1 GUIDELINES 1 September 2011 Updated 16 April 2015 Personnel recruitment guidelines 1. Regulations The following guidelines and procedures are observed when recruiting personnel at the University of Oulu. Sections in the Universities Act include regulations on the personnel structure and the employment relationships of the personnel. The employment relation of the university personnel is based on a contract of employment regulated by the Employment Contracts Act. Section 31 University personnel A university has professors and other teaching and research staff, and other personnel to execute other tasks. Further provisions concerning the qualification requirements of the personnel and relevant selection procedures shall be laid down in the university regulations. Section 32 Employment relations of personnel The employment relation of the university personnel is based on a contract of employment. The employees and the terms of the employment relationship shall be governed by relevant statutes and terms agreed upon in a collective bargaining agreement and in the contract of employment. The employer may not act in the employment relation in a manner which may endanger the freedom of research, art or education referred to in Section 6. In addition to the provisions concerning termination of the employment contract in Chapter 7 of the Employment Contracts Act (55/2001) and cancellation of the employment contract in Chapter 8 of the said Act, the employment H E N K I L Ö S T Ö P A L V E L U T P e n t t i K a i t e r a n k a t u 1 P u h. ( 0 8 ) P L F a k s i : ( 0 8 ) O U L U N Y L I O P I S T O w w w. o u l u. f i / y l i o p i s t o
2 2(16) 2. Initiating recruitment procedures contract of an employee belonging to the research and teaching personnel of the university may not be terminated or cancelled on grounds reference to which would infringe upon the freedom of research, art or education. The personnel qualification requirements, as well as general principles on recruitment procedures and personnel affairs, have been defined in the University Rules and Regulations. The Regulations define general guidelines for the qualification requirements, and specific requirements regarding teaching and research positions. General qualification requirements are Section 45 General qualification requirements A person appointed for a position at the University of Oulu shall have training, experience and skills in languages other than domestic languages in so far as the successful management of the position requires. These requirements are defined for each position before starting the recruitment process. The Finnish and Swedish skills required of personnel are defined in the Decree by the Council of State. Section 46 Special qualification requirements If the position requires leading a unit or field of operations, the person appointed for the position shall have a master s degree, experience in the field and leadership experience required by the task. In accordance with the University Human Resource Policy Plan of Action, strengthening and advancing operations that are in accordance with the University Strategy serve as a basis for recruitments. Recruitment is guided by the personnel plans of the profit centres. The aim is to achieve a cost-efficient personnel structure that meets the needs of the positions. The University Rules and Regulations contain the following regulations for initiating recruitment and personnel planning: 55 Recruitment procedures The necessity of filling each position is evaluated based on the personnel plan of the profit centre, taking into consideration the need for personnel at the unit and at the University as a whole. Open positions shall be announced using a form of publication appropriate for each situation. Announcing open positions is managed as a centralised service by the University services. The positions are made available internationally according to need. In exceptional circumstances, a position may be filled without announcing the position as open for applications, in the event that the position requires immediate recruitment and there is already known a person with special expertise and competence for the position. University services and the rector may issue more detailed instructions for the personnel recruitment process and filling positions.
