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Employment in temporary academic positions - IE

This page provides information about routines for selection and recommendation regarding appointment to PhD and Postdoctoral positions at the Faculty of Informational Technology and Electrical Engineering (IE).

Norsk versjon: Ansettelser av midlertidige ansatte – IE

HURTIGLENKER:

► Templates for announcements - these are always updated in jobbnorge,ask HR at the faculty for help or click this link: https://innsida.ntnu.no/wiki/-/wiki/Norsk/Maler+og+veiledninger+for+bruk+av+Jobbnorge

Evaluation Report

Examples of interviewguides for the recruitment of PhD candidates: (A); (B); (C)

Work flow

As a requirement, all positions in the central government are to be announced publicly. However, an appointment to academic positions without prior announcement may be considered in exceptional cases. See staff regulations section 3. for more information: 
 
 i  NTNUs personalreglement for vitenskapelige stillinger - norsk
 i  NTNUs personalreglement for vitenskapelige stillinger - engelsk

When appointing to educational positions in projects financed externally (BOA-positions?), a simplistic procedure regarding the appointment process is possible.  
 
PhD candidates funded externally are given an agreement of access (?) and not employment at NTNU, and should have a minimum gross income of NOK 17 000 per month (“to cover living expenses”). 

 i  Guidelines for PhD candidates with external funding (norwegian only) .

PhD candidates must qualify for admission to one of our PhD-programs, and apply for admission within 3 months

 i  PThe Ph.D.-regulations for NTNU with IEs complementary administrative provisions (norwegian) (2018).

Recruitment of temporary academic employees (Ph.D. | Post.Doc ) consist of the following stages: 

  1. Prior to announcement
  2. Announcement
  3. Professional evaluation, selection and recommendation
  4. After recommendation

Detailed workflow for each step is described below. For full scale picture, right click on the figure

1. Prior to announcement

1.1 Prepare the appoinment

Request potential members for the Evaluation Committee (advisory group) REMEMBER: at least one female member
Prepare time schedule, including time of interview
Submit a draft describing the appointment project and instructions for the Evaluation Committee (advisory group)

Formal requirements:  
- 5 years of higher education (BSC and MSC) or education equal to (300 ECTS)
- If an integrated PhD course is applicable to master students at NTNU, this should be communicated in the announcement text.
- Grade requirements are B or higher (based on NTNU’s scale) excel mal med utregningsmetode av 3+2 utdanning ved NTNU, kan modifiseres etter behov.
- Education is to be documented by diploma supplement (in English and including a description of the educational system) or equivalent. This should accompany the application. International Relations require Chinese diplomas to be verified using CHSI.
The NTNU Office of International Relations will evaluate international degrees and diplomas (?), please contact: Stein Runar Olsen or Rita Kumar 

Language requirements:  
Language skill requirements can be promoted in the announcement text, commonly with a request to document these. For example:  
 
Applicants who do not master a Scandinavian language must provide evidence of good English language skills, written and spoken. The following tests can be used as such documentation: TOEFL, IELTS or Cambridge Certificate in Advanced English (CAE) or Cambridge Certificate of Proficiency in English (CPE).  
Minimum scores are: TOEFL: 600 (paper-based test), 92 (Internet-based test); IELTS: 6.5, with no section lower than 5.5 (only Academic IELTS test accepted); CAE/CPE: grade B or A.  
(In extraordinary circumstances, formal documentation of language skills can be relinquished. In such cases, the candidate’s language skills will be assessed in a personal interview). 

Regulations for transfer of knowledge:  
These regulations require educational institutions to carry out a specific evaluation on PhD candidates, post-doctoral candidates and temporary researchers within several fields of expertise at NTNU (?). 
When appointing to positions or enroll students within sensitive fields of study, an extended background check must be conducted on candidates from countries associated with concern. 

i Export control (Norwegian); i Guidelines for control on transfer of knowledge (Norwegian) 
For questions regarding defined sensitive fields of study (?) at the IE-faculty and an extended background check (including guidelines for such), contact the faculty’s HR-department.  
 
In activity where ITAR/EAR (International Traffic in Arms Regulations / Export Administration Regulations) is relevant, stricter rules for transfer of knowledge will apply. This is relevant for certain fields of study at the IE-faculty.  
Example of phrasing in announcement text: 

The research of this project has civilian objectives. However, equipment restricted by export licenses and ITAR (International Traffic in Arms Regulations) is being used in this research area. Applicants that are citizens of Norway, NATO countries, Australia, Japan, New Zealand, or Sweden are eligible. Other applicants should provide evidence of eligibility to use such equipment for their application to be considered. 

 
 

1.2. Prepare announcement

 i  Important information for anyone announcing vacancies in JobbNorge

 

2. Announcement

2.1 Register ans publish vacant position:

An HR-representative will announce the vacant position using the webportal JobbNorge/Euraxess, and grant access to Head of Office and the contact person listed

Academic communities are also urged to communicate the vacant position within their professional networks, e.g. LinkedIn, ResearchGate etc. 

 

2.2 Expiry of application deadline

When the application deadline is reached and the list of applicants is ready, an extended version of the list is sent to the faculty’s contact person as soon as possible. 

Members of the Evaluation Committee (advisory group) must read and fill out a declaration of impartiality to assist in the appointment procedure: 
iHabilitetserklæring - norsk / Declaration of impartiality - english , Habilitetserklæring - norsk / Habilitetserklæring - engelsk

  • Convey information to applicants by application deadline (expected time schedule). Prior to sending out the public listing of applicants, a control needs to be made regarding possible requests to be exempt from this list (?).  
    This will be evaluated according to the Freedom of Information Act:
    Offentleglova § 25
 

3. PROFESSIONAL EVALUATION, SELECTION AND RECOMMENDATION

3.1 Professional evaluation

  • Criteria for evaluation should be listed in the announcement text.

3.2 Preparation of interview

Examples of interview guides for the recruitment of PhD candidates: (A); (B); (C)

3.3 Prepare recommendation based on evaluation report, interview and reference check

Formal qualifications must be assessed in writing by NTNU's international section or scientifically employed at NTNU with very good knowledge of the education system and the educational institution of the applicant. Written documented assessment must be available. Contact persons at international sections are: 
Stein Runar Olsen eller Rita Kumar.

Special assessment of equivalent education is given by written assessment from the department (head of department / program council leader) to the faculty at the Vice Dean of Research.

Applicants with a weaker grade background may be admitted to the doctoral program if it is documented that the candidate has relevant work experience and / or publishable scientific work (peer reviewed). The department (head of department / program council leader) must document that the candidate is particularly suitable for a PhD education, and the faculty (vice-dean of research / committee for research and research education) makes decisions about appointments. 

Template - evaluation report

3.4 Behandle innstilling

  • Kvalitetssikring av HR, Fakultetet
  • Likestillingsvurdering
  • Saksframlgg for ansettelsesutvalget (AU)
  • Ansettelesesutvalgets vedtak

4. Etter innstilling

  • Håndtere tilbud og forberede midlertidig ansettelse (fastsette startdato) og opptak til ph.d.-studiet.
    Prosjektleder/foreslåtte hovedveileder igangsetter opptak til ph.d.-studiet i samarbeid med kandidat (og i parallell innhente ph.d.-avtale og fullstendig forskningsplan).
  • Håndtere avslag
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