]

A template advert can be found at: www.admin.ox.ac.uk/personnel/staffinfo/academic/appointac/

Where a department will need to apply for a Tier 2 Certificate of Sponsorship for a successful appointee, the Home Office's advertising requirements (called the Resident Labour Market Test - RLMT) must have been met.

These requirements, for example; the length of time the advert appears, where the advert appears, and what specific areas should be covered in the text of the advert are described in detail on the Staff Immigration website: www.admin.ox.ac.uk/personnel/permits/tier2/overseas/advertisingrequirem…

Of particular note: in order to meet the RLMT, please be aware that college housing allowances should be stated explicitly in the advert. Stating ‘plus allowances' is not sufficient; the actual figure must be included.

Immigration and right to work requirements are complex, and departments must ensure that all administrative staff supporting recruitment and selection exercises (for any type of post) are suitably familiar with the detailed guidance provided on the University website: www.admin.ox.ac.uk/personnel/permits/, are subscribers to the SIT bulletin, and attend training and briefing sessions provided by the University in these areas as appropriate.

(a) Finalising the advert

1. On completion of the draft advertisement, the department should arrange for it to be approved by the selection committee (including the college representatives). Selection committee members should be offered a reasonable timeframe in which to review and comment on the advertisement; and in particular, the department should ensure that written approval from the college is received.
2. The department should send the final draft to the Divisional Academic Appointments Team (Heather Phillips), for divisional review and approval (usually at the same time as the Further Particulars – see previous step).
3. If there are any amendments or comments from the Division, these will be sent as tracked changes. Once accepted (or queried and resolved), the department should send the final version back to the Division.
4. The Department is responsible for uploading vacancy to CORE to appear on the University website and jobs.ac.uk (see previous step – Staff Request will be raised by the Division and post authorisation sent to the Department).
5. The Department is responsible for printing out copies of the adverts when they have appeared on the University website and jobs.ac.uk; this is for the purposes of meeting the RLMT requirements.
6. Should a department wish to advertise in any other location, this should be organised independently, using the approved advertisement.

Departments are responsible for this part of the process: (i) managing applications on CoreHR; (ii) organising shortlisting; (iii) organising interviews; and (iv) communicating with candidates who have not been shortlisted or who are unsuccessful at interview (via CoreHR or another method if this is deemed more appropriate).

The department must ensure that the Chair of the selection committee has undertaken the appropriate training in recruitment and selection in the past four years (www.learning.ox.ac.uk/seminar_desc.php?cat=cc&ls=all&cc=PER/REC/ONLI&pa…).

All members of the selection committee should receive copies of the following and be reminded of their responsibilities as members of a selection panel:

Guidance on the appointment of academic staff: www.admin.ox.ac.uk/personnel/staffinfo/academic/appointac/

‘Joint Appointments Procedures': www.admin.ox.ac.uk/personnel/staffinfo/academic/appreapp/jointappointme…

The selection committee should meet to discuss the applications. Where a member of the selection committee cannot attend any part/s of the process, their views should be communicated in writing beforehand, to be shared at the meeting with the committee members who are present.

The applications should be assessed against the selection criteria and a record of the decisions should be kept. If the selection committee is not being serviced by an administrative member of staff, the chair should take notes, or nominate someone to do so.

A suggested pro forma for the recording of shortlisting decisions can be found here: www.admin.ox.ac.uk/personnel/staffinfo/academic/appointac/

It is usual when recruiting to academic posts to seek references at an early stage in the process. Please see section 4) b. in the Guidance on the appointment of academic staff www.admin.ox.ac.uk/personnel/staffinfo/academic/appointac/

Shortlisted candidates should be invited to interview making clear the points listed in section 5) a. of the Guidance on the appointment of academic staff www.admin.ox.ac.uk/personnel/staffinfo/academic/appointac/

It is University policy that all candidates for the interview should be asked to give a presentation or undertake some other form of selection exercise related to the duties of the post. Please see section 5) b, c and d. of the Guidance on the appointment of academic staff www.admin.ox.ac.uk/personnel/staffinfo/academic/appointac/

For guidance on ‘making the final decision' and ‘informing candidates', please see sections 6 & 7 of the Guidance on the appointment of academic staff www.admin.ox.ac.uk/personnel/staffinfo/academic/appointac/

Once consideration of the shortlisted/interviewed candidates has taken place and the selection committee has reached an agreement, a detailed report (the Selection Committee Report) should be produced and submitted to the Divisional Academic Appointments Team (together with the rest of the appointments paperwork, as detailed at Step 8): this should be a single report agreed by all members.

