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The purpose of these guidelines is to provide an overview in a single document of regulations governing the appointment process for post doctoral research fellows and research scholarship holders. These guidelines are supplementary for UiO to Regulations concerning terms and conditions of employment for the posts of postdoktor (post-doctoral research fellow), stipendiat (research fellow), vitenskapelig assistent (research assistant) and spesialistkandidat (resident) and comprise general regulations, procedural stipulations and provisions providing the framework for UiO's implementation of the statute.
The provisions of the statute of the Ministry of Education and Research are reproduced below in italics under the various points of the document, but they can be read integrally at the link provided above.
The following guidelines are in force for appointment to research fellow and post doctoral research positions.
The Ministry has made the following stipulations concerning appointment to the position of post doctoral research fellow:
§ 1-2 Postdoktor
(1) Ansettelse i stilling som postdoktor har som hovedmål å kvalifisere for arbeid i vitenskapelige toppstillinger. Det kreves oppnådd doktorgrad for ansettelse.
(2) Bruk av stilling som postdoktor er begrenset til institusjoner som har rett til å tildele doktorgrad.
(3) Ved søknad om ansettelse i postdoktorstilling skal søkeren legge fram forslag til prosjekt for kvalifiseringsarbeidet. Forslaget skal også inneholde framdriftsplan. Det forutsettes at søkeren vil kunne gjennomføre prosjektet i løpet av ansettelsesperioden.
(4) Åremålsperioden skal være fra to til fire år. Ved ansettelse utover to år avgjør arbeidsgiver om den ansatte skal pålegges pliktarbeid i form av undervisningsarbeid og tilsvarende arbeid, og omfanget av eventuelt pliktarbeid.
(5) Det skal utarbeides plan for gjennomføring av prosjektet som ligger til grunn for ansettelse i postdoktorstilling. Planen skal inngå som del av eller vedlegg til arbeidskontrakt for åremålsansettelsen og skal omfatte prosjektbeskrivelse og framdriftsplan.
(6) Omfanget av eventuelt pliktarbeid må fastsettes i planen.
(7) Planen må inneholde opplysning om hvem som skal ha plikt til å følge opp den ansatte med faglig rådgivning. Både den som har ansvar for faglig rådgivning, og den ansatte har plikt til å melde fra til arbeidsgiver om manglende gjennomføring av planen.
The Ministry has made the following stipulations concerning appointment to the position of research fellow:
§ 1-3 Stipendiat
(1) Stilling som stipendiat har fullført forskerutdanning fram til doktorgrad som mål.
(2) Stilling som stipendiat i kunstutdanningene innenfor Stipendprogram for kunstnerisk utviklingsarbeid har som mål å føre fram til faglig kompetanse på nivå med førsteamanuensis.
(3) Normal åremålsperiode er fire år med 25 prosent pliktarbeid. The period of employment shall comprise three years of pure research training.
(4) Ansettelsesmyndigheten fastsetter den samlete periode i hvert enkelt tilfelle. Det tas tilbørlig hensyn til omfanget av pliktarbeidet, nødvendig tidsramme og plan for å gjennomføre prosjektet, og det finansieringsgrunnlag prosjektet hviler på.
(5) Kortere ansettelsesperiode kan gis dersom stipendiaten alt har gjennomført deler av sitt forskerutdanningsprogram, eller når ansettelsen bygger på tidligere ansettelse i utdanningsstilling (stipendiat, vitenskapelig assistent og liknende), slik at total tid til forskerutdanning blir tre år.
(6) Innenfor Stipendprogram for kunstnerisk utviklingsarbeid er stipendiatperioden fastsatt til tre år.
(7) Dersom arbeidsgiver i særskilte tilfeller etter søknad finner å ville ansette i 50 % deltidsstilling eller mer i hele eller deler av perioden, kan ansettelsesperioden forlenges slik at forskerutdanning eller kunstnerisk utviklingsarbeid tilsvarer tre ordinære årsverk.
(8) Opptak til doktorgradsprogram er et vilkår for tiltredelse i stilling som stipendiat. Endelig plan for forskerutdanning skal være godkjent og avtalefestet seinest tre måneder etter tiltredelse. Frist for opptak til doktorgradsprogram må framgå av arbeidsavtalen. Videre må det framgå når endelig plan for forskerutdanningen skal være framlagt. Planen skal navngi hvem som har faglig veiledningsplikt for stipendiaten. Dersom opptaksavtale ikke foreligger innen den tidsfrist som framgår av arbeidsavtalen, kan det gi grunnlag for arbeidsgiver å vurdere å heve arbeidsavtalen.