3 3(16) 2.1. Announcing open positions The personnel plans of each profit centre are a part of the operating and financial plans, and guidelines for personnel planning are provided in the resource planning process. The basis for the personnel plans is the University Strategy and profit targets, as well as the Human Resource Policy Plan of Action and development measures in it. The personnel plans of the faculties are approved by the Faculty Council. The principles defined in the Co-operative Agreement are observed in processing the plans. The personnel plans of all the profit centres are processed in annual result negotiations. The necessity of all opening or new positions shall always be evaluated based on the personnel plan. All professorships that are to be filled are also processed in the personnel planning phase in the Faculty Executive Group/Research Committee, and in the University Executive Committee prior to the application process. The rector approves the personnel plan for professors. In terms of support tasks, before recruitment/filling the position Human Resources Services shall be consulted for possible resources that are free or will be freed as well as resources available for personnel circulation. University Services may instruct on procedures for filling different positions, as well their restrictions. Before the positions are announced open for application, the contents, requirements and grounds for selection for each position shall be defined. Where pertinent, a separate description of the position shall be prepared and it can be attached to the announcement for applications. The new administrative status of the University requires an active recruitment culture. It is important that the applicant who best meets the requirements is selected for each open position. Finding the best applicants requires an open recruitment process. Open positions are announced using a form of announcement appropriate for each situation. With each position, an appropriate form of announcement is considered. The options are University webpages, agreed newspapers, electronic recruitment channels, international application channels and professional publications. The announcement can be published as an internal recruitment on the University webpages, especially in cases where the position is fixed-term or the potential for applicants inside the University is known. Announcing open positions is centrally managed service by Human Resources Services. Joint announcements are favoured for newspapers. An international recruitment process is primarily dealt with by the faculty or unit in question. The applications are made in to the electronic SAIMA recruitment system. Legislation on publicity concerning official documents is applied to the application documents. Direct recruitment may be used especially regarding fixed-term employment, international recruitment, positions concerning teaching a foreign language and positions requiring special expertise. The decision for direct recruitment shall always be justified. The procedures for invitation of professors have been described below in the section on recruitment procedures for the position of a
4 4(16) professor. The recruitment process in the tenure track system has been described separately in section 5. 3 Recruitment process for the position of a professor Section 33 in the Universities Act contains the following regulations on the duties and selection process of a professor: Section 33 Duties, appointment and title of professor A professor shall carry out and supervise scientific or artistic work, provide education based on it and follow developments in science or art and participate in societal interaction and international cooperation in his/her field. The post of professor must be publicly announced vacant when a person is hired into an employment relation in force until further notice. The post of professor may be filled by invitation without public notice of vacancy when a professionally distinguished person may be invited to take the post or a person is appointed for a fixed period to the post. Only a person who indisputably fulfils the qualification requirements may be appointed to the post by invitation. Statements concerning the qualifications and merits of persons applying for and invited to the post must be requested from a minimum of two experts where a person is appointed to a position in effect until further notice or for a fixed period of at least two years. The disqualification of the expert is governed by the provisions of Sections of the Administrative Procedure Act. Provisions concerning the selection, activities and remit of the experts shall be enacted in the university regulations, where needed. A university may award the right to use the title of professor to a person in its employ. Qualifications for the position of a professor in the University of Oulu are defined in Sections of the University Rules and Regulations: Section 47 Professor A person appointed to the position of a professor must have a doctoral degree, high-level scientific or artistic competence, experience in leading scientific research, ability to provide high-level research-based teaching, to supervise final theses and to have merit in international co-operation projects in his/her field of expertise. When evaluating the competency of an applicant, his/her scientific publications and other research results with scientific or artistic value, teaching experience and pedagogic training, ability to produce teaching material, other merits as a teacher, teaching demonstrations and supervised doctoral theses shall be taken into consideration. Other factors to be taken into consideration are the activeness of the applicant in the scientific community, practical experience in the field where applicable, success in acquiring external research funding, as well as academic work abroad and other international positions. Further instructions may be given separately on evaluating the artistic competence and practical experience in the field required by the position of a professor.
