e applications for advertised positions are initially collected in the Human Resources department. The Human Resources Department conducts an initial review of the application documents and assists the selecting institutions and individuals in organizing the selection process as outlined in the following process.
PERSONNEL LAW POWERS IN THE SELECTION AND RECRUITMENT OF EMPLOYEES
Grouping and step assignment in the context of selection and recruitment procedures - including, if applicable, the advance granting of steps - are measures under personnel law on which only the President as the supervisor or persons authorized or commissioned by the President have to decide. These matters are handled exclusively centrally by the Human Resources Department.
As the person making the selection, please bear in mind that the applicants' ideas cannot always be implemented and that outsiders cannot distinguish which office or which members of the university may provide binding information here. Please avoid irritating the applicants, whom we want to win over for the university, by refraining from making statements about grouping and level assignment as a selecting person or institution.
Therefore, please involve the Human Resources Department in good time so that a decision on grouping and step assignment can be made before a hiring commitment is made or a contract is concluded. The Human Resources Department will either make the necessary personnel law decision on behalf of the President itself or arrange for such a decision to be made. It will also arrange for any necessary participation of the Staff Council and other involvement.
A period of approx. two weeks should be planned for this procedural step. If participation of the staff council is required (e.g. in the case of new recruitment of administrative staff), this period may be extended to up to approx. four weeks.
It can neither be in the interest of the respective organizational unit nor of the institution as a whole to annoy applicants or even to let it come to legal disputes. Please understand that the university must proceed strictly in this regard and cannot accept statements on grouping and level assignment from persons who are not authorized to do so. For further information, please contact the Human Resources Department.
PARTICIPATION OF THE STAFF REPRESENTATIVES
As the recruitment, reappointment and increase of positions is subject to co-determination, the Staff Council, the Equal Opportunity Officer and, if applicable, the representative for severely disabled persons are involved in the selection and recruitment process by the Human Resources department. The representatives involved are informed which positions have been advertised, how many people have applied for the positions and who will be invited.
After the invitations have been sent out, the personnel council is informed by the personnel department about the dates for the selection interviews and usually takes part in all interviews. In the case of permanent scientific positions, the Equal Opportunity Officer is involved by the Human Resources Department in the scheduling of interviews before the invitations are sent out. The Equal Opportunity Officer is informed about all other interviews after the invitations have been sent out. If severely disabled persons have applied, the representative for severely disabled persons will also be involved in the appointment process before the invitations are sent out.
- Capture applications: Applications are received exclusively by the Personnel Service during the advertising period. If you receive applications and it is not clear that they have also been sent to bewerbung@leuphana.de, please inform the applicants that they are sending their application to this address, which is also stated in every job advertisement. Please do not forward the person's application internally and delete it irrevocably from your mailbox at the latest after a selection decision has been made. The Human Resources Service sends all applicants* a confirmation of receipt. As soon as all applications have been saved and recorded, you will receive information by e-mail.Bewerbungen gehen im Ausschreibungszeitraum ausschließlich beim Personalservice ein.
- Extend application deadline: Applications are received exclusively by the HR department during the advertising period. You can ask the HR department at any time what the status of the applications received is and whether an extension of the advertising period would be useful.
- Review application materials: After expiration of the advertisement period, the Human Resources Department carries out an initial review of the application documents received (completeness of documents) and sends them to the institution issuing the advertisement and to the Staff Council, the Equal Opportunity Officer, and the Representative for Severely Disabled Persons (if there are applications from severely disabled persons). Applications may not be sent via e-mail for data protection reasons. If necessary, please use the service myshare.leuphana.de. All data must be irrevocably deleted from all media after the hiring decision has been made, and hard copies must be destroyed. Postal applications must be returned to the Human Resources Department.
- Perform preselection: In the next step, you, as the person or institution posting the job, review and analyze the application documents. This represents the starting point of the personnel selection. The pre-selection is primarily carried out by the respective institution applying for the position. The human resources department will provide advice and administrative support during this process. To make the pre-selection of applications easier for you, we have developed the Evaluation of Application Documents and Declaration of Evaluation forms. These are available for download. The applications are evaluated on the basis of the requirements profile. On this basis, an invitation to an interview is issued.
- Organize interviews: You then inform the HR department which applicants are to be invited for an interview. The Human Resources department carries out a formal review of the hiring requirements of the applicants to be invited, involves all members of the selection committee or representatives to be involved, coordinates the dates of the interviews with them and sends the invitations to the applicants. Please send the following information to bewerbung@leuphana.de:
- Names of the members of the selection committee, if you want to involve additional persons in the selection for professional reasons.
- Names of the persons to be invited.
- Date of the interviews: Please note that invitations should not be issued at too short notice so that the applicants and the committees can adjust to the date. l.d.R. invitations should be issued at least 2 weeks before the interviews.
- Start of the interviews, duration of the individual interviews, duration of the break between the individual interviews, or send us the exact times already.
