Selection Panel Report

A selection panel report documents the selection process, why applicants were or were not shortlisted, and why shortlisted applicants were ranked unsuitable, suitable or recommended. It provides essential information for the delegate to make a final selection decision and may be relevant in any formal appeal process.

The delegate may accept, reject or seek review of a panel’s selection recommendation.

Be mindful of record-keeping requirements to retain the final selection panel report and other selection documentation, such as the position description, for at least two years after the selection decision is confirmed.

A selection panel report should demonstrate with rigour how the selection panel used an evidence-based selection process to arrive at its conclusion. It may be used when providing feedback to individual applicants if they request it, or if the selection decision becomes the subject of an internal review. Note that unsuccessful applicants may request their individual selection report. Other characteristics include:

• The report does not need to be lengthy, but should accurately reflect the assessment process and clearly state the reasons for the panel’s recommendation.
• It is good practice to attach a copy of interview questions or other assessment tools (e.g. work sample tests), referee checks or other evidence gathered during the assessment process.
• There is no obligation to appoint – if the selection panel believes that no shortlisted applicant is suitable for the role, and that the hiring process should be opened again so that other applicants may be considered. This should be stated clearly in the report.
• The ranking of applicants is a constructive and worthwhile process – e.g. if the preferred applicant declines an offer, it helps to enable an offer to be extended to the next most suitable applicant.
• Be careful when using absolute expressions such as ‘not suitable’, as opposed to ‘less suited/suitable’ – ratings should be supported by and reflect the evidence gathered through the assessment process and align to the selection criteria for the role.
• The panel should provide a clear rationale for its recommendation and be mindful they are providing a recommendation and not making a decision – the purpose of the report is to arm the decision maker with a meaningful assessment of the shortlisted applicants and a point of view regarding the best applicant(s) – the minimum requirement of the report is to show why the recommended applicant is preferred.
• The report should also capture steps taken to make adjustment and accommodate any applicant’s needs.