ACTIONS AND INDICATORS FOR AN OTM-R POLICY IN THE UNIVERSITY OF FOGGIA

Transcription

1 ACTIONS AND INDICATORS FOR AN OTM-R POLICY IN THE UNIVERSITY OF FOGGIA Principle Title actions Timing ( ) Responsible Unit Indicators Documentations and current status 1. Have we published a version of our OTM-R policy online (in the national language and in English)? To publish OTM-R policy on the University website, in Italian and in English. May 2018 OTM-R SYSTEM (1-10) Web unit, external relationship Area, Events, Agreements and multimedia 2. Do we have an internal guide setting out clear OTM-R procedures and practices for all types of positions? To publish also in English the Regulations, already issued in Italian on recruitment of all types of position, and to update them in line with the OTM-R specific principles and according to national regulations Autumn 2019 The University has issued two regulations based on European and national regulations referring to the principles contained in the C&C: Regulation no. 922 of 14 July 2016, for fixed-term researchers, Regulation no. 923 of 14 July 2016 for associate and ordinary professors. They are all uploaded online and sent to the academic community via . The same goes for the positions of young researchers (doctoral candidates and research grant holders). 3. Is everyone involved in the process sufficiently trained in the area of OTM-R? To programme, in the next technical and administrative staff training plan (2019), sufficiently training for the area of OTM-R. January 2019 Transparency, against corruption and Training Area There is a "technical and administrative staff training plan" oriented to all technical and administrative staff. The first was approved for 3 years, while the second is approved every year. The procedure is specified in a Regulation for the training and upgrading of administrative technical staff (issued by DR Rep. No , no I / 3 of ). The programme is elaborated according to the training necessity indicated by each administrative coordinators and departmental heads as well as by all the areas of the central administration. s In the past, in accordance with Article 6, paragraph 13, of the D.L. n. 78 of 2010, converted by law no. 122 of 2010, the training could only provide an annual amount of around Euros. Therefore, the Administration was obliged to select those training activities that were more urgent and impelling, considering the spending limits imposed

2 by the current legislation. As of 2017, the Stability Law 2017, Law December 11, 2016, no. 232, the art. 1, comma 303, letter b) eliminated the expenditure limit. As a result, the amount of Euros was proposed for the item C.O.A.N "Staff Training" of Budget To monitor this activity, as suggested by the EU assessors, designating more attention to a sufficiently training for the area of OTM-R. Number of technical and administrative units participating in the OTM-R training (x+1 year)/ Number of technical and administrative units participating in the OTM-R training (x year) 4. Do we make (sufficient) use of e- recruitment tools? Done E-recruitment tools are already used for applications at every level: telematic transmission using certified protocollo@cert.unifg.it ( - ; call published on the Euraxess portal; and on the Italian Ministry of Research website, on the University site on Official Journal ssionid=xmldomg55booipaqqb8bxg.ntc-as1- guri2a and on its Facebook page ( The selections can also be made via skype-call (see research grants and doctorates) and the recruitment procedures are all published on-line.

3 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? 7. Is our current OTM-R policy in line with policies to attract researchers from abroad? To implement a yearly quality control system for OTM-R with the support of monitoring university bodies such as the Presidium of Quality, research section, and Evaluation Committee. To monitor yearly the external candidate applications, To increase participation and recruitment of foreign young researchers, publishing in English on the EURAXXES portal also the research grants call 31 December 2018, 2019, 2020 June 2018 January 2019 Evaluation Committees and Presidium of Quality Service Higher Education Service Doctorate and research grant unit Balance between realized actions and planned ones Number of external candidate applications (x year)/ Number of total candidate applications (x year) External candidates (x year)/total candidates (x year) Candidates from abroad (x year)/total candidates (x year) The University has set up some bodies to promote and ensure the quality assurance of its processes (University Presidium of Quality), also with regard to OTM-R. Additionally, the University uses a Unique Guarantee Committee (UGC) for all staff issues. In this regard, it has drawn up, over time, a Code of Conduct [D.R. n. 980/2015 of 07/08/2015] and the Regulation for the Code of Conduct [D.R. n. 620/2017 of Since 2010, the University has committed itself to publish all types of recruitment announcements on the Euraxess portal (both in Italian and English) as well as to use simple procedures through e- recruitment tools, as seen before. Therefore, access is open to all, and with such practices, it encourages the participation of candidates outside the organization. In 80% of cases, the presence of such people occurs. However, for Italian legislation there are restrictions for some type of candidates: fixed-term researchers - B [must be holders for at least 3 years of fixed-term researcher contract A, research grants or scholarships; different qualifications may be cumulated to reach 3 years]; Associate and Ordinary Professors must have obtained national scientific qualification (ASN) which may limit the submission of applications by some candidates. Since 2010, the University has committed itself to publishing on the Euraxxes portal (including English) as well as to use simple procedures through e-recruitment tools, as seen before. Therefore, access is open to all, and with such practices, it encourages the participation of foreign candidates. However, the participation of candidates to fixed-term researcher call is almost nothing: probably because knowledge of the basic Italian language is necessary to satisfy the entire selection process but, above all, for subsequent activities (teaching required in Italian for most departments).