5 5(16) Section 48 Research professor The position of a research professor has the same qualification requirements as the position of a professor, with the difference that special consideration is given to scientific work and good results in leading a research group, as well as success in acquiring external research funding and demonstration of international research co-operation when evaluating merit. If the duties do not include a significant number of teaching hours, the significance of teaching merit is smaller than when considering the tasks of a professor Recruitment procedures for the position of a professor 3.2. The recruiting committee An open or new professorship shall be filled according to the approved personnel plan of the faculty. After the University Executive Committee has processed the matter, the dean decides on how to direct the position of the professor and ensures that the recruitment process is initiated. In accordance with the Universities Act, the position of a professor must be publicly announced as open when recruiting a person for an employment relation in force until further notice. An international application process is recommended in the application procedures for professors, unless there are specific grounds for proceeding otherwise. In accordance with the Universities Act, the post of professor may be filled by invitation without public notice of vacancy when a professionally distinguished person may be invited to take the post or a person is appointed for a fixed period to the post. Only a person who indisputably fulfils the qualification requirements may be appointed to the post by invitation. The decision on the invitation procedure is made by the dean after the matter has been processed by the University Executive Committee. Continuing the employment of a professor appointed to a position for a fixed-term always requires external evaluation. When abiding by the tenure track system as related to the four-stage research career system, the procedures in Section 5 shall be observed regarding an invitation to a position. The dean appoints a recruiting committee to prepare the recruitment process or the invitation procedures for the position of a professor. A chairperson is appointed for the recruiting committee, unless the dean him/herself acts as the chairperson of the committee. The members invited to participate in the recruiting committee are 3-5 professors or other members of teaching or research personnel who represent the field or a field related to the position of a professor that is being filled. The requirements of the Equality Act shall be taken into consideration in assembling the group, in terms of the number and category of employees they represent The recruiting committee prepares the contents of the announcement for applications, the job description, the description of the recruitment process as well as the selection criteria for the position in question. It also defines the procedures for evaluating practical experience or artistic qualifications. With their application, the applicants are requested to submit a sample portfolio, a
6 6(16) 3.3. Experts CV or an equivalent specification of their merits and activities relevant to the position. The announcement for applications shall mention if there is a limit for the number of publications to be sent to the experts, as well as information about other material to be submitted with the application. The recruiting committee proposes the alternative experts and prepares a description of the working environment concerning the position to be sent to the experts. The experts to be used in the selection shall be confirmed by the Research Council based on the proposal of the recruiting committee. When selecting the experts, the different schools of thought that the applicants represent within the field are taken into consideration, as far as possible, and equal opportunity is also applied in other ways. The disqualification of the expert is governed by the provisions of Sections of the Administrative Procedure Act. The recruiting committee interviews the applicants that they have evaluated as being the best, in accordance with the interview framework prepared in advance. The head of the unit or the dean participates in the interviews, even if he/she is not a member of the recruiting committee. The recruiting committee determines the manner in which teaching merits shall be evaluated, and organises the sessions for giving teaching demonstrations if required. The students may be represented in evaluating the teaching demonstration. It is possible to test the aptitude of the applicants for the position by contacting an external service provider. Human Resources Services sends out a tender to service providers and co-operation partners in the field if necessary. The dean invites at least two (2) external experts confirmed by the Research Council at the proposition of the recruiting committee. The applicants shall be informed about the selection of the experts. The experts shall receive copies of the application documents deemed necessary for their expert task, the amount of publications determined by the recruiting committee, as well as information regarding the qualification requirements and a description of the operational environment where the position shall take place. The experts are requested to make a written statement, by a reasonable deadline, concerning especially the scientific competence and other merits, as far as possible, of the applicants for the professorship in question and to rank at least the most competent applicants for the position according to their preference. In the event of an invitation procedure, the experts are requested to present their opinion on whether the person considered to being invited is indisputably qualified for the position. The expert statements shall be submitted to the applicants for their information.
7 7(16) 3.4. Selection proposal 3.4. Selection decision 3.5. Fixed-term positions of a professor Based on merit presented by the applicants, expert statements, interview, teaching demonstration, teaching merit and other factors arisen, the recruiting committee prepares a proposal on which of the applicants should be considered for the position and who the recruiting committee would choose for the position, or whether the person being invited to fill the position meets the qualification requirements. Based on the proposal of the recruiting committee, the dean submits his/her proposal with appropriate grounds and attachments to Human Resources Services, where the rector s decision shall be prepared. When appointing a professor for an independent institute, the director of the institute tends to the tasks here defined for the dean, and the board tends to the tasks defined for the Faculty Council. After receiving the proposal, the rector makes the decision on appointing a person to the position. When necessary, the rector may request additional information for filling the position. The employment contract for a professor shall be prepared at Human Resources Services. The title of professor or research professor may be applied to a fixed-term position if the person is responsible for the duties of a professor and fulfils the qualification requirements for the position. The qualification requirements for the position of a professor and research professor have been defined in the University Rules and Regulations. The filling of a fixed-term position of a professor requires the approval of Human Resources Director and if necessary processing of the University Executive Committee. The same procedures described above shall be applied to filling a fixed-term position of a professor if the duration of the employment is over two (2) years in total. The fixed-term nature of the employment contract shall be justified as required by the Employment Contracts Act, and this shall be noted in the contract Awarding the honorary title of professor The rector may, based on a proposal by the dean with justified grounds, award a person employed by the university the right to use the honorary title of professor. 4. Research career, filling positions and career advancement The qualifications and the principle criteria for the different positions in the fourstage research career system (doctoral students, postdoctoral researcher, senior research fellow, professor) have been defined in the University of Oulu Rules and Regulations. In addition, the University Board decision on the principles of the four-stage research career system (15 June 2011) and on the structure of teaching and research positions (3 October 2007) are observed in different phases of teaching and research tasks, filling the positions and deciding titles.
