What changed
We have brought the Recruitment process page in line with the most recent Appendix D guidance, the Home Office's record-keeping rules for sponsors. For every sponsored role you advertised, Appendix D asks you to keep three things: the advert itself, with where it ran and for how long; how many people applied and how many were shortlisted; and at least one record showing how you chose the successful candidate. If you did not advertise, you must be able to explain how you decided the person was suitable.
The Recruitment process page on each sponsored individual's profile now has two sections that match this, Job advert and Additional evidence, with the Home Office guidance inside each one, and it tells you what is still missing for that person.
Job advert
Open a sponsored individual's profile, click Recruitment process, and add a job advert. Upload a copy of the advert, then record:
Whether it was an online advert. If yes, the name of the site (for example Indeed) and the URL. If no, where it was published, such as a local newspaper or a noticeboard.
When the advert started running, and whether it is still running. If it has closed, the date it stopped.
How many people applied, and how many were shortlisted.
Borderless reads the advert as it uploads and prefills where and when it ran. If the file does not look like a job advert, or has no job title or employer name in it, you will see a warning. The warning never blocks you: if it is the advert, save it anyway.
If your advert is a web page, print it to PDF or take a screenshot, upload that, and paste the link alongside it.
If the role was not advertised
Click "Explain instead" and explain how you found the person and why they were suitable, in at least 100 characters. For example, an existing employee who moved into the role, a referral, or an agency placement. A record can hold a job advert or a not-advertised explanation, not both. You still need additional evidence for the person.
Additional evidence
Upload at least one record showing how you chose the successful candidate. That could be:
Interview notes for the successful candidate
The interview questions you used
A written note on why the candidate was chosen
A scoring or grading sheet
Everything you had already uploaded to the recruitment section stays on file here, so there is nothing to re-upload. It is worth checking that what is on file shows how you selected the person; Appendix D gives interview notes and scoring as its examples. If a file names no applicant, Borderless will say so, and that is fine if the file shows how you chose the candidate, such as the interview questions used.
Copy an advert to other individuals
Hired several people from one advert? Add it once, with its details, on one person's profile. When you save, Borderless asks "Would you like to apply this job advert to other individuals?". Click Continue, tick the people it applies to, and apply. The advert is added to each of their records with the same applicant and shortlist numbers. Anything already on their records stays as it is. The same option is always available under Actions on the advert's row as "Copy to other individuals".
Your compliance score is not affected yet
To minimise disruption, your compliance scores, Halo and your Monday missing documents email are not changing straight away. Scores will start to reflect the new requirements soon, so it is a good moment to review each sponsored individual's Recruitment process page and add anything that is missing.
For the full list of what Appendix D asks you to keep, see Sponsor record keeping duties.