- Room number of the room in which the interviews are to take place. The booking of the room is not done by the personnel service. If the interviews in the first round are to take place via ZOOM, please send a dial-in link (please select end-to-end encryption or end-to-end encryption and make use of the waiting room so that subsequent applicants cannot listen in on previous interviews).
- Conduct interviews: You conduct and document the interviews with the participating committees and, if necessary, other persons. To prepare for the interview, we recommend our interview guide, which we have developed as the "Applicant Interview Guide" form with its explanatory notes. It is intended as an orientation and action guide for the selectors. You will also find the guide as a download.
The interview is attended by representatives of the institutions, the Staff Council, the Women's and Equal Opportunity Officers, the Disabled Persons' Representative (if applicants with disabilities are taking part) and, if necessary, a representative of the Human Resources Service.
The interview serves as the final decision-making process for filling the position. After the interview, you will decide whether the person is a good fit for your facility and for the other employees*. Likewise, based on the information you provide and the impression you have given of the facility, the person will decide whether they would like to take the job with you or withdraw their application. - Select person: At the end of the procedure, a person is selected on the basis of the application documents and the interview.
Selection decisions are to be made in accordance with the constitutional principle of Article 33 (2) of the Basic Law and in accordance with §9 of the Lower Saxony Civil Service Act on the basis of suitability, ability and professional performance. In addition, the provisions of §4 of the State Equal Opportunity Act and §§80 ff. of the Social Code IX must be observed. Furthermore, the degree of fulfillment of the criteria is determined for each applicant on the basis of the requirements profile and, if applicable, the other selection instruments used, and thus the placement is decided. In order to make the decision-making process easier for you, we have developed the APPLICATION INTERVIEW ASSESSMENT form, which is also available for download.
The entire selection process must be documented in such a way that the selection decision can also be understood by authorized third parties. - Submit a request to discontinue: With your decision to hire, please forward the following documents to the Human Resources Department at bewerbung@leuphana.de weiter:
- APPLICATION FOR RECRUITMENT: incl. additional information on the time limit.
- REASON FOR SELECTION: The reason for selection must show why you have chosen the selected person compared to all other applicants*. It is best to rank the people you consider suitable for the position, as the first ranked person may decline the offer. This selection rationale will help you understand your decision. The more comprehensive the selection rationale, the better.
- APPLICATION DECISION if the project is a third-party funded project and the decision was not yet available at the time of the call for proposals.
- The QUALIFICATION DISCUSSION form (for PhD projects or other qualification goals) or CAREER DISCUSSION form (for postdoctoral positions). These forms are not required if the employment is in an externally funded project and the term end date of the position is the same as the project end date.
- In order for the Human Resources Department to be able to process the personnel measure you have applied for in due time, it is necessary that we receive corresponding applications completely filled out and signed at least six weeks before the desired implementation date. For reasons of labor law, fixed-term employment contracts cannot be concluded retroactively.
- Send cancellations: The HR department sends out rejections only after the selection has been made and the application for employment has been received for the person to be hired, but no later than after the employment contract has been signed. It is advisable to state in the interviews that a decision will be made e.g. within the next 2 weeks and that a rejection is to be expected if the person has not received a notification by then. If you would like to give a telephone message to the persons heard already after a verbal commitment by the selected person, you are welcome to do so after consultation with the personnel service.
- Adhere to probationary period: The probationary period in the area of the collective agreement for the public service of the federal states (TV-L) generally lasts 6 months. The probationary period lasts 6 weeks only for employees who are employed without objective reason. During the probationary period, the employment relationship may be terminated by the employee and the employer with 2 weeks' notice to the end of the month. During the probationary period or waiting period of 6 months, no vacation should be taken. In urgent cases, please contact the Human Resources Department at urlaub@leuphana.de in good time in order to coordinate the possibilities of taking time off or granting vacation.
SETTING UP THE WORKSTATION
The job posting and application process ends with the application for employment. The clerks in the Human Resources Department will contact the selected person to sign the contract. Once the person you have selected has signed the contract, you can proceed with the following steps:
- Transmit setting display: In good time before the new colleg:in takes up his/her position, submit the so-called NOTICE OF CHANGE to Ms. Strietzel in Building Management so that a telephone number can be assigned, a door sign created, network connections set up and other organizational measures taken. The "notice of change" is also important in order to be able to assign locking authorizations for office rooms. The new colleague will then receive keys and locking authorizations directly from Mr. Seidel in the key management department.
- Setting up the workstation: If furniture needs to be ordered for the new colleg:in, please contact the Colleg:in Building Management at moebel@leuphana.de. Necessary technical infrastructure such as computers, monitors, etc. can be ordered and set up via the IT form at the IT Service. The Leuphana account will be created automatically for the new colleague as soon as the contract has been signed and the person hired has been created in SAP.
- University Administration/Staff Offices: Teaching Services, President's Office, University Communications, Finance, Human Resources and Law Facilities Management, Appointments Management, Campus Development, Committees, Internal Audit, Team Q, Research Services, University Sports Center.
- Student Services
- Equal Opportunity Office