HR AWARD - SUMMARY ACTION PLAN 09 2018
Faculty of Science MU
#
Proposed Actions Short Proposed ACTIONS
Detail
Timing
1
Pilot Study /
Preparation
Timing
2
Implementation
Responsible Unit Indicator(s) / Target(s)
1 Role system (Role
systemization)
Implementation of a Faculty Role system (Role systemization), including related job
descriptions and competency models as a basic pillar for multiple stages of the employee
life cycle, using also the European Framework for Research Careers, which identifies both
necessary and desirable competencies for each of the four broad profiles for researchers
(R1 to R4). The new faculty Role system will enable:
* Transparent recruitment, candidate evaluation and its formalization.
* Structured employee evaluation.
* Employee training and development.
* Considering additional organizational level and consequently sub-department lead role
to be added to the departmental organisational structure.
31.5.2019 30.09.2020 * HR Award Team
* HR Department
* HR Award Work Group
(Department Heads)
[web link],
[% positions with job descriptions in
place]
2 Career Code Creation of a faculty Career Code, built on the new Faculty Role system and allowing
individual departments to add their specifics in their departmental operational procedures,
containing:
* Career development paths, presented on the faculty Career page, and being refrenced
from a job advertisement.
* Rules for granting unlimited contracts, and for limited contracts the aim to provide the
longest contract duration (3 yrs.) possible with respect to existing project financing
condition.
* Mandatory mobility aspects.
* Appointment of Faculty Career Advisor role, ensuring access to the career advice.
* Specification of both research and teaching as competencies for individual roles.
31.5.2019 30.09.2020 * HR Award team
* HR Department
* HR Award Work Group
(Department Heads)
[web link],
[% positions with career path
description in place],
3 Employee
Evaluation/Appraisal
System
Implementation of a new faculty Employee Evaluation/Appraisal System, containing:
* Framework for setting evaluation targets for individuals - public engagement activities,
research/teaching targets, leadership and mentoring targets etc. and employee evaluation
against targets.
* Presence of international evaluators for senior researchers.
* Specification of rules for motivation bonus (variable pay).
31.5.2019 30.09.2020 * HR Award Team
* HR Department
* HR Award Work Group
(Department Heads)
[Faculty process in place],
[# employees evaluated against
targets]
23
4 OTM-Recruitment Policy Creation and implementation of the Faculty OTM-Recruitment Policy applicable for
recruitment of both academic and non-academic positions including:
* Specification of responsibilities for the Faculty recruitment process.
* Rules for appointment of a selection committees according to the type and character of
positions and commitee composition (e.g. recommendations for gender balance and
diversity, expertise of the members, voting rights, presence of external/international
members, career breaks in the CV, seniority etc.).
* Rules for candidate evaluation within the selection.
* Concept of internal recruitment.
* Publishing the policy using the Faculty communication system.
31.5.2019 30.09.2020 * HR Department
* HR Award team
* HR Award Work Group
(Department Heads)
[web link],
[date of latest update],
[# staff informed]
5 OTM-Recruitment
Process (Guidelines)
Creation and implementation of the OTM-Recruitment Process (Guidelines), both for
external and internal hiring, as a practical methodology and helpful framework, including:
* Detailed recruitment process description.
* Guidelines and templates for external and international job posting.
* List of recruitment channels and sources.
* Templates for transparent candidate evaluation (interview feedback form),
antidiscrimination list of questions (What to ask and not to ask at the interview).
* Templates for situational communication with candidates.
31.5.2019 30.09.2020 * HR Award team
* HR Department
* HR Award Work Group
(Department Heads)
[web link],
[date of latest update],
[# staff informed],
[list of channels for job posting],
[web link Euraxess],
[hiring manager feedback],
[# of informed applicants],
[successful candidate feedback] .
6 Usage of English Translation of all relevant Faculty/University documents, websites and employee
mandatory training into English.
Initaited with a rule of "Only Czech/English communication to all employees and faculty
relevant regulations to be issued from January 2019", and ongoing for all new relevant
documents and communication, also in line with planned University Language policy.
