Highly qualified personnel is the key factor for achieving the University of Freiburg’s future objectives in the best possible way. Diversity-sensitive staff recruitment and integration is the first and critical step on this path.
The pilot project on this topic launched at the start of 2020 is simultaneously also the first measure of our new HR strategy. This project involves the quality-oriented optimization of various processes and procedures for selecting staff and training new employees. In the process, the complex and cross-sectoral project brings together central and decentralized perspectives. The project is being conducted by a six-member interdisciplinary team.
A person specification will serve as a common thread for all procedures in the overall process, thus forming a unified whole. Besides integrating the person specification, the project group is developing various advising and service elements (e.g., checklists, form letters, guiding questions for interviews).
The new staff selection process is to be tested in selected staff selection procedures during a pilot phase. This will apply initially only to administrative positions at the Central University Administration (ZUV) and the Centre for Integrative Biological Signalling Studies (CIBSS). The coronavirus pandemic is unfortunately causing delays at the moment, as expressed, among other things, by the postponement of the qualification workshop for the project team and the resulting later start of the test phase.
Nevertheless, we would be happy if you could support us in the pilot phase. Do you have a vacant position to fill? In a joint discussion, we can advise you and walk you through the individual steps in the selection process along the lines of the position you have advertised. Feel free to get in touch with us!
- 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.
- Petra Engelbracht
(Head of Human Resources Development for Administrative, Service, and Technical Employees, D3.4) - Edeltraud Fehrenbach
(Head of Personnel Services for Employees, D3.2) - Irene Issenmann
(Staff Council) - Dr. Johannes Kaiser
(Managing Director of CIBSS – Centre for Integrative Biological Signalling Studies) - Katharina Klaas
(Staff Equal Opportunity Representative) - Dr. Aniela Knoblich
(Head of the Office for Gender and Diversity)
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.
This element of the topic is still under development.
- We advise you on the new staff selection procedure, from the creation of the person specification to the hiring of new employees, including the new services.
- Upon conclusion of the procedure, we ask you to give us feedback on the process and on the services you have taken advantage of. For this purpose, we conduct a personal and standardized interview with the person responsible for the position (30 minutes max.).
- Your participation and your feedback enable us to readjust and improve the new processes and services to meet your needs.
- The pilot phase runs from October 2021 to May 2022.
- For ZUV, your contact person is Petra Engelbracht, personalentwicklung@zv.uni-freiburg.de; for CIBSS, your contact person is Dr. Johannes Kaiser, johannes.kaiser@cibss.uni-freiburg.de.
- The structured training process for new employees and the corresponding services are currently being developed parallel to one another.
- The project will subsequently be evaluated.
- The Rectorate will take the evaluation report as the basis for deciding on the implementation and the subsequent rollout.
Are you interested in participating in the pilot project, or do you have a question? Then feel free to contact me.
Petra Engelbracht
personalentwicklung@zv.uni-freiburg.de