In line with the requirements stated in the ‘Joint Appointments Procedures', the Division would expect the following to be covered in the report:

• Date of shortlisting meeting;
• Did all selection committee members attend all aspects of the procedure – shortlisting meetings/interviews etc.;
• For cases where members of the selection committee were unable to attend the shortlisting meeting, did they contribute to the shortlisting via email or other means;
• Were references sought for all shortlisted candidates;
• General comments on the overall performance of the shortlisted candidates;
• Appointable candidates in order of preference;
• Comments on the performance and qualities of the first choice candidate with reference to the selection criteria;
• Comments on the performance and qualities of other appointable candidates, with reference to the selection criteria;
• Number of non-appointable candidates and reasons, with reference to the selection criteria;
• Date of selection committee's recommendation;
• Was the selection committee's recommendation unanimous;
• Factors that might have a bearing on the salary offered to the first choice candidate.

As stated in the ‘Joint Appointments Procedures' it is very important that the Head of Division, who considers the report on behalf of the Divisional Board, receives sufficient information to enable an informed decision to be made. If a selection committee report is submitted where the key areas (as listed above) have not been covered or have not been covered in sufficient detail, the department will be asked to re-submit the report with more detail. The appointment will not be considered by the Head of Division until a full report has been received.

Full guidance on the requirements in relation to reporting can be found in the ‘Joint Appointments Procedures' under paragraph 21. www.admin.ox.ac.uk/personnel/staffinfo/acad

Please note that where a selection committee has not been able to reach a unanimous decision, there are specific procedures to be followed, which are set out in sections 17-23 of the ‘Joint Appointments Procedures' (see link above).

The Divisional Board and the governing body of the college are the appointing bodies. The selection committee must make a recommendation to these appointing bodies and both bodies must approve the appointment before a contract is issued. The department may, if it wishes, issue an offer letter to the proposed appointee: a template letter is provided. It is important that the letter clearly states that any offer of appointment is subject to formal approval by the Division and college. The department must complete the Academic Recruitment Cover Sheet and submit it to the Divisional Academic Appointments Team (Meghan Lawson), together with the documentation listed in the cover sheet guidelines. A copy of this paperwork should be also be submitted to the college. It is important that the cover sheet is completed in full and that all details are accurate since the Divisional Academic Appointments Team will use this information when preparing the contract of employment.

The usual initial period of office for an Associate Professor is five years. If any variation to the standard five years is proposed, the department must include an academic case for the proposal with the appointments paperwork.

The Head of Division normally approves straightforward appointment cases on behalf of the Divisional Board. If there is a potential for a conflict of interest, (s)he will seek the advice of the Divisional Appointments Panel.

Salary offer

The head of department, in consultation with the college, is responsible for determining the proposed salary level (for approval by the Head of Division). It is advised (see step 7) that matters that may be relevant to the recommended salary, such as the preferred candidate's current salary (where known) and market competition, are included in the selection committee report.

In some circumstances, the department may wish to propose an over-scale salary supplement and/or conferment of professorial title. In such cases, the Division will need to make a case to the University's Senior Appointments Panel (SAP): detailed guidance for departments is available online. Once SAP approval has been obtained, the department must submit the rest of the appointments paperwork (including the Academic Recruitment Cover Sheet and any other associated documentation not included as part of the SAP case) to the Divisional Academic Appointments Team (Meghan Lawson).

When the appointment has been approved by the Head of Division on behalf of the Divisional Board, the Divisional Academic Appointments Team will prepare the contract of employment (with reference to the documentation that has been submitted by the department i.e. Academic Recruitment Cover Sheet).

The draft contract will be sent to the departmental head of administration, who will be asked to confirm the details before the contract is passed to the Divisional Registrar to sign for the University.

The contractual terms and conditions and any other standard annexes will be included in the email with the draft contract letter but departments should note that these are provided for information only. The terms and conditions and annexes have all been approved at University level, following legal advice and consultation with unions as appropriate, and cannot be amended.

The Divisional Academic Appointments Team is responsible for issuing the contract of employment and the data collection form, for carrying out pre-employment checks and for payroll / Core actions. However, please note that where the application of a Certificate of Sponsorship is required, this will be the responsibility of the department (except where the college is the major employer – APTF-C, in which case the Certificate of Sponsorship application is a college responsibility). Other processes (including application for university card and IT access and induction) are managed by the department.

A hard copy of the contract of employment (signed by the Divisional Registrar) will be sent to the head of department and the head of house.