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Hiring process to academic positions

Normal procedure

  1. Registration of application
  2. Academic shortlisting - A selection committee or expert committee is appointed, which carries out the professional/academic evaluation of the applications
  3. Candidate assessment – interview of candidates and reference checks
  4. Shortlisting - the committee produces a shortlist with ranking of candidates by number
  5. The recommending authority decides on a recommendation – a shortlist with ranking of candidates is sent to the faculty in question
  6. The appointing authority processes and approves the recommendation
  7. A letter of appointment is sent to the highest ranked candidate. Should the candidate decline the job offer, it will go to the next candidate on the list
  8. All applicants are informed that the hiring process has ended

Selection committee or expert committee

A committee in charge of evaluating the applications is appointed by the recommending authority (for example the Department management). The committee usually consists of three people, and there should be gender balance. The selection process has two possible procedures:

  • For Doctoral Fellow and Postdoc positions
    Directly to a selection committee: an academic group of 3-5 people will assess the academic qualifications and personal skill requirements, in which case the selection committee fulfills both the tasks of the expert committee and the selection committee, as described in the next section. The selection committee conducts the interviews, reference-checks, ranks the applicants and makes a shortlist. This procedure is regularly used when hiring a Research Fellow or a Postdoc.
  • For Associate Professors and Professors
    An expert committee consisting of an academically representative group (3 people) evaluates the academic qualifications of the candidates and selects candidates for a shortlist.  This shortlist, which normally ranks the top three candidates, is then passed on to a selection committee which evaluates the personal skills of the candidates.  The selection committee also evaluates the candidates with regard to strategic priorities at the unit of employment and gender balance. Based on their own evaluation, the selection committee may change the ranking of the candidates shortlisted by the expert committee. The resulting proposition is then submitted to the appointing authority (for example the appointing committee at the faculty), who officially hires the candidate.

Screening committee

If the number of applicants is very large, applicants may be invited to send short applications to a screening committee which will then invite a limited number of applicants to send more detailed application letters and documentations. These will then be passed on to an expert committee or a selection committee.

Interviews, reference-checks and trial lectures

Interviews and reference-checks are common at UiO, and they are carried out by the selection committee. When appointing candidates to permanent researcher and instructor positions (Associate Professor, Professor), the highest ranked applicants are invited to hold a trial lecture, which will be part of the candidate evaluation.

Information during the hiring process

  • Applicants will receive a confirmation that the application has been received. Upon request, applicants receive a list of applicants to the position.
  • Applicants to permanent positions (Associate Professors and Professors) will receive a statement from the expert committee and may comment on this.
  • Minutes from the meetings of Department boards and appointment committees are open to public viewing and are normally published on the web pages of the faculty and department. The case documents (shortlists and ranking of candidates) are not open to public viewing.
  • Once the position has been taken, all applicants will receive a letter to inform them that the recruitment process is finished.

Time frame

The committee usually spends three months before reaching a conclusion. Both the selection and appointing authorities are responsible for making sure that the assessments have been made in a proper way. They may ask the committees to elaborate or reconsider. Applicants are to be informed of any delay in the recruitment process.

Since a thorough and extensive evaluation is required, the recruitment process is usually longer for scientific positions than for non-scientific positions.  It may take from 5 to 12 months. UiO is striving to make these recruitment processes less time-consuming.

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Published Jan. 31, 2013 2:46 PM - Last modified Nov. 21, 2017 1:45 PM