8 8(16) 4.1. Doctoral Student 4.2. Postdoctoral researcher The qualifications have been defined in the University of Oulu Rules and Regulations as follows: Section 53 Doctoral student The requirements for the position of a doctoral student are a master s degree and an approved research plan. In addition, the person shall show ability and motivation for postgraduate studies and completing doctoral degree during his/her studies or otherwise, in accordance with the research plan. Doctoral students/ PhD students are recruited for a fixed term, generally for one four-year period. If the position is teaching-oriented or part-time, the duration may be six years at most. Even in these situations, a four-year doctoral training period shall be included in the overall position. For a justified reason, the training periods and therefore the employment periods for a doctoral student may consist of several separate periods. The follow-up on the doctoral student s progress shall have more emphasis, and the University of Oulu Graduate School (UniOGS) determines the more detailed criteria for this. The qualifications have been defined in the University of Oulu Rules and Regulations as follows: Section 51 Postdoctoral researcher A person appointed as a postdoctoral researcher shall have an applicable doctoral degree, ability to carry out independent scientific work and teaching skills required in the position. The position of a postdoctoral researcher (or assistant professor in the tenure track programme) is for persons who have recently finished their doctoral dissertation and are advancing towards a professional research career. The position is always fixed-term and the duration varies from three to five years. A person may be appointed to the position of postdoctoral researcher for two periods at most. A postdoctoral researcher may also work on project assignments. Only doctors who have completed their doctoral thesis less than ten years ago can be appointed to the position of a postdoctoral researcher. The selection criteria for a postdoctoral researcher are the following: - Research potential, merit to date (publications, especially internationally refereed publications; participating in acquiring funding / funding granted; connections with the international community in the field) - In most fields, having experience of working abroad during the professional research career is common - Demonstrating development in skills is prerequisite for a continuation period, which shall be verifiable. - Evaluation by experts is required when advancing to the position of a senior research fellow.
9 9(16) 4.3. Senior research fellow The qualifications have been defined in the University of Oulu Rules and Regulations as follows: Section 49 Senior Research Fellow A person appointed as a senior research fellow shall have an applicable doctoral degree, scientific research merit and teaching skills required for the position. The prerequisite for the position is the ability to lead a research group and to acquire external research funding. When appointing a person to the position, academic work abroad, as well as merits in international co-operation, are considered to be valuable. The position of a senior research fellow (associate professor in the tenure track programme) is assigned to a person for a fixed period of five years. A person may continue in the position for several periods, or the position may be made permanent, if this is based on the unit s strategy, goals and personnel plan. When recruiting for the position of a senior research fellow, the applicants shall be evaluated in all University units based on the following criteria: - Publications on an international level: dissemination, quality of the publication forums, references to the publications - Active role in the research training - Acquisition of external funding - Working in more than one research facility during one s career (in most fields represented at the University of Oulu this signifies working abroad) - An active role in the international scientific community - Acknowledgements and awards The position of a senior research fellow is typically a fixed-term position for five years, but a continuation period may be granted or the position may be made permanent. The prerequisite for a continuation of the position is meeting the above-mentioned criteria as well as successful research work. The position can be made permanent only if the person is especially competent in the position, and in this case external evaluation shall be conducted and the procedure shall support the University of Oulu Strategy. External experts shall always be involved in the evaluation process when the position of a senior research fellow is made permanent, or when a postdoctoral researcher or an Academy research fellow advances to the position of a senior research fellow. Recently received docent statements may also be used in this evaluation, if they take into consideration the above-mentioned criteria. Advancing to the position of a professor from the position of a senior research fellow is possible if the person in question is particularly successful in research activity, and has experience and merit in leading a research group successfully and acquiring external funding in a systematic manner. The person shall be a significant national and international actor in his/her research field, and meet the performance criteria by the Ministry of Education and Culture. The position shall be filled in accordance with the personnel plan approved by the faculty. An