Onwards for all new official documents, backwards for old relevant documents till
30.9.2023
01.01.2019 30.09.23 * HR Award team [% of documents in English],
[% of trainings in English]
7 Code of Ethics Creating a Code of Ethics for the FoS, expanding the University’s Code, to focus on
principles of the HRS4R.
01.09.2018 31.12.18 * Legal Team [web link],
[# of employees informed]
8 Onboarding process Implementation of an Onboarding process as a phase following the Recruitment process in
the Employee Life Cycle, including:
* Guidelines (handbook) for new employees.
* Training of new employees in ethical and professional aspects of research, intellectual
property rights, co-authorship and H&S.
* Official mentor assignment to a new employee and related actions.
* Establishing a new employee/hiring manager (supervisor) feedback mechanism.
30.06.2020 * HR Department
* HR Award team
* Working group
(Department Heads)
[# of new employees trained],
[successful candidate feedback after
first 12] months], [# of employees
leaving within the first 12 months],
[# of employees leaving due to
performance issues], [exit interview
feedback]
9 Refresher training for
ethical and professional
principles
Implementation of Refresher training in ethical and professional aspects of research,
intellectual property rights, co-authorship and H&S.
31.12.2021
* HR Department
* HR Award team
[# of employees trained],
10 eLearning tool Implementation of eLearning tool allowing systematic and efficient onboarding and
refresher training.
30.09.2020 * HR Department
* HR Award team
* Faculty IT Team
* University IT Team
[# of employees trained],
[web link]
11 Health and Safety
training and
documentation process
Implementation of the Faculty Health and Safety training and documentation process. 31.12.2019 * Faculty H&S team
* Legal Team
* Working group
(Department Heads)
[web link],
[# of employees trained]
12 Information Security
process
Implementation of the Faculty Information Security process for data management, data
back-up and security.
30.06.2021 * Faculty IT Team
* HR Award Team
* Legal Team
[web link],
[# of employees informed]
13 Improvement of Internal
Communication
Improvement of the Faculty Internal Communication:
* Implementation of the Faculty Intranet, section supporting administration processes, HR
(My HR portal) and research project administration, including:
- internal Career Advice site, which will contain basic career advisory, important info and
reference containing references to the University Career Center, all Faculty vacancies, and
also reference to external research opportunities presented by the Czech recruitment
engine Researchjobs.cz.
- section on available trainings related to researcher competency building, also available in
English.
* Implementation of the Faculty periodic newsletter, bringing faculty core information,
information related to strategic goals, and containing “Successful women” section.
* Implementation of intradepartmental communication framework, so that employees
and doctoral students are updated on strategic plans and status of projects, on project
administration methodology and targets.
30.09.2022 * HR Award Team
* HR Department
* PR Team
* Steering Commitee
(Dean’s Board)
[web link],
[# of employees informed]
14 Improvement of External
Communication
Improvement of the Faculty’s External Communication & Employer Branding:
* Creation of a new complex Faculty website including a Faculty Career page, containing
containing success stories of the Faculty alumni and Successful women section.
* Creation of a faculty Communication plan, including public engagement activities
department wise.
31.12.2019 * PR Team
* HR Award Team
* Steering Committee
(Dean’s Board)
[web link],
[web site visit rate]
15 Educational concept for
Early stage researchers –
Ph.D. students and
Postdoctoral research
fellows
Implementation of an educational concept for Early stage researchers – Ph.D. students
and Postdoctoral research fellows:
* Postdoctoral research fellows: Development of a dedicated internal concept for
attracting, hiring, onboarding and career development of postdoctoral researcher fellows
with focus on incoming/international researchers (dedicated web, information flyer,
training).
* Doctoral students: Development and implementation of a concept for education
(Doctoral school), mentoring and personal development of doctoral (Ph.D.) students,
including preparation of guidebooks for Ph.D. students, supervisors, heads of Ph.D.
programmes and other stakeholders; system of continuous trainings as well as preparation
of a follow-up support for further career development after graduation, including “how to
write a scientific publication” training.