(9) Overgang til annet doktorgradsprogram kan ikke foretas uten etter avtale med arbeidsgiver. Overgang til annet doktorgradsprogram enn det arbeidsavtalen forutsetter, uten etter avtale med arbeidsgiver, kan gi grunnlag for å vurdere oppsigelse.
(10) Opptak av styringsgruppa for Stipendprogram for kunstnerisk utviklingsarbeid er et vilkår for ansettelse som stipendiat innenfor stipendprogrammet i kunstutdanningene.
(11) Det skal hvert år gis rapport om framdriften i den organiserte forskerutdanningen. Stipendiat og veileder er sammen ansvarlig for rapporten.
(12) Fordelingen av arbeidsplikten mellom forskerutdanning og pliktarbeid skal framgå av arbeidsavtalen. Innholdet i pliktarbeidet utenom forskerutdanning bør også framgå, jf. § 1-3 (13) og (14). Det skal framgå hvilket doktorgradsprogram stipendiaten er knyttet til.
(13) Pliktarbeid utenom forskningsarbeidet bør så vidt mulig ha relevans for doktorgradsutdanningen. Administrative plikter begrenses og bør normalt ikke utgjøre mer enn ti prosent av den samlete arbeidstid på årsbasis.
(14) Institusjonene fastsetter egne retningslinjer for innholdet i pliktarbeidet, samt fordeling av arbeidsoppgaver i ansettelsesperioden. Arbeidsgiver må påse at arbeidsoppgavene ikke går utover den fastsatte rammen.
For both post doctoral research fellow and research fellow, the following shall apply:
§ 2-1 Åremålsansettelsen
(1) Ingen kan ansettes i mer enn én åreålsperiode i samme stillingskategori ved samme institusjon.
(2) I åremålskontrakten kan det ikke tas inn bestemmelser om ventelønn.
§ 2-2 Arbeidstid
De ansatte omfattes av de til enhver tid gjeldende lover og avtaler om arbeidstid, ferie og sykefravær.
The following supplementary stipulations are in force for the University of Oslo:
Vacant positions shall normally be announced publicly.
Public announcements of vacant post doctoral research and research fellow positions are to be disseminated internationally.
Announcements of vacant research fellow and post doctoral research positions shall be made by authorities responsible for appointments.
Information to be comprised in the public announcement are found in UiO's templates for public announcements for postdoctoral research fellow positions andresearch fellow positions including:
standard information concerning the basic academic unit, field of study/applicable subject areas, work duties, qualification criteria and period of employment, salary for the position, required enclosures to the application and the individuals to whom application is to be submitted.
standard wordings (invitation to women to apply when women are underrepresented in the targeted position group, referral to UiO's agreement of acceptance, etc.)
As expressed in the announcement template, applicants may initially be invited to send in only a brief application, preferably in digital form, including the grounds for applying and a project proposal and CV, along with a list of publications. This alternative procedure may be expedient whenever there are a large number of applicants, and particularly for the position of post doctoral research fellow. See Point 3 concerning the use of a sorting committee.
The requirement put forth in the announcement to submit a project description and progress schedule shall not apply for those applying for defined research project positions in which the project description itself provides the basis of the public announcement.
The listing of the types of information the public announcement shall contain takes into account appointments made both with and without expert assessment, and must be adjusted to suit the individual appointment in question.
Deadline for application is a minimum of three weeks' time. It should be assessed in each case whether to extend the announced deadline in order to give applicants sufficient time to develop a project description and to facilitate recruitment of candidates in foreign countries.
Division into position groups for quota-based allocation in compliance with UiO's affirmative action agreement under the State Master Agreement (§ 21) comprises 1) scientific educational positions, 2) scientific intermediate group positions and 3) scientific leadership positions. The individual institute shall normally be the basis for quota-based allocation, but if special circumstances warrant, the faculty or field of study can be the basis for quota-based allocation.
In the event advisory or appointing authorities wish to depart from the qualification requirements put forth in the public announcement on any particular point, or any error has been made that can be construed as having an impact on applications made, the position shall normally be publicly announced once again.
The position may be re-announced if an inordinate amount of time has passed since the initial public announcement or if circumstances have changed appreciably; likewise, re-announcement may be made if it is found that a sufficient number of qualified applicants have not applied and it is reasonable to expect that a new public announcement may reverse this.
In the assessment process it may be expedient to use one or more of the committees mentioned below.
Criteria for appointment to a committee:
Composed in accordance with the requirements for the position disseminated in the public announcement.
At least three members
At least two should be competent at the level of the position in question
Both genders shall be represented
Whenever there are many applicants for a position, it may be practical to use a sorting committee, particularly for post doctoral research positions.