10 10(16) invitation procedure in accordance with the Universities Act shall be applied to the recruitment process Advancing from one career stage to the next 5. Tenure track programme Transparent and concrete criteria for the different stages of each career path may serve to guide the choices of individuals, and the researchers who meet the criteria have the possibility of building their own career paths. Advancing on the career path requires particularly merited activity, and it shall be linked to both the University and the unit strategy, goals, personnel plan and economic framework Advancing from one level to the next is not a subjective right. When determining the total length of the different periods of a research career, also absences due to maternity or parental leave, sickness, military service or civil service shall be taken into consideration in accordance with the human resources policy of the University. The basis is still the principle defined in the implementation regulation in Section 5 of Chapter 5 in the Collective Agreement and observed at the University, that all teaching and research staff engage in both teaching and research. Changing to a new job category always requires meeting the requirements of the new position, as well as a possible need for change of job in the unit in question. The use and possible changes of opening positions in accordance with the new task structure is evaluated in the personnel plans, as well as the share and nature (fixed-term/permanent) of different research positions in the personnel structure of the profit centre. In their personnel plans, the University units shall make sure to have positions in the right proportion to all the different stages of a research career. It is especially important to ensure that there is the sufficient number of postdoctoral researchers in proportion to the doctoral student positions. The dean/director of the independent institute appoints, when necessary, a recruiting committee to prepare the recruitment for the post doc position. A recruiting committee shall always be appointed if a person is being appointed to the position of a senior research fellow on a permanent basis. A chairperson is appointed for the recruiting committee when the group is formed. The requirements of the Equality Act shall be taken into consideration in assembling the group, in terms of the number and category of employees they represent When selecting post doc researchers, their research merits, scientific publications and research plans are used as criteria. When necessary, external experts are used in the selection process. External experts shall always be used when a person is advancing from the position of a postdoctoral researcher to the position of a senior research fellow, or when appointing a person to the position of a senior research fellow on a permanent basis. The tenure track system, the advancing in different stages of a research career after the post doc phase, has been described below in section 5. On 15 June 2011, the University of Oulu Board decided to approve the outline and initiation of the tenure track programme starting in autumn Tenure Track Guidelines 28 February 2012.
11 11(16) The University of Oulu has initiated the tenure track programme to support the University s strategic research goals and the competitive edge of the academic career in order to attach talented researchers at the University. The positions shall be announced as open for application in international forums, filled through competition and based on external evaluation. The programme does not exclude researchers at any career stage, but based on the experience and competence of the person being appointed, the position may be within the range of assistant professor associate professor professor distinguished professor. The persons chosen for the positions shall have the possibility of advancing in their careers through regular external evaluations, which take into consideration merits in all areas of the position. When recruiting for the tenure track positions, outstanding or world-class scientific quality is set as a requirement. In case the applicants do not meet the criteria, the recruitment will not take place, the continuation period is not granted or the person is not appointed to a permanent position. Recruitments shall support the strategic emphases and development plans of the University and the unit in question in a manner that can be demonstrated. Postdoctoral Researcher (Assistant Professor) 3-5 years, max 2 times Senior Research Fellow (Associate Professor ) 5 years, max 2 times or permanent position Professor Distinguished Professor International recruitment process and external evaluation Picture 1. Stages of the tenure track system 6. Recruiting for other academic positions When appointing personnel and deciding titles for other academic research and teaching positions, the decision of the University Board on the structure of teaching and research positions shall be observed. The University of Oulu Rules and Regulations defines the qualification requirements for the following teaching-focused positions: Section 50 University lecturer and clinical instructor A person appointed to the position of a university lecturer and clinical instructor is required to have an applicable doctoral degree, the ability to provide highquality research-based teaching, and to supervise final theses. When evaluating the qualifications of the applicants for the positions of university lecturer and clinical instructor, factors that shall be considered are their scientific work, practical experience in the field where applicable, teaching experience and pedagogic training, ability to produce teaching material and other merits as a teacher.