4 8. Is our current OTM-R policy in line with policies to attract underrepresented groups? 9. Is our current OTM-R policy in line with policies to provide attractive working conditions for re-searchers? To introduce a specific article in the call procedure for recruitment to inform, as for disabled students, that there are no architectural barriers or in any case that non-discrimination is guaranteed, in accordance with UGC actions. To monitor the number of underrepresented candidates in the recruitment procedures. To publish on the University's website all the information specific to the "tax" conditions for researchers in their dedicated section, for maximum transparency. In addition, always on the website, a link could be added with uploading tables reporting the economic treatments expected for the newly recruited. September 2018 June 2018 Presidium of Quality unit, section teaching Underrepresented candidates, potentially discriminated (x year)/total candidates (x year) The University is committed to improve its information policies aimed at encouraging the inclusion of people belonging to groups potentially discriminated. The Unique Guarantee Committee has already promoted a range of activities to implement equality and equal opportunities, as well as the prevention and removal of any form of agerelated discrimination, disability, sexual orientation, ethnic belonging, to religion and personal convictions. Among the actions, the Memorandum of Understanding between the Office of the Equality Council of the Apulia Region, the University of Salento, the University of Bari, the Territorial Department of Labour of Bari, CGIL, CISL Apulia Basilicata, UIL and the University for the Promotion, Implementation and Implementation of a "Gender Discrimination Observatory in Labour" in order to put in place specific monitoring, prevention, study, research, training and discrimination measures. The stipulation of the aforementioned Memorandum was approved in the Academic Senate on 18 November Furthermore, the service for students, with disabilities and difficulty in learning ability, is active at the University ( as well as a service card ( and a Commission, which supports activities for teaching organization and integration of these students. Last month, the University conducted a monitoring aimed at evaluating structures in support of research, teaching and administrative/accounting management by providing questionnaires to staff. The Directorate General intended to detect any criticalities in the structures under evaluation. All this is also linked to a testing phase of the new organizational model. In addition, the University Presidium of Quality and the Permanent Learning Centre, in accordance with

5 To monitor the satisfaction level of researcher on services provided by University Number of respondents to the questionnaire about quality of university services Percentage of positive answers the Academic Senate Resolution of 03 November 2016, organized a Training Course for newly recruited teachers (Type A and/or B) or professors who have changed their roles. The aim of the initiative is to provide an overview of the most important teaching and docimological issues that today concern the professionalism of the university professor, with particular attention to A.V.A. Teaching course for the new recruited or upgraded researchers. Number of realized course (x+1 year)/ Number of realized course (x year) 10. Do we have means to monitor whether the most suitable researchers apply?? 11. Do we have clear guidelines or templates (e.g. EURAXESS) or advertising positions? 12. Do we include in the job advertisement references/links to all the elements foreseen in the relevant section of the toolkit? (section a Advertising and application phase del Toolkit*] Along with the Presidium of Quality and the Evaluation Committee, some points might be extended to provide also facsimile for highlighting what the candidates' skills are, by modifying Regulation n. 923 and n. 922 of 14/07/2016 To create a link on the website for OTM-R toolkit to monitor that all requested elements are guaranteed and present in the call (i.e. institutional referent for OTM-R policy; un institutional referent for gender balance policy.). June 2019 Higher Education Service Doctorate and research grant unit Evaluation Committees and Presidium of Quality Service ADVERTISING AND APPLICATION PHASE (11-15) March 2019 Done in March 2010 Number of accesses to link (x+1 year)/ Number of accesses (x year) The University undertakes to provide the recruitment committees a tab for monitoring the requirements of all candidates. Indeed, the qualification assessment is facilitated by university guidelines (facsimile of the minutes). The University has already set out in the recruitment call some elements of the Toolkit provided by the European Commission's Report, such as working conditions; workplace; entitlements (salary, other benefits, etc.).

6 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 candidates [see chapter b] 16. Do we have clear rules governing the appointment of selection committees? [section a del Toolkit*] To add a link in the call in order to know the Regulations no. 922 and no. 923 of 14 July 2016 Done Done Done in March 2010 SELECTION AND EVALUATION PHASE (16-19) September 2018 Higher Education Service Doctorate and research grant unit Number of accesses to the link (x+1 year)/number of accesses (x year) Italian Ministry of Research website; University web site ; Italian Official Journal ssionid=xmldomg55booipaqqb8bxg.ntc-as1- guri2a ; Facebook page ( The use of self-certifications in the presentation of titles and documents minimizes the administrative burden. The University regulations contain the rules for the appointment and composition of the recruitment Commissions 17. Do we have clear rules concerning the composition of selection committees? 18. Are the committees sufficiently genderbalanced? To provide in the Regulations n. 922 and 923 about recruitment of all type of researchers, a sort of guarantee by entering the phrase "in order to ensure the presence of components of a different gender", in accordance with the gender difference available in the September 2018 Research service and project management Done and defined at national level Statistics on the composition of committees National legislation for the public employment requires that in the recruitment committees the less represented gender cannot be less than 30% [Article 57 (1) (a) and paragraph 1-bis, Legislative Decree 165/2001 and subsequent amendments]. In the Regulation no. 923 art. 5, paragraph 2, in Regulation no. 922, art. 7, paragraph 1, and specifically in