31.12.2022 * HR Award Team
* Vice-Dean for Science,
Research, Foreign
Relations, and Doctoral
Studies
* HR Award Work Group
(Department Heads)
[web link], [flyer],
[# of doctoral students trained],
16 Ombudsman role Establishing a Faculty Ombudsman role and procedure to create an independent channel
for reporting and solving eventual ethical and discrimination issues, complaints, disputes
and people issues, and also for gender and diversity advisory, in addition to the University
bodies.
30.06.2021 * Legal Department
* HR Department
* HR Award team
* Steering Commitee
(Dean’s Board)
[web link],
[# of complaints solved],
[# staff informed]
17 Competency building for
support staff
Competency building for support staff:
* Implementation of an initial and refresher advanced recruitment techniques and process
training for involved staff, including social media utilization & active sourcing etc., also in
eLearning form.
* Ensuring ability to provide services in English - Enhancement of English courses for the
support staff, focused on conversation and expertise.
* Implementation of soft skill training in cultural and gender diversity and generation
specifics.
* HR techniques and strategies Talent management, Employer branding, Analytics &
Reporting (e.g. recruitment cost and efficiency).
* Usage of enhanced existing IS/IT tools.
30.06.2022 * HR Award team
* HR Department
* HR Award Work Group
(Department Heads)
[# staff trained],
[Rating from the Employee
Satisfaction Survey]
18 Competency building for
senior reserchers
Competency building for senior researchers:
* Leadership training for senior researchers, managers and supervisors, including:
mentoring, coaching and communication skills, time management, cultural and gender
diversity generation specifics.
Mentoring competency building to be supported by cooperation with the Czech
representation of European Network of Mentoring Programmes for the Advancement of
Equal Opportunities and Cultural
and Institutional Change in Academia and Research [http://www.eument-net.eu/]
Leadership training to be provided in appropriate form and using professional experienced
and mature lecturer, who would be respected by senior researchers.
* HR minimum for senior researchers (HR Academy).
30.06.2022 * HR Award team
* HR Department
* HR Award Work Group
(Department Heads)
* Usage of external
trainers
[# staff trained],
[Rating from the Employee
Satisfaction Survey]
19 Review and adjustment
of existing university
IS/IT tools
Decrease of administrative burden by reviewing existing university IS/IT tools:
* Adjustment of internal university eRecruitment tool, so that its full functionality is
utilized (e.g. data collection, automatic feedback etc.).
* Ensure IT-IS tools are further developed and configured so that they allow utilization of
all existing functionalities: University applications on the internal systems (INET, IS),
University HR system (Magion) and others.
30.09.2022 * HR Award team
* HR Department
* Faculty IT team
* University IT team
[web link],
[% of recruitment process covered],
[# of posted vacancies],
[hiring manager feedback],
[# of informed applicants],
[# of tools reconfigured]
20 Employee Satisfaction
Survey
Implementation of Faculty Employee Satisfaction Survey, in the end of the Revised Action
Plan implementation phase, anonymous, focused on some of the Charter and Code
priciples - working conditions and supervision, with communication of results on the
Faculty level and follow ups at the Researchers Focus Group reviews.
30.06.2023 * HR Award team
* HR Department
* Faculty IT team
* University IT team
* HR Award Work Group
(Department Heads)
[response rate %]
21 Working time rules Creation and implementation of Faculty Working time rules, in addition to the University
framework regulation, including flexible working hours and home office.
30.06.2021 * HR Department
* HR Award team
* Legal Team
* HR Award Work Group
(Department Heads)
* Steering Commitee
(Dean’s Board)
[web link],
[# of employees informed]
22 Gender sensitization
actions
Implementation of Faculty gender sensitization actions and their communication: e.g.
“Successful women” campaign. Cooperation with the Czech Researcher Centre for Gender
and Science, Institute of Sociology, Czech Academy of Sciences [www.genderaveda.cz].
30.09.2022 * HR Award team
* PR Team
* Legal Team
[web link],
[# of actions]
23 Training and
development guidelines
Creation of the Faculty training and development guidelines, including framework process
description, as a practical methodology for the Faculty and departmental training,
mentoring and development activities.
31.12.2021 * HR Award team
* Legal Team
* HR Award Work Group
(Department Heads)
[web link],
[# of employees informed]