OTM-R Checklist HRS4R. October 2018

Transcription

1 OTM-R Checklist HRS4R October 2018

2 TEMPLATE 3 OTM-R Checklist Case number: 2018CZ Name Organisation under review: Mendel University in Brno (MENDELU) Organisation s contact details: olga.korvasova@mendelu.cz SUBMISSION DATE: OCTOBER 5, 2018 DATE ENDORSEMENT CHARTER AND CODE: October 6, 2017 OTM-R Checklist A specific self-assessment checklist is provided for Open, Transparent and Merit-Based Recruitment (OTM-R). Please report on the status of achievement, also detail on the indicators and the form of measurement used. OTM-R checklist for organisations OTM-R system 1. Have we published a version of our OTM-R policy online (in the national language and in English)? Open Transparent Meritbased Answer: ++ Yes, completely +/-Yes, substantially -/+ Yes, partially -- No *Suggested indicators (or form of measurement) x x x -- Note on current state: MENDELU has the Rules of Selection Procedure for the occupation of job positions at Mendel University in Brno for academic and non-academic staff, which, however, does not fully correspond to the OTM-R policy according to the Charter and Code (C & C). OTM-R policy as such has not yet been created.

3 2. Do we have an internal guide setting out clear OTM-R procedures and practices for all types of positions? 3. Is everyone involved in the process sufficiently trained in the area of OTM-R? 4. Do we make (sufficient) use of e-recruitment tools? 1. Creation of OTM-R policy in accordance with C & C either by way of a new internal regulation or revision of the Rules of Selection Procedure. Full implementation of new OTM-R policy at MENDELU. x x x -- Note on current state: Not created yet. 1. Establishing or adapting OTM-R guide reflecting specifics of all R1-R4 research positions. Specifics: clearness, coverage of the complete RP, chronological order of procedures and principles, developed in accordance with C & C. Existence of concise internal OTM-R guide at MENDELU. x x x -- Note on current state: No training is currently provided for those involved in the RP at MENDELU. 1. Developing the procedure for OTM-R general awareness raising within MENDELU. Specifics: awareness raising with respect to OTM-R guide at MENDELU. 2. Developing training program for OTM-R Specifics: identification/definition of RP involved people, extra training for those involved in RP to be held in English. 3. Number of staff following training in OTM-R. Very good OTM-R principles and procedures general awareness within MENDELU, directly involved staff well-otm-r trained. x x -/+ Note on current state: All vacancies are freely available at the MENDELU website. The candidate can go through the initial RP stages through . However, personal presence

4 of the candidate at the interview is obligatory at the University. However, complete e-recruitment (including appointments) is not common to use. 1. Analysis of e-recruitment compliance with Czech legislation. 2. Report on readiness of IS/IT capacities at MENDELU to establish e-recruitment. 3. The theoretical concept of introducing e- recruitment at MENDELU in line with good practice at other universities (e.g. University of Fribourg). Specifics: only process if the result of indicator 1 is positive. Successfully finished preparation phase of e- recruitment. 5. Do we have a quality control system for OTM-R in place? 6. Does our current OTM-R policy encourage external candidates to apply? x x x -- Note on current state: The OTM-R quality control system has not been yet in place and is therefore not a part of the existing quality management system at MENDELU. 1. Template for internal reporting on the whole RP. Specifications: concise, including all key information, the responsible person for each part of the RP is identified. Establishing an OTM-R quality control mechanism as part of the quality system at MENDELU. Internal supervision of the RP provided by filling and control of templates for internal reporting for each RP. Additionally, the external evaluation will take place, primarily by external evaluation process within HRS4R. x x x +/- Note on current state:

5 7. Is our current OTM-R policy in line with policies to attract researchers from abroad? 8. Is our current OTM-R policy in line with policies to attract underrepresented groups? Selection procedures for academic staff are always public and available to all candidates at the University website; external candidates commonly apply for the positions posted, but MENDELU does not keep the statistics of external candidates. The proportion of external candidates can be increased by advertising the positions on a larger number of suitable web platforms. 1. Year-on-year trend of the increase in the share of external candidates. Improving openness of the RP for external applicants. x x x -/+ Note on current state: Candidates from abroad do not have the same access to the MENDELU website as the candidates from the Czech Republic, as the MENDELU website does not have a full-fledged English version. Advertised positions are almost exclusively in the Czech language. Suggested indicators 1. Number of annualy published positions in English. 2. Number of published documents from the Official Board concerning recruitment of staff at MENDELU in English. 3. Trend in the share of applicants from abroad. Considerably improve the openness and visibility of MENDELU for applicants from abroad by the end of x x x ++ Note on current state: No group of people is discriminated against; women and any other groups of people who may be discriminated against (because of their ethnicity, age, etc.) have equal conditions in the selection procedure. The MENDELU does not keep statistics

6 9. Is our current OTM-R policy in line with policies to provide attractive working conditions for researchers? 10. Do we have means to monitor whether the most suitable researchers apply? of applicants by their gender, ethnicity, age or nationality. MENDELU intends to place primary emphasis on equal opportunities; the space for selfimprovement is seen especially outside the recruitment process, after the scientists start working, in the area of growth, working conditions and mobility. x x x +/- Note on current state: Working conditions at MENDELU are comparable to similar research institutions. Reserves can be seen in the ability to communicate these conditions to applicants. All published positions contain job conditions and benefits in the advertisement, no salary is stated; it is not a rule to state a type of contract. MENDELU currently does not make optimal use of the possibility of presenting the attractiveness of working conditions to potential applicants Strategy for MENDELU employer branding. Improving the communication on attractive working conditions at MENDELU as part of the whole concept of employer branding. This will be the unified and key tool to improve visibility, communicate our attractiveness and attract external candidates. +/- Note on current state: At present, the selection committee appointed from the ranks of relevant internal experts, HR department representatives and the senate representative is responsible for the selection of the most suitable candidates. The decisive element is the agreement of the selection committee. The selection process is evidenced by the record of the selection procedure; however, it does not have a

7 Advertising and application phase 11. Do we have clear guidelines or templates (e.g., EURAXESS) for advertising positions? 12. Do we include in the job advertisement references/links to all the elements foreseen in the relevant section of the toolkit? fixed format and may not necessarily imply rationale for selecting a particular candidate. 1. Template for OTM-R compliant recruitment process (RP) report. RP transparency improvement. x x -/+ Note on current state: Templates exist only for the MENDELU website, but are not uniformly adhered to; up to now, there has been very rare publication on EURAXESS or other platforms in English. MENDELU has not set a uniform form or a OTM-R compliant content for advertising positions. 1. New OTM-R template for advertising positions Specifics: concise, in line with C & C, possibly including web links for more details on-line, English mutation. Unified and general OTM-R compliant advertisement template for the whole University. x x -/+ Note on current state: In the advertisements, we provide the required information except for the salary, type of contract, professional development opportunities and career development prospects. There is no reference to equal opportunities policy or OTM-R policy either. Suggested indicators 1. A new OTM-R template for position advertisements. Specifics: the same indicator as in point 11 above; the structure as much as possible respecting the structure recommended in the OTM-R toolkit, the Advertising the post section.

8 13. Do we make full use of EURAXESS to ensure our research vacancies reach a wider audience? 14. Do we make use of other job advertising tools? 15. Do we keep the administrative burden to a minimum for the candidate? Selection and evaluation phase 16. Do we have clear rules governing the appointment of selection committees? To elaborate the form of advertisement that provides the applicant with complete picture on the position and that is based on good current practices. x x -- Note on current state: MENDELU currently does not use EURAXESS advertising on a large scale. Only some selected positions are advertised. 1. The share of job advertisements posted on EURAXESS. To launch the presentation of MENDELU at EURAXESS. To considerably improve the potential of MENDELU to recruit external candidates/applicants from abroad. x x +/- Note on current state: In addition to the MENDEL website, national portals are selectively used, e.g. jobs.cz, kariera.cz, nabidkyprace.cz, prace.kurzy.cz. 1. New strategy for advertising vacancies. Specifics: In addition to advertising at EURAXESS, find out optimal distribution of advertisements on national and international platforms in order to acquire external candidates. To optimize the strategy for job advertising. To considerably improve the potential of MENDELU to recruit external candidates/applicants from abroad. x ++ Note on current state: Yes, all documents are required only in copies / scanned - it is enough to send everything electronically as an attachment. x x +/- Note on current state:

