Recruitment procedures in the institutes of School I

The recruitment process at School I is carried out in accordance with the following steps:

• Advertisement of the vacancy

• Formation of the recruitment committee

• Selection of candidates by the recruitment committee

• Personal interviews with candidates

• Recommendation for appointment following a decision by the appointment committee.

In accordance with the University of Oldenburg’s recruitment guidelines , Division I must be functionally involved in all stages by the appointing officer and the School administration office. In all recruitment procedures at School I, the regulations governing the Gender Equality Office’s right to be consulted on personnel matters, as set out in Section 42 of the NHG and Section 15 of the university charter, are taken into account.

The recruitment procedure for staff in the technical and administrative sector (MTV) is set out in the recruitment guidelines. A specific guideline for the recruitment process for academic posts has not yet been adopted, so the recruitment guidelines also serve as a guide and recommendation in this regard.

A guide to staff selection procedures, including suggestions and advice on gender- and diversity-sensitive implementation, as well as further templates for job advertisements or comparative assessments, can be found here on the University of Oldenburg’s administration portal.

Job vacancies

In accordance with Article 33(2) of the Basic Law, job vacancies must, as a general rule, be advertised publicly. When advertising a vacancy, the Departmental Gender Equality Officers assist the recruiting departments in ensuring that the advertisement is worded in a gender-sensitive manner. The job advertisement is always sent out – and thus approved internally by the faculty – via the Faculty Executive Director, Sabrina Biondi. The decentralised Gender Equality Officer of the School, Ana Brömmelhaus, is copied in (cc).

Composition of committees

Appointments and selection committees consist of voting members and non-voting members. In recruitment committees, an advisory role is usually held by a staff council representative, an equality officer and a Representative for Employees with Disabilities, provided that applications have been received from people with severe disabilities.

A departmental gender equality officer should, in principle, be invited. She decides whether or not to attend and, if necessary, requests a representative.

As a general rule, women* should make up half of the voting members; in appointment committees, however, this figure should be at least 40 per cent. In accordance with Section 26(2) of the NHG, particular attention must be paid – especially with regard to the majority of university lecturers* on appointment committees – to ensuring that half of the women* participating in the committee belong to the university lecturers’ group.

For recruitment committees for posts in technical and administrative roles, the composition is as follows:

- A head of the organisational unit
- a deputy to the head of the organisational unit
- two representatives of the staff of the relevant organisational unit,
of whom at least one person should belong to the core area of responsibility (MTV).

For appointment committees in the academic sector , the following composition is recommended:

• A head of the organisational unit (Prof.)
• A representative of the head of the organisational unit (Prof.)
• Two representatives of the staff of the relevant organisational unit, at least one of whom should belong to the immediate remit (WM, LfbA).

Involvement in recruitment and appointment procedures

As departmental gender equality officers, we provide advice on the formation of appointment and recruitment committees (BK), as well as on the subsequent recruitment and appointment process and the interviews. We therefore ask you to inform us of the dates in good time or to involve us directly in the scheduling process. In order to fulfil our remit, it is important, in accordance with Section 42(3) of the NHG, that we are granted full and timely access (usually via cloud access) to the application documents, the synopsis to be prepared for the first BK meeting, and also to any documents to be prepared during the recruitment or appointment procedure by committee members or external assessors.

The rights and duties of departmental gender equality officers can be found summarised here .

Guidance on appointment procedures can be found in the Appointments Regulations of the University of Oldenburg.

Documents relating to gender equality in the conclusion of recruitment and appointment procedures

Formal participation in recruitment procedures by departmental Gender Equality Officers and Chief Gender Equality Officers takes place via the so-called Supporting Form for the Implementation of Measures to Promote Gender Equality, which must be completed at the end of each recruitment process by the hiring manager and sent, exclusively in electronic form, to the relevant Departmental Gender Equality Officer, together with any other necessary documents. This officer, or the relevant Office/secretariat, forwards the accompanying form to for review by the central Gender Equality Office.

To avoid time constraints prior to recruitment, the documents for the equality officer should be sent at the same time as those for the Human Resources Department.

In the context of appointment procedures, the Gender Equality Officer involved drafts a statement following the final committee meeting, in which the involvement of the Gender Equality Officer, the consideration of equality aspects during the course of the procedure and the committee’s decision regarding the ranking of candidates, and sets out a position on the latter.

Waiver of the requirement to advertise the post

A waiver of the requirement to advertise a vacancy must be justified in accordance with Section 29 of the university charter and is only possible with the agreement of the Equal Opportunities Officer and the Staff Council. For this purpose, the updated Joint Catalogue of Criteria drawn up by the Staff Representation and the Gender Equality Office regarding the waiver of a vacancy notice .