7 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? 20. Do we inform all applicants at the end of the selection process? 21. Do we provide adequate feedback to interviewees? 22. Do we have an appropriate complaints mechanism in place? disciplinary scientific sectors. As outlined in point 10, in synergy with the Evaluation Committee and the Presidium of Quality, these guidelines will be produced To provide a short deadline in the call for such feedback To elaborate a questionnaire to assess the satisfaction level. To elaborate a statistical report about complaints indicated in the register of accesses (update every 6 months ) July 2018 September 2018 February 2019 APPOINTMENT PHASE (20-22) Done according to the national procedures Higher Education Service Doctorate and research grant unit Presidium of Quality unit Transparency, against corruption and Training Area Number of respondents to the assessment questionnaire Percentage of positive answers Statistics on complaints for year Regulation no. 923, art. 4, paragraph 3, the presence of components of a different gender is normally provided in the Commissions, In fact, the Recruitment Commissions of University of Foggia, referring to the male/female composition of the professor shortlist used for the draw of the components (2015/2017) of recruitment Commissions, were formed as follows: 2015: 74 % males - 26% females; 2016: 78% males - 22% females; 2017: 76% males - 24% females. We don t have clear guidelines for selection committees. The recruitment offices provide for publication on the university website of all the minutes relating to the selection procedures. The minutes contain precise references to the criteria and evaluation methods and the results for each candidate. All candidates can access the proceedings of the procedure. The judgments concerning them are sent to all applicants admitted to the last stage of the assessment without the need for such a request. At the basis of every possible complaint there is the right of access, for every citizens, companies and associations, to view an administrative document and obtain a copy (Law 241 of 1990, regulated by the D.P.R. 352 of 1992 and modified by the laws 11 February 2005, n.15 and 14 may 2005, n.80) Legislative Decree no. 33/2013 provides the

8 OVERALL ASSESSMENT (23) institution of civic access that includes the right of anyone to request documents, data and information from public administrations. The request can be submitted by anyone who has a direct, concrete and current interest. The request for access, if it relates to data and documents held by the Public Administration, must be presented alternatively: to the Office that holds the data, information or documents (Person in charge of the single procedure) public relations office to the Head of Prevention of Corruption and Transparency. In cases of total or partial denial of access or nonresponse, the applicant may submit a review request to the Head of Prevention of Corruption and Transparency. The University has issued the Regulations governing the administrative procedure, the right of access to administrative documents and civic access. Following Resolution n.1309 / 2016 of the ANAC (National Anti-Corruption Authority) "Guidelines containing operational indications for the definition of exclusions and limits to civic access as per art. 5 co.2 of the legislative decree 33/2013 "the so-called. Register of accesses, a register of the access requests presented, which indicates, among other things, any complaints submitted Do we have a system in place to assess whether OTM- R delivers on its objective? To monitor the OTM-R delivers on its objective with the University Presidium of Quality in synergy with the Evaluation Committee. Together with the HRS4R working group, specific activities will be decided. September 2019 Evaluation Committees and Presidium of Quality Service Considering the new implementation of the OTM-R guidelines, in line with the requirements of the European Commission, there is currently no monitoring.

9 To implement and update the assessment system. *Chapter a) Advertising the post In line with the principles "Recruitment" and "Transparency" of the Code of Conduct for the Recruitment of Researchers, it is recommended to keep the job advertisement and description of requirements as concise as possible and include links to more detailed information online. Applicants should be able to find information on: organisation and recruiting unit job title, specifications and starting date researcher career profiles (R1-R4) with the respective 'required' and 'desirable' competencies selection criteria (and possibly their respective weight ), including knowledge and professional experience (distinguishing the 'required' and 'desirable') number of available positions working conditions, workplace, entitlements (salary, other benefits, etc.), type of contract professional development opportunities career development prospects It should also include: the application procedure and deadline, which should, as a general rule, be at least two months from the publication date and take account of holiday periods a reference to the institution's OTM-R policy a reference to the institution's equal opportunities policy (e.g., positive discrimination, dual careers, etc.) contact details b) Keeping the administrative burden to a minimum The request for supporting documents should be strictly limited to those which are really needed in order to make a fair, transparent and merit-based selection of the applicants. Moreover, in cases where certain documents are legally required, applicants should be allowed to make a declaration in which they engage to provide the proof after the selection process is concluded. For example, applicants should not have to provide original or translated certificates related to qualifications with their initial application. It is strongly recommended to allow the transmission of supporting documents by electronic means and possibly to develop an e-recruitment tool.