The sorting committee may, if need be, merge with a nominating committee or equivalent by conducting an initial selection for further consideration: see description below.
The tasks of the sorting committee
Prior to consideration by an appointed panel of experts or by a nominating committee or the equivalent (See point 4), the applications can be reviewed, as an alternative, by a sorting committee, who can invite from five to ten of the most attractive applicants to submit a complete application, includings a submitted sample of publications.
The sorting committee has two choices:
They may conclude that there are too few or no qualified applicants, that the position vacancy should be re-announced, or that it should not be re-announced at the present time.
They may issue a brief, reasoned proposal to the expert panel (if such a panel has been appointed) or to the nominating committee/nomnating organ stating which applicants they find most attractive and warrant being retained for consideration, without conducting any form of ranking. A brief explanation shall be given for why rejected applicants have been found unsuitable for further assessment.
If there is doubt within the sorting committee as to whether an applicant is suitable for consideration, the applicant shall always be included in further assessment. All applications, however, are sent to the panel of experts/nominating committee or equivalent, who are then free to assess more applications than the sorting committee found worthy of further consideration.
The sorting committee shall conduct their work bearing in mind UiO's goal to recruit more women to scientific positions.
Appointment
The sorting committee is appointed by the nominating organ or its authorized proxy and is the preliminary organ for the nominating authority.
In accordance with the Act relating to universities and university colleges Section 6-3 (3), the requirement stipulating assessment by a panel of experts may be departed from for teaching and research positions that are not senior positions or professorships.
The procedure without the use of an expert committee: In order to simplify the nominating process, the nominating authority or its authorized proxy may appoint a nominating committee comprised of three to five persons to assess the academic qualifications and personal suitability of candidates for a given position. The group shall conduct an interview and solicit references and shall reach a consensus for recommendation to the nominating authority. See requirements concerning composition of the committee in Point 3.
In the evaluation of applicants for post doctoral positions, weight shall be given to documented, academic qualifications, the project description (whenever this is required in the call for applicants), the quality of the project and personal suitability of the candidate.
In the evaluation of applicants for post doctoral positions, weight shall be given to their aptitude to be able to complete the research training programme. The evaluation is based primarily on documented, academic qualifications, the project description (whenever this is required in the call for applicants, see Point 2), the quality of the project and personal suitability of the candidate.
As a general rule, an interview shall be conducted during the appointment process.
In its statement, the nominating committee normally shall maximally rank the three best suited applicants.
It should be established to the greatest extent possible that those who shall assess the applicants do not have any close relationship to any of the applicants or may derive any benefit or disadvantage by virtue of assessing any of them. Simple acquaintance with a candidate, however, does not entail impartiality. Members of the nominating organ and panel of experts have an obligation to assess their own impartiality and, upon appointment, to divulge any circumstances that may entail impartiality.
The nominating organ pursuant to the rules for administrative organs (Normal rules for faculties and Normal rules for institutes, regulations for museums, administrative regulations for the faculties and the rules for centres).
Assessment of applicants
Assessment of applicants is conducted in accordance with Pt. 4 and Pt. 5 above.
Ranking
Normally three applicants shall be nominated and ranked in order of priority whenever there are several qualified applicants for the position. A rationale explaining the applicants' ranking by priority shall be submitted.
Ranking of applicants shall comply with UiO's rules for quota allocation, see Pt. 10.
Should there be any dissent within the nominating organ, the differing points of view shall be accounted for and a voting protocol shall be included in the case documents.
A written recommendation for nomination shall be submitted on the basis of
the text of the vacancy announcement and description of the position.
an expert assessment, when included
a proposal from the nominating committee, when included
reports of interviews and references obtained concerning personal suitability for the position
Exemption from public access, right of access and information to applicants
Applicants requesting it may be given access pursuant to regulations of the Public Administration Act Ch. 5 concerning access by parties in cases pertaining to civil service employment. It is important to provide good information about progress in the casework in order to cater to the interests of applicants during the employment process.
The appointing organ pursuant to the rules for administrative organs (Normal rules for faculties and Normal rules for institutes, regler for fakulteter og Normalregler for institutter, regulations for museums, administrative regulations for the faculties and the rules for centres).
Appointment to a position as post doctoral research fellow and research fellow is made on the basis of the nomination.
Extension of leave of absence on the basis of legal and tariff-regulated leaves of absence can be decided by the administration.
In the event the appointing authority finds that several applicants are approximately equally suitable for the position, the applicants of the gender that is underrepresented in the position group in question shall be ranked ahead of the others, pursuant to the rules of UiO's affirmative action agreement.
