Recruit doctoral candidates

1. Contact the HR administrator before initiating the recruitment process to obtain current information and updated templates.
2. The template for Basic Information, along with the job profile (in Swedish and English), and possibly selection questions (optional), should be submitted to the Head of Division for approval and signature. The documents are then sent to the HR administrator.
   Regarding the selection committee:
   -The committee should consist of a minimum of three individuals (typically 3-5 individuals).
   -It should include at least one male and at least one female
   -Conflicts of interest should be considered. The most common conflict of interest occurs when an applicant has completed their thesis work for the recruiting teacher/intended main supervisor. If a conflict of interest exists between an applicant and someone in the committee, the other members of the committee should not have a conflict of interest.
   The following roles should be included:
   -Recruiting teacher/researcher (typically the chair)
   -Intended main supervisor (if different from the recruiting teacher/researcher)
   -At least one senior teacher/researcher with no close personal or research connection to the main supervisor, and who is not being considered for a supervisory role in the educational project. This person is sourced from another division/department /university.
   -Doctoral student
3. The HR administrator initiates a case in the recruitment system Varbi. 
4. The HR administrator sends a draft of the job advertisement for proofreading before it is sent for the Head of Department's approval.
5. The position is advertised for free on the university's websites, the Swedish Public Employment Service (Arbetsförmedlingen), and Euraxess. If you wish to use other advertising platforms, consult with the HR administrator.
6. The HR administrator sends a link to the advertisement to the selection committee for distribution within their respective networks.
7. Now, you just need to wait for applications to come in. The selection committee can review them in the recruitment system as they are received.
8. Three days before the application deadline, the HR administrator contacts the selection committee for a follow-up (to assess whether you are satisfied with the selection or if the advertisement needs an extension).
9. After the application deadline, the selection committee evaluates the applications, conducts interviews, and makes selections according to the selection criteria in the job profile. Selection can be made on an ongoing basis. Please make use of the available features in Varbi!
   -The "Doctoral Student Recruitment Guide," section "Selection and Interviews," is a useful resource in this process (see the link on the right). 
   -The HR administrator and/or the support function at the faculty can provide advice on how the selection, interviews, work tests, knowledge tests, personality assessments, and other aspects can be structured.
10. Contact the candidate who is offered the position and potentially also those who were ranked as possible candidates. All candidates who have been interviewed should receive personal feedback.
11. The selection process should be documented in a statement (see links on the right for templates). The statement should be written in Swedish and signed by the Head of Division/unit and the Head of Department (Prefekt). The Head of Department's signature is handled by the HR administrator.
12. The HR administrator enters the statement into the recruitment system and sends a reminder to applicants who were not offered the position. Applicants have two weeks to raise objections  to the Head of Department during the objection period.
13. A preliminary Individual Study Plan (prel ISP) for admission is prepared by the recruiting teacher. The Director of Studies for Doctoral Education can assist with this, and the ISP preparation can be initiated during the objection period. When all signatures are in place, the prel ISP is submitted to the HR administrator, who ensures that the Head of Department signs the prel ISP after the objection period has passed. The HR administrator ensures that the prel ISP is in place in Varbi for admission. A complete admission form is submitted to the HR administrator, who ensures the Head of Department signs the document and forwards it to Ladok & the candidate. 
14. Once admission is complete, the HR administrator arranges the employment.
15. A copy of the employment decision is sent to the Head of Division/Unit, Department Administrator, and the financial officer.
16. The HR administrator sends a welcome email to the doctoral student, with a copy to the recruiting researcher and the Department Administrator.

An Industrial doctoral candidate is handled at the Division/Unit.

More information about scholarship doctoral students can be found under Support and Tools - Doctoral students – exchange agreement.