12 12(16) Good teaching skills are demonstrated with a teaching demonstration. Section 52 University teacher The position of a university teacher requires an applicable master s degree and good teaching skills. An extensive knowledge of the field, pedagogic training, skills in producing teaching material, as well as ability to give versatile teaching are particularly valued. Good teaching skills are demonstrated with a teaching demonstration. The positions of a University lecturer and a University teacher are primarily permanent. The positions of a clinical instructor may be fixed-term (5 years) or permanent. The necessity of all new and opening positions are evaluated based on the personnel plan. Before announcing the position as open for applications, the contents, requirements and selection criteria are carefully defined. When necessary, a separate job description shall be prepared, which can be attached to the announcement. The dean/director of the independent institute appoints a recruiting committee to prepare the recruitment process for a permanent position. A chairperson is appointed for the recruiting committee when the group is formed. The requirements of the Equality Act shall be taken into consideration when forming the group. The task of the recruiting committee is to define the job description, selection criteria for the position, compile a summary of the applicants, evaluate the applicants qualifications based on their portfolios and other documents, and conduct interviews for the applicants that it deems best. The recruiting committee determines the manner in which teaching merits shall be evaluated, and organises the necessary sessions and manners for giving teaching and skills demonstrations. It is possible to test the aptitude of the applicants for the position by contacting an external service provider. Considering the use of aptitude assessment is important especially in supervisory positions. Human Resources Services sends out a tender to service providers and co-operation partners in the field if necessary. When recruiting for the teacher training schools, the Act on Checking the Criminal Background of Persons Working with Children (504/2002) shall be applied. In such cases, the announcement for applications shall mention that the person appointed to the position shall present an extract of his/her criminal records in accordance with Section 6, Paragraph 2 of the Criminal Records Act. When necessary, a basic security check is also conducted for other personnel being recruited. Based on the merits presented by the applicants, interview, teaching demonstration and other factors arisen, the recruiting committee prepares a proposal for the person making the selection decision on which of the applicants should be considered for the position and who the recruiting committee would
13 13(16) 7. Awarding the honorary title of docent select for the position. The selection proposal is made in writing and shall be carefully justified. Persons in teaching-focused positions are expected to take at least 25 credits of university pedagogical or equivalent studies within two years of beginning employment, unless the person selected has already completed these studies by the time employment begins. This applies to persons employed indefinitely or at least for a period of five years, and whose employment relation begins on 1 August 2012 or after. University pedagogical studies refer to higher education pedagogical studies or studies included in teacher training. The qualification criteria for teachers in teacher training schools, as well as recruitment procedures for the positions, are defined in the Rules and Regulations of the teacher training schools. The rector may award the honorary title of docent to a person who possesses comprehensive knowledge of his/her field, an ability to conduct independent research work, demonstrated with publications or other means, as well as good teaching skills. If the dean sees that the person applying for the honorary title of docent fulfils the requirements of the honorary title, he/she presents a proposal to the rector regarding the matter. Before the final decision, a statement on the scientific competence of the applicant shall be given by two experts, unless this procedure is for special reasons not deemed necessary (for example, if the person already acts as professor at another university). The dean defines the manner in which teaching merits shall be evaluated. A docent may participate in teaching in his/her subject, guiding students and evaluating final theses, as well as in other University activities agreed upon separately. Guidelines on granting the title of docent 2 October Other positions Recruiting personnel for other permanent positions is conducted primarily according to the same procedures as recruiting for academic positions. The person responsible for the recruitment considers whether a recruiting committee is necessary or whether an appointed person shall make the preparations. The applicants deemed best shall be interviewed. In the interview all the candidates shall be asked the same questions according to the interview framework. The aptitude of the candidates may be tested by an external service provider according to discretion. It is important to consider aptitude evaluation especially when recruiting for supervisory positions. Based on the merits presented by the applicants, interview and possible aptitude evaluation, the recruiting committee/person writes a proposal for the person to be appointed and submits it to the person responsible for making the selection