When the appointing organ has made its decision concerning the applicant to be appointed, a project plan, in addition to the contract of employment, is to be prepared for post doctoral positions and a research training plan for research fellowship positions.
It is a requirement that post doctoral candidates who are appointed for a four-year period acquire basic teaching competence during the employment period. An exception applies for those who do not have teaching responsibilities in the position or who do not have a command of Norwegian or another Scandinavian language. See Rules for the practice of the requirement for basic teaching competence at UiO.
The normal fixed-term period is three years for post doctoral research fellow and four years for research fellow. See Point 13 concerning work duties within the fixed-term period.
Work duties assigned shall be ancillary to the position's objective in accordance with Sections 1-2 and 1-3 of the regulation.
For postdoctoral research fellow: When the period of employment is three years or more, the employer can require the employee to perform competence-giving work in the form of teaching and equivalent tasks, but limited to a maximum of 10 per cent of the position, so that the research progress is not hampered. As an exception, up to 25 per cent clinical work can be assigned in cases where there is a need to maintain clinical competence in the post doctoral post with a view to subsequent work positions.
For research fellows:
The normal fixed-term period is four years with 25 per cent compulsory work duties.. The period of employment shall comprise three years of pure research training. Reference is made to the Ministry's regulation, Section 1-3.
Compulsory work should yield relevant and varied competence for a future career in academia, social and business life. Examples of relevant compulsory work:
Assist in teaching, laboratory and practicum supervision, counselling and exam work
Assist in collecting and adapting materials for teaching
Provide training in the use and operation of the research infrastructure
Assist other researchers or research groups in various types of research
Participate in other qualifying work at the institute/unit, such as dissemination, exhibition and collection tasks, library, consultancy and reporting tasks
Clinical activities
The Ministry has made the following stipulations concerning appointment to positions such as post doctoral research fellow and research fellow:
§ 2-3 Permisjoner og forlengelse av ansettelsesperioden
(1) Med unntak for vitenskapelige assistenter skal permisjoner de ansatte har krav på etter lov eller tariffavtale, ikke medregnes ved beregning av ansettelsesperioden. Det samme gjelder for sentrale lederverv i nasjonale organisasjoner for disse stillingene.
(2) Det gis forlengelse for redusert arbeidstid i henhold til arbeidsmiljølovens § 10-2 fjerde ledd på grunn av omsorg for barn og nær familie.
(3) Det kan gis permisjon for å gå inn i kortvarig vikariat i undervisnings- og forskerstilling, utenlandsstipend og liknende når dette kan skje uten å redusere framdriften med mer enn et halvt år i postdoktorprosjekt, doktorgradsutdanning eller kunstnerisk utviklingsarbeid eller spesialistutdanning. I slike tilfeller kan ansettelsesperioden forlenges tilsvarende.
(4) Avgjørelse om forlengelse av ansettelsesperioden fattes av ansettelsesorganet.
(5) Fravær som skal gi grunnlag for forlengelse, må utgjøre minst to sammenhengende uker.
(6) For stipendiat kan ansettelsesorganet i særskilte tilfeller gi forlengelse av ansettelsesperioden for forhold som har vært til hinder for progresjonen i forskerutdanningen. Slike forhold kan være særlige omsorgsbelastninger og uforutsette hindringer av arbeidsmessig art som ikke kan lastes stipendiaten. Når slike forhold medfører forsinkelse, kan det gis forlengelse av ansettelsesperioden, forutsatt at stipendiaten vil kunne fullføre forskerutdanningen innen forlengelsestidas utløp.
(7) Ved sykefravær under to uker for postdoktor og stipendiat med pliktarbeid bør fraværet fordeles forholdsmessig mellom forskningsarbeid og pliktarbeid.
(8) For stipendiat med pliktarbeid kan flere kortvarige, gyldige fravær under to uker gi grunnlag for ensidig reduksjon i pliktarbeidsdelen, når dette anses nødvendig for at stipendiaten skal kunne fullføre forskerutdanningen innenfor ansettelsesperioden.
Addendum and clarification applying to the University of Oslo:
A period of employment may be extended beyond the legal and tariff-regulated period of leave of absence if special circumstances warrant. In such cases it must be shown that research progress has been hampered to a significant degree.
The framework for leaves of absence and ordinary absence pursuant to the General Collective Agreement is found in the Norwegian State Personnel Handbook. For example, additional leave of absence beyond the established nine months for breastfeeding mothers requires certification from a doctor or public health centre. Employers must be notified within more precisely defined deadlines for paid leaves of absence for pregnancy, maternity, adoption and breastfeeding.
Cf. Regulations concerning the philosophiae doctor (PhD) degree at UiO, Section 5-3, for the maximum duration of doctoral degree programmes.