TEMPLATE 3 – OTM-R – Checklist
OTM-R – Checklist
A checklist for self-assessment in the areas of open, transparent and merit-based recruitment (OTM-R). The current status, details of indicators,
and the form of measurement used are given.
The check boxes – Open, Transparent, and Merit-based – indicate the type of policies and procedures covered by the questions, as detailed in
the Code and the Charter for Researchers. They are pre-set in the E-HRS4R tool and cannot be changed.
OTM-R checklist
Open Trans
parent
Merit-
based
Answer:
++ Yes, completely
+/- Yes, substantially
- / + Yes, partially
-- No
* Suggested indicators (or form of
measurement)
OTM-R system
1. Have we published a version of our OTM-R
policy online (in the national language and in
English)?
x x x -/+ Yes, partially ECON MU does not yet have an overarching
OTM-R policy (recruitment and selection
rules). The selected principles are partially dealt
with in the MU Statute, and in more detail in
the MU Regulations on the Competitive
Selection Procedures (in local and English
versions), which, however, do not reflect all the
requirements of the Charter and the Code for
Researchers. They are also partially treated in
the ECON MU Statute (Czech version).
Indicator
- Newly created the university OTM-R policy
- Revised the MU Regulations on
Competitive Selection Procedures (in
cooperation with the MU Rector´s Office)
in accordance with the OTM-R Policy
requirements
- Publishing documents on the faculty
website in Czech and English versions
2. Do we have an internal guide setting out
clear OTM-R procedures and practices for all
types of positions?
x x x +/- Yes, substantially Procedures in the area of recruitment and
selection of employees are dealt with in the MU
Regulations on Competitive Selection
Procedures. However, these do not fully comply
with the recruitment and selection
requirements set out in the Charter and the
Code for Researchers.
Indicator
- Revised the MU Regulations on
Competitive Selection Procedures (in
cooperation with the MU Rector´s Office)
- Internal recruitment and selection guide
defining clear procedures for recruitment
and selection of all types of R1–R4
positions – a faculty OTM-R guide
- Familiarisation of employees
with documents and the publication of
documents on the faculty website in Czech
and English versions
3. Is everyone involved in the process
sufficiently trained in the area of OTM-R?
x x x -- No There is no specific educational/training
programme on recruitment and selection rules,
most participants are not adequately trained.
Indicator
- Creation of an educational/training
programme
- Number of trained employees
4. Do we make (sufficient) use of e-recruitment
tools?
x x +/- Yes, substantially All job offers are advertised online. Filing
applications is done through MU career website
in the form of e-applications, in exceptional
cases, applications may be submitted by e-mail,
in writing, through the portals Jobs.cz or
INOMICS.com, or else through the Jobs.cz
portal for non-academic staff.
Invitations to selection procedures and
notifications to candidates are sent by e-mail,
or they are notified by telephone.
In case of need, it is possible to use online tools,
e.g. Skype, tele/video conferencing, etc. for the
selection process.
The internal JOBS.MU e-application is used for
recruitment and selection, it serves for
registering and administering the selection
procedures announced for MU vacancies.
However, at present this application does not
cover all phases of the recruitment and
selection process.
Indicator
- Modification of the JOBS.MU e-application
in order to speed up and streamline the
recruitment process (in cooperation
with the MU Rector´s Office)
- Number of applications through the e-tool
5. Do we have a quality control system for
OTM-R in place?
x x x -- No A specific quality control system is not currently
in place. A non-public record is drawn up on
each selection process, which can be used for
internal quality control and compliance with
internal regulations. The internal faculty guide
for recruitment and selection of researchers will
include mechanisms for the formal control of
the recruitment process.
Indicator
- Internal recruitment and selection guide
(mechanisms to control the recruitment
process) – a faculty OTM-R guide
- Questionnaire – feedback on the selection
process
- Repeated carrying out of employee survey
(Recruitment and Selection section)
6. Does our current OTM-R policy encourage
external candidates to apply?
x x x +/- Yes, substantially All academic staff positions are published on
the MU career website in Czech and English.
The EURAXESS and INOMICS (the site for
Economists) portals are used for selected
positions.
Internet job portals are also used, e.g.
www.jobs.cz, and social networks (LinkedIN –
ECON MUNI profile, Facebook – Career at
MUNI). There is space for improvement
in advertising on paid Czech and foreign
channels.
Indicator
- Unified templates for advertising
researcher positions (Czech and English
versions)
- Trend in the share of external candidates
- List of suitable and available advertising
channels, including advertising rules (in
cooperation with the MU Rector´s Office)
7. Is our current OTM-R policy in line with
policies to attract researchers from abroad?
x x x -/+ Yes, partially The MU Regulations on Competitive Selection
Procedures impose an obligation to advertise
positions in Czech and English, and for R3 and
R4 there is also the obligation to additionally
use foreign media relevant to the given field.