14 14(16) decision. The selection proposal is made in writing, and shall be carefully justified. When recruiting for a fixed-term position or changing a fixed-term position permanent, using a selection committee, interviews and aptitude evaluations are not absolutely necessary. A selection proposal shall be made in writing and with justified grounds also in these cases. The grounds for the fixed-term nature of the appointment shall always be carefully evaluated and defined. The grounds for the fixed-term nature of the appointment may be substitution, final thesis, postgraduate studies, project work or internship. Detailed instructions on justifying fixed-term nature of the employment contract are in the guidelines on preparing an employment contract and the guidelines on fixed-term employment. 9. Decision-making authority in recruiting for positions According to the Universities Act and the University of Oulu Rules and Regulations, the rector has the authority to employ and let go personnel. Section 54 in the University Rules and Regulations includes regulations on decision-making in personnel affairs. Section 54 Decision-making in personnel affairs The rector makes the decision on employing and letting go personnel. By his/her decision, the rector may transfer this decision-making power to another University body or person. The basis for recruiting personnel is the qualifications and other requirements necessary for the position defined in advance. In a recruitment situation, all applicants shall be treated equal and the equality between genders shall be taken into consideration. Section 40 Proposal procedure The University Board, University Collegium, rector, Faculty Council and the dean shall make their decisions based on the proposal. For other decision-making, the rector shall decide whether the proposal procedure shall be used. The proposal procedure is not observed when assessing study performances. Decisions concerning acquisitions are made based on the proposal procedure only in the event that the value of the acquisition exceeds EUR 20,000. University Services may issue instructions on the proposal procedures. The selection decisions of personnel (employment contracts) are made based on a proposal procedure. In accordance with the Act on the Protection of Privacy in Working Life (759/2004), the employer shall collect personal data about the employee/applicant primarily from the employee/applicant him/herself. In order to collect personal data from elsewhere, the employer shall obtain the consent of the employee/applicant. A separate decision by the rector has been issued regarding the decision-making authority in recruitment, termination of employment and other personnel affairs.
15 15(16) 10. Preparing an employment contract A written employment contract is always prepared for persons to be employed by the University in good time before the start of the employment relation. The employment contract is made on a University of Oulu employment contract form in two copies. There is also an English version of the form. The employment contract is prepared by the Human Resources Secretary of the Human Resources Services in cooperation with the supervisor. The basic information about the employee, the job, working hours, salary, etc., are required for preparing the employment contract. The employment contract form may serve as a proposal by the director or equivalent concerning the recruiting of the person. In addition, the attachments (selection memo with justifications, degree certificates, employment certificates, CV, etc.) shall be delivered to the decision-maker. When recruiting a person to the University for the first time, the new employee shall also fill in a Person Register Form. The grounds for a fixed-term employment contract shall always be notified in the employment contract in accordance with the guidelines issued on fixed-term employment and notification of its grounds. The University guidelines issued on 24 August 2011 are observed when determining the salary for a new employee. The salary for a new employee is paid according to a preliminary job requirement level, until the description for the position and the requirement level have been processed by the evaluation group, and the employer has confirmed the requirement level. The initial personal salary element paid to a person newly recruited to the university shall conform to the performance level assessed to correspond to the individual s qualifications, work experience and previous performance. In the recruitment phase, the amount of the personal salary element cannot exceed the average level of performance of the university and the unit in question without special justification. Determining the employee s salary in the recruitment phase shall be done in a reasonable and careful manner, so that there would be no reason to reduce the salary after the final decision on the requirement level and evaluation and confirmation of the personal performance. Salary information is not public. Detailed instructions on completing the employment contract form are issued separately. By signing the contract the decision-maker authorised by the rector makes the recruitment decision. The decision is made using proposal procedure. After the employer has signed the contracts, they will be delivered to the employee to sign. The Human Resources Secretary shall see to that the employer s copy of the employment contract is delivered to Payroll, Certia, the unit in question and the archives These guidelines shall enter into force immediately, and replace the guidelines on recruiting personnel issued on 24 November These guidelines have been processed in the Co-operation Council of the University on 30 August These guidelines are valid until further notice.
16 16(16) Administrative Director Essi Kiuru Human Resources Director Liisa Rossi
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