Screening and shortlisting candidates
Screening and shortlisting ensures you advance the most qualified, eligible, and aligned candidates, and do so fairly and consistently. This step saves time and supports equitable hiring.
Screening is objectively assessing each application against the minimum and preferred qualifications set out in the job posting to determine which applicants will be considered for further assessment. Taking time to review applicants thoroughly and systematically will ensure you have the best selection of candidates for the role you are trying to fill.
Candidate priority
Prior to screening applications, ensure you have considered candidates based on seniority, recall or other reasons – union and internal applicants may need priority consideration according to UBC policy.
Learn more about candidate priority and union recall at UBC.
Refer to the following resources for more information or consult with your departmental HR Advisor.
Screening applications
To screen applicants, you may use information obtained from one source or combination of sources such as the applicant’s resume, cover letter or other submitted material.
Ensure you are using only the stated criteria from the job description to screen your applicants – new criteria cannot be introduced during the screening process.
Evaluate each applicant based on:
- Minimum and preferred experience
- Minimum and preferred educational requirements
- Equivalencies or equivalent combinations of education and experience
- Occupational certifications/professional designations (only if it is an occupational requirement)
Key considerations when screening
- Use a screening matrix or scorecard to track your evaluations – ensure you are doing so consistently across all applicants.
- Review the required documents outlined in the job posting against the essential (minimum) selection criteria stated in the job posting and/or job profile.
- Desirable (preferred) qualifications are used when a large number of applicants meet the essential (minimum) qualifications.
- Look for information which gives evidence of the presence of required education and experience. It is important to consider depth and breadth of experience while considering transferable skills and equivalent experience.
- Equivalencies or equivalent combinations of education and experience must be applied consistently for all applicants.
- When screening on educational requirements, you must consider foreign degrees that have been granted Canadian equivalency.
- Consider candidate’s legal entitlement to work in Canada ensuring they can provide required documentation.
Apply inclusivity and equity principles
When reviewing applications, keep in mind equity principles. Please also consult the Equity and Inclusion Office Resources for more information on how to ensure equity, diversity, inclusion and anti-racism at UBC.
- Treat international degrees and experiences fairly.
- Be consistent in how you apply education/experience equivalencies.
- Watch for unconscious bias in interpreting names, education or work history.
- Don’t assume, infer or guess. Avoid stereotyping. Look for stated qualifications and skills and check facts against factual criteria.
- Criteria must be fair, reasonable, consistent and inclusive and equitable during your entire selection process.
Shortlisting
In most cases, it is recommended that a designated selection committee member has brief initial discussions by phone or otherwise (15-30 minutes) with the larger pool of candidates, around 5-10. From those discussions, it is recommended to shortlist down to the top 3-5 candidates to move on to testing and/or panel interviews.
During the initial shortlisting discussions, it is recommended to discuss:
- A bit about them (e.g. what attracted them to the role)
- The particulars about the role to determine fit on both sides
- Salary expectations
Notify candidates in Workday
Ensure you let candidates know via Workday when they are screened out (i.e. determined not to be the successful candidate) as soon as possible.
View details and instructions in the managing the job requisition Knowledge Base (CWL required).
Screening, testing and interviewing services
Sometimes, you may need assistance in interviewing candidates. If you are short on time or you have a large number of applications to review, you may consider using Interviewing services available through UBC Hiring Solutions.
Services available include assistance with long-listing or short-listing candidates, conducting video interviews, conducting skill testing and in-basket tests for hard skills and competencies, and doing full reference checks.