Faculty policy is aimed primarily at postdocs
from abroad. At MU level, the HR Policy 2020-
2024 support programme is used for hiring
employees from abroad, as well as projects
from the European Union and the Czech grant
agencies - GACR and TACR.
Indicator
- Trend in the share of applicants from
abroad
- Necessary documents, forms and
regulations translated into English
- Internal recruitment and selection guide
(including advertising rules) – a faculty
OTM-R guide
8. Is our current OTM-R policy in line with
policies to attract underrepresented groups?
x x x +/- Yes, substantially During the selection process for academic staff
and other employees, the requirement of equal
opportunities is respected, including taking into
account the specifics of individual social groups
and the specifics of persons with sensory and
physical disabilities (see the MU Regulations on
Competitive Selection Procedures).
Indicator
- Trend in the share of female candidates
- Trend in the share of foreign applicants
- Training the members of the selection
committee
9. Is our current OTM-R policy in line with
policies to provide attractive working
conditions for researchers?
x x x +/- Yes, substantially ECON MU offers researchers good working
conditions, including benefits that are
comparable to or exceed similar institutions in
the Czech Republic (e.g. working environment,
equipment, wage conditions, mobility
programmes, flexible working hours, part-time
working, working from home,
creative/sabbatical leave, etc.)
These incentives are open to all groups,
regardless of age, gender, race or religion, and
allow workers to reconcile family and
professional life.
Indicator
- Trend in the share of applicants outside the
organisation (from the Czech Republic and
abroad)
- Repeated carrying out of employee survey
(working conditions)
10. Do we have means to monitor whether the
most suitable researchers apply?
-- No We currently have no tools; this is a subjective
assessment.
Indicator
- Once the rules for recruitment and
selection have been set (a faculty OTM-R
guide), there will be continuous monitoring
to see whether suitable candidates are
applying (e.g. monitoring the used
advertising channels vs. quality of applying
candidates, etc.).
Advertising and application phase
11. Do we have clear guidelines or templates
(e.g., EURAXESS) for advertising positions?
x x +/- Yes, substantially Vacancies are primarily published according to
the information specified in the MU Regulations
on Competitive Selection Procedures on the MU
career website in Czech and English. The
advertising of academic positions generally uses
pre-set templates, which need to be revised
with regard to the principles of the Charter and
the Code for Researchers.
Indicator
- Internal recruitment and selection guide
(advertising rules) - a faculty OTM-R guide
- Unified advertising templates
12. Do we include in the job advertisement
references/links to all the elements foreseen in
the relevant section of the toolkit?
x x +/- Yes, substantially Advertisements contain most of the
recommended information on the relevant
position – name of the position, job description,
qualification requirements, start date, and
offered benefits. Nonetheless, examples of
missing information include details on career
development, the offered wage (internal wage
regulations are publicly available on the MU
website), or the number of vacancies.
https://www.muni.cz/en/about-us/official-
notice-board/mu-internal-wage-regulations
Indicator
- Unified advertising templates with a link to
the website of the department/faculty/MU
and supplemented by other information
relating to the selection procedure (e.g.
Career Code, internal wage regulations,
etc.)
13. Do we make full use of EURAXESS to ensure
our research vacancies reach a wider
audience?
x x +/- Yes, substantially EURAXESS services are used mainly for
positions of postdocs, and associate professors
and professors; positions that require
knowledge of the Czech language are not
advertised.
Indicator
- The share of academic positions advertised
on EURAXESS
- Number of employees recruited outside
the organization/from abroad
14. Do we make use of other job advertising
tools?
x x ++ Yes Currently used are:
- MU Career website – Czech and English
versions
- INOMICS – website for economists
- www.jobs.cz – primarily for advertising
non-academic positions
- Official MU notice board/ ECON MU notice
board – offline version
- Social networks – LinkedIN , Facebook
Indicator
- Internal recruitment and selection guide
(advertising rules) – a faculty OTM-R guide
- Pilot advertising on a selected advertising
channel that could lead to an increase in
the number of good/top quality foreign
candidates (in cooperation with the MU
Rector´s Office)
15. Do we keep the administrative burden to a
minimum for the candidate?
x ++ Yes Where possible, yes, we do. The required
documents are sent electronically, in some
cases it is possible to provide these documents
after the end of the selection procedure. The
internal JOBS.MU e-applications also reduce
administrative burden.
If necessary, the selection interview also takes
place electronically/on-line, especially for
foreign candidates.