9 17. Do we have clear rules concerning the composition of selection committees? According to the Rules of Selection Procedure for the occupation of job positions at Mendel University in Brno for academic and non-academic staff ( ) the committee for academic staff has at least five members and its composition is decided by the entity announcing the selection procedure. The University does not follow statistics of the composition of the committees; the primary prerequisite for inclusion in the committee is expertise and competence. In most cases the committees are gender-balanced. The process of nominating and appointing the selection committee is not formally unified at the university. 1. The new / revised Rules of Selection Procedure, which will introduce University-wide rules for the appointment and establishment of the selection committee. Specifics: Focus on transparency of setting up the selection committee. Elaborating the Rules of Selection Procedure in accordance with the OTM-R policy with emphasis on the transparency of the whole process. x x -/+ Note on current state: The process of nominating and appointing the selection committee is not formally unified at the University. Reserves can be seen in the use of external members of selection committees. 1. Analysis of possibilities of greater involvement of external experts in the selection committees. Specifics: specific approach focused on the relevant field: the University has a specific focus (agriculture/forestry); external experts may not be available locally; focus on possibilities within e-recruitment. The analysis will serve as a basis

10 18. Are the committees sufficiently genderbalanced? 19. Do we have clear guidelines for selection committees which help to judge merit in a way that leads to the best candidate being selected? Appointment phase 20. Do we inform all applicants at the end of the selection process? for the new/revised Rules of Selection Procedure (see indicator in point 16). Elaborating the Rules of Selection Procedure in accordance with the OTM-R policy with emphasis on the transparency of the whole process. x x ++ Note on current state: Although there is no formal guidance at MENDELU level concerning the gender balance of the selection committee, this aspect is naturally embedded in the academic environment of the University and gender-balanced committees are typically formed across the University on the basis of expertise. Exceptions exist in specific disciplines where suitable experts meet in committees with a significant predomination of one sex, but these situations are unique and occur evenly for both sexes. x -- Note on current state: Guidelines for selection committees which help to judge merit does not currently exist at the University. 1. Developing Guidelines for judging merit. Specifics: developing the list of evaluation criteria, stress on gender equality (e.g. career breaks), structuring according to R1-R4 profiles. Significant improvement of transparency and unification of the selection process. General formulation of merit-based selection criteria based on good practices. x ++ Note on current state: HR department informs all applicants who have participated in a personal interview (by ).

11 21. Do we provide adequate feedback to interviewees? 22. Do we have an appropriate complaints mechanism in place? Overall assessment 23. Do we have a system in place to assess whether OTM-R delivers on its objectives? x -/+ Note on current state: If applicants ask for it, they are always informed by HR department. However, the information are not complete as the selection procedure lacks sufficient transparency in OTM-R sence. x -/- Note on current state: No complaint was made between 2015 and 2018; at the moment, no complaint mechanism is established at MENDELU. Suggested indicators 1. Developing Guidelines for complaints mechanism. Specifics: developing the list of selection criteria; explanation of a rejection giving the criteria that have been emphasized in the selection. 2. Statistics of complaints lodged per year. Number of complains due to: selection results, administrative errors etc. Elaborating the Rules of Selection Procedure in accordance with the OTM-R policy with emphasis on the transparency of the whole process, i. e. including the possibility and manner of how to file and handle complaints related to the RP. Establishing a controlling system in connection with the new HR organization. The complaints system shall be available and accessible to all. -- Note on current state: Since there is no OTM-R policy at MENDELU, we are unable to answer this question. Suggested indicators 1. HR specialist (analyst) measures and reviews statistics on development, at all OTM-R parameters (e.g. the number of applicants from abroad).

12 Establishing a system at the University to assess whether OTM-R delivers on its objectives. Activities for the improvement of the system to assess whether OTM-R delivers on its objectives are part of the Action Plan.