See HR info for Managers

Recruitment & selection

Recruiting academic staff

On this page we provide an overview of the recruitment and selection process for academic staff (in Dutch: WP). We give you links to the necessary tools, some background information and manuals. This gives you an insight into the steps to be taken by you, while the HR-service department performs other actions to help you publish and fulfill your vacancy.

1. Submit vacancy

In order to speed up the recruitment process, please request approval by reporting the vacancy using the application HR mutaties. At the faculty ITC you can report the vacancy directly to HR-ITC. Furthermore, contact and inform the HR-department of your faculty.  

2. Set up vacancy text
  • Set up the vacancy text using this format. In the application Textio you will find several examples of vacancy texts which can help you further. Also HR can offer you  support in the preparation of a suitable text and the addition of the correct employment conditions.
  • On the basis of the University Job Classification (UFO) tool a job profile and job level for every UT employee is determined. Set up the right job profile and including salary scale.
  • Determine in advance whether screening is necessary by using the screeningstool and manual and check wheter there will be an assessment.
  • Also determine in advance which committee members will participate in the BAC and therefore need access to the applicants of the vacancy. Requirements for a BAC or selection committee can vary per type of vacancy.
    There are prescribed rules if it concerns a full professor or a tenure tracker. In this case please consult the full professor brochure and/or tenure track policy.
  • The recruitment guideline makes clear whether the vacancy must be written in English or Dutch and the way in which the English level is included in the vacancy text.
  • Send the vacancy text per mail to the HR-assistant of your department or place it as an attachment in the application HR-mutaties.
  • The Collective Labour Agreement for Dutch Universities can be consulted if further background information is necessary.
3. Start recruitment
  • The HR-assistant or department secretary will place the vacancy text in the vacancy system People-XS.
  • The vacancy will directly be published external.
4. Selection
  • The selected applicants are invited by you or your secretary for a first job interview. A list of rejected applicants can be forwarded/sent to the HR-assistant, who will reject them using the system. This is also applicable for a second/third job interview.
  • It is also possible to contact the applicants directly outside People-XS. In this case it is still necessary to record the status of the applicants in this system. 
  • Take notice that all applicants need to be informed within 2 weeks after closure date of the vacancy (unless otherwise specified in the vacancy text).
  • Several tools can be useful in preparation for the job interview, such as:
5. Appointment employees
  • The HR-assistant needs to be informed when you (in collaboration with the selection committee) have decided to appoint a new employee.
  • HR eventually contacts the new employee to inform him/her about the employment conditions.
  • The HR-assistent will send an email to the new employee with an activation link to the Onboarding application of HR. A temporary account will be created that gives the new employee access to the Onboarding application. After logging in it is possible to fill in personal information and to upload the required documents (passport, ID, cv, relevant diplomas etc.).
  • The UT introductory booklet with all kind of different information is offered to the employee and the employee is invited for an introduction meeting.

MORE INFORMATION AND QUESTIONS

Please contact the HR-assistant of your faculty if you may have any questions. 

Recruiting support staff

In this section we provide an overview of the recruitment and selection process for support staff (in Dutch: OBP). We give you links to the necessary tools, some background information and manuals. This gives you an insight into the steps to be taken by you, while the HR-service department performs other actions to help you publish and fulfill your vacancy.

1. Submit vacancy

In order to speed up the recruitment process, please request approval by reporting the vacancy using the application HR mutaties. Furthermore, contact and inform the HR-advisor or -manager of your faculty or service department.  

Click here for a detailed description of this part of the recruitment process. 

2. Set up vacancy text

Click here for a detailed description of this part of the recruitment process. 

3. Start recruitment
  • The HR-assistant will place the vacancy text in the vacancy system.
  • The vacancy procedure will be started after the UFO-check by the UFO-coordinator and the relocation check by the Relocation committee, the vacancy will be published internal for 5 working days on the UT-website.
  • The vacancy system (People XS) provides you the opportunity to view the internal job applications. Keep in mind the closing date of the job application.
  • The vacancy will be published external for two weeks after consultation with your HR-assistant, however only when no suited internal candidate is found.
4. Selection
5. Appointment employees
  • The HR-assistant needs to be informed when you (in collaboration with the selection committee) have decided to appoint a new employee.
  • The HR-assistant eventually makes an appointment with the employee (if wanted, also with you) for an employment conditions interview.
  • The relevant aspects that need to be discussed during this meeting can be found in the terms of employment checklist.
  • The HR-assistant will send an email to the new employee with an activation link to the Onboarding application of HR. A temporary account will be created that gives the new employee access to the Onboarding application. After logging in it is possible to fill in personal information and to upload the required documents (passport, ID, cv, relevant diplomas, etc.).  
  • The UT introductory booklet with all kind of different information is offered to the employee and the employee is invited for an introduction meeting.

Click here for a detailed description of this part of the recruitment process. 

MORE INFORMATION AND QUESTIONS

Please contact the HR-assistant of your service department if you may have any questions.