Selection and evaluation phase
16. Do we have clear rules governing the
appointment of selection committees?
x x +/- Yes, substantially The general rules for appointing selection
committees to select academic and other staff
are regulated by the MU Regulations on
Competitive Selection Procedures, which
include the procedures for the selection
committee appointments. However, these
regulations do not contain all the
recommendations of the Charter and the Code.
Indicator
- Publication on the faculty website of the
rules for the appointment/composition of
selection committees
17. Do we have clear rules concerning the
composition of selection committees?
x x -/+ Yes, partially The composition of the selection committee is
regulated by the MU Regulations on
Competitive Selection Procedures at a
more general level. However, these regulations
do not set conditions corresponding to the
requirements of the Charter and the Code for
all positions.
The selection committee must have at least five
members and the number of members must be
odd. An expert from abroad is also a member of
the selection committee for filling the position
of an associate professor, professor, R3 and R4
researcher and extraordinary/adjunct
professor. Requirements for gender balance,
the participation of external experts for all
types of selection procedures, or the
requirements for expertise or competencies of
selection committee members are not
specified.This will be addressed within the
framework of updating the MU Regulations on
Competitive Selection Procedures (in
cooperation with the MU Rector´s Office).
Indicator
- Revised MU Regulations on Competitive
Selection Procedures
- Publication of rules for the
appointment/composition of selection
committees on the faculty website
- Monitoring the composition of selection
committees
18. Are the selection committees sufficiently
gender-balanced?
x x +/- Yes, substantially The MU Regulations on Competitive Selection
Procedures do not regulate the gender
composition of committees. However, in each
selection procedure an effort is made to
maintain this balance, provided the conditions
allow. This will be addressed within the
framework of updating the MU Regulations on
Competitive Selection Procedures (in
cooperation with the MU Rector´s Office).
Indicator
- Revised MU Regulations on Competitive
Selection Procedures
- Monitoring and evaluation of the
composition of selection committees (with
emphasis on gender balance)
19. Do we have clear guidelines for selection
committees which help to judge ‘merit’ in a
way that leads to the best candidate being
selected?
x -- No Instructions for the selection committee
procedure are defined in the MU Regulations
on Competitive Selection Procedures. However,
this internal regulation does not specify in
detail the method of judging a candidate’s
‘merits’, any ’variations in the chronological
order of the CV’, or the ’recognition
of mobility experience’.
When deciding on whether a candidate meets
the conditions of the selection procedure for
academic staff, the committee mainly bases its
decision on the submitted materials and
interviews with the candidate. When assessing
the eligibility of a candidate, the committee
may additionally request the submission of
other documents or papers, or invite the
candidate to deliver a public lecture.
This will be addressed within the framework of
updating the MU Regulations on Competitive
Selection Procedures (in cooperation with the
MU Rector´s Office).
Indicator
- Revised the MU Regulations on
Competitive Selection Procedures
- Internal recruitment and selection guide
(rules for judging merit) – a faculty OTM-R
guide
- Training the members of the selection
committee
Appointment phase
20. Do we inform all applicants at the end of
the selection process?
x ++ Yes All participants in the selection procedure are
informed by e-mail after the procedure’s
completion. Successful candidates are also
usually informed by phone. The result of the
selection procedure is communicated to
candidates without delay.
The results of selection procedures are
published at https://www.muni.cz/en/about-
us/official-notice-board/publishing-results-of-
selection-procedures.
21. Do we provide adequate feedback to
interviewees?
x -/+ Yes, partially We provide formal/general feedback –
passed/failed. We do not provide detailed
feedback (strengths and weaknesses of the
candidate), although we do so upon request.
Indicator
- Internal recruitment and selection guide
(rules and conditions for providing
feedback) – a faculty OTM-R guide
- Template for evaluation of the candidate
(basis for members of the selection
committee)
22. Do we have an appropriate complaints
mechanism in place?
x +/- Yes, substantially The filing of complaints at Masaryk University is
governed by the Rector's publicly available
Directive No. 3/2008, Processing and
Registration of Complaints at Masaryk
University - https://www.muni.cz/en/about-
us/official-notice-board/submitting-and-
processing-complaints.
The specific mechanism for filing and resolving
complaints about the course and outcome of a
selection procedure is not currently
set. However, if a complaint is filed, it is
processed immediately.
Indicator
- Internal recruitment and selection guide
(procedure for filing and processing
complaints about the course and outcome
of a selection procedure) – a faculty OTM-R
guide
- Monitoring complaints
Overall assessment
23. Do we have a system in place to assess
whether OTM-R delivers on its objectives?
-/+ Yes, partially The selection procedures are governed by the
MU Regulations on Competitive Selection
Procedures. At ECON MU, the recruitment and
selection rules are not further specified. There
is also no system in place to assess how we are
doing in terms of recruitment and selection. In
future, the application of the recruitment and
selection rules will be monitored using
indicators set for each of the above actions.