Pilot project on professionalizing staff recruitment and integration at ZUV and CIBSS (closed)

• Quality assurance and professionalization of staff processes in recruitment and in the probationary period -> “a unified whole”
• Obligatory introduction to unified procedures on the basis of a person specification
• Transparent, fair, respectful, and legally certain procedures
• Increased efficiency, i.e., no unnecessary coordination efforts and IT-supported implementation of routine tasks
• Increased effectiveness, i.e., new procedures perceived as an improvement
• Increased perception of the University of Freiburg as a “good” employer on the job market

The project team is composed of various experts from different areas of the University of Freiburg.

The structuring and standardization of the University of Freiburg’s staff selection procedure will lead in the future to a higher degree of legal conformity, more transparency, and more fairness. A diversity-sensitive design of the procedure with regard to all diversity dimensions covered by the General Equal Treatment Act (Allgemeines Gleichbehandlungsgesetz – AGG) and the Charter of Diversity will result in the medium and long term in

• a minimization of unconscious prejudices and stereotypes,
• a reduction in cases of discrimination, and
• an avoidance of wrong decisions.

At the same time, it will lead to both a larger number and a broader spectrum of possible applicants.

All of these factors underscore the quality standard the University of Freiburg holds itself to in the selection of future staff. The design of the selection process also has considerable impact on the image and the reputation of the organization and substantially enhances “employer attractiveness.” In our times, this is a key factor for success.

On the whole, the university attaches great importance to a unified and binding staff selection procedure.

To give you the best possible support in your task of filling new or vacant positions, we have put together a wide range of materials on the following pages, including worksheets, checklists, and form letters.

As a means of reducing the necessary effort and simplifying routine tasks involved in coordinating staff selection procedures, we are currently working on developing a digital application management system. We have already taken the first step toward digital data collection by introducing online applications.

After the successful selection of new employees, the next step is to prepare and organize their training. The University of Freiburg attaches importance to ensuring that the staff selection process is followed seamlessly by the training process. The restructuring and standardization of the training process at the University of Freiburg will lead to:

• support for everyone involved with the help of various services, e.g., a general checklist (currently under development),
• a stronger sense of being part of a team,
• greater employee satisfaction and thus better performance,
• support/help during the training phase.

A successful start is important for both new employees and the university in the same measure. The more systematically this time is planned and used, the greater the likelihood that the newcomers will be well received in their positions, feel comfortable, and remain at the University of Freiburg. Moreover, structured training enables them to do meaningful and productive work right from the start and gives them the feeling of being welcome.

The training process begins right after new employees sign their employment contract and ends upon their completion of their probationary period at the earliest.

• Preparing for training: After new employees have signed their employment contract, you should begin with the organizational preparations, such as setting up the workspace and putting together an individual training plan. It is important to maintain good contact with the new employees and pass on information about their first day of work, the buddy model, the orientation course, and their future work environment.
• Providing orientation: In the first week of work, the aim is to make it easier for new employees to get started and to help them get their bearings at the university. Give them their first small tasks in accordance with the training plan and hold a feedback meeting at the end of the first week.
• Fostering training and integration: In the following months, you should continue to foster the training and social integration of the new employees. After 100 days at the latest, you should hold a feedback meeting with the new employees to take stock, reviewing their level of knowledge and achievement of objectives and adjusting them if necessary.
• Concluding the probationary period: At the end of the probationary period, you should check how well the training and social integration has succeeded and conclude it by holding a meeting with the new employee. Use this and the previous phases to review your selection of the new employee and take any necessary measures if you come to the conclusion that the employment should not be continued.

• The evaluation of the project has been completed. The project ended in December 2022.
• From 2024, the practical phase of the project will take place with selected university institutions and the roll-out will be planned.