RECRUITMENT AT CTP PAS: OTM-R, PROCEDURES AND BEST PRACTISES
QUICK GUIDE
How to Recruit Team Members at Center for Theoretical Physics of the Polish Academy of Sciences
This short guide is designed to help you navigate the recruitment process when hiring a new team member. It outlines the key steps, documents, and good practices to ensure the process is clear, fair, and efficient — without unnecessary paperwork.
IMPORTANT: the steps below do not encompass recruitment to Doctoral Schools!
Step 1: Initiate the Recruitment Process
Inform the Projects Office ( projects@cft.edu.pl ) and the HR Office ( hr@cft.edu.pl ) that you need to recruit a team member. If you look for a PhD student - contact in the first place the coordinator of PhD Schools, prof. M. Bilicki ( bilicki@cft.edu.pl ). Probably there will be two recruitment in parallel - the first one to your grant and the second to a Doctoral School. The Projects Office will send you a link to recruitment document templates (e.g. a job advertisement, an application for the appointment of recruitment committee members, assessment sheets and committee reports).
Draft the job advertisement, ensuring compliance with funding agency and doctoral school regulations (if applicable). If you need any support or guidance in preparing the advertisement, please speak to the Projects Office.
Once the advertisement is approved by PI, the Projects Office and the HR Office, it will be published by the HR Office, which will also be responsible for collecting applications.
Step 2: Recruitment Committee
Select 3 qualified committee members and submit their names for formal approval using the application form available via the EZD system, attaching a signed application for the appointment of recruitment committee members obtained in Step 1.
The proposed committee’s members should:
- be fluent in English and possess experience and qualifications that enable a fair and impartial evaluation of candidates
- demonstrate diverse expertise and competencies, with international and/or cross-sectoral perspectives if feasible
- demonstrate gender balance where possible.
The HR Office and PI will provide the committee with evaluation criteria and relevant forms.
Step 3: Candidate Selection
The committee (probably you will be its head) shall meet shortly after the applications deadline to review applications and prepare written minutes of the meeting including feedback for shortlisted candidates. Head of the committee submits documentation to the HR Office.
Directors approve the committee’s recommendation, after which the HR Office issues the final decision.
Candidates are informed of the outcome.
Step 4: Employment Formalities
Once the Director signs the final decision, the HR Office prepares the employment contract and onboarding documents.
Please note: visