Communication memorandum decision Executive Board of 8 November 2010

Communication memorandum: (selective) recruitment freeze: a more detailed explanation


It is becoming increasingly urgent for the UT to realise a strategic focus in research and education as well as cost reduction, in anticipation of the plans of the Cabinet. The Executive Board has established that central supervision and an integral approach are required to realise all this. The first measure the Executive Board has taken in this context (in addition to the existing vacancy freeze of OBP) is introducing a (selective) recruitment freeze starting from 8 November 2010. Several rules of conduct have been agreed for this purpose.


All OBP and WP vacancies will be freezed with the exception of those vacancies for which detailed agreements have already been made with candidates.

Vacancies are understood to include:

-all new jobs and newly arisen vacancies which need to be filled (again), including employment contracts for less than six months;

-renewals of employment contracts;

-converting a temporary employment contract into a permanent one;

-external hire (for example temporary workers).

Three exceptions are in place:

1.The vacancy is necessary in order to realise the strategy described by the Executive Board in the memorandum “Steering Research”. In allocating the means the Executive Board has defined and explicitly approved a number of primary targets for growth, which have to be translated into practice.

2.Agreements have been made in the context of tenure track. A proven promising tenure tracker has to be enabled to make his or her next step.

3.The vacancy has arisen because of an approved second or third flow of funds project from which the salary costs of the vacancy in question are financed.

After all, it is important that we continue investing in our policy spearheads and talents.

Lastly, a vacancy may also be filled if the Executive Board, based on a substantiated request, has given its approval for the vacancy in question. The procedure applicable in this context is described below.


All vacancies are reported to the Directorate for Human Resources Management in accordance with the applicable procedure. A point of attention is the above definition of vacancy. Also renewals, replacements, hiring and appointments of less than six months are to be reported from now on. Two situations can occur:

1. If one of the above three exceptions is involved, this is reported together with a reference to the relevant documents. The Human Resources director gives permission for recruitment. Initially recruitment will take place internally, if this fails to result in the filling of the vacancy, this can be followed by external recruitment.

2. If the vacancy does not fall under one of the tree exceptions, a dean or director can request the Executive Board permission for recruitment. The request applied for with the Directorate for Human Resources Management needs to be substantiated. This means that it has to be motivated why the vacancy needs to be filled from an organisational perspective and what risks are involved if the vacancy is not filled. Subsequently the directors of the three Directorates for Strategy, Marketing and Communications; Human Resources Management; and Financial and Economic Affairs will jointly advise the Executive Board on the request, after which the Executive Board decides. If the Executive Board gives its approval for recruitment, initially the recruitment will take place internally, if this fails to result in the filling of the vacancy, this can be followed by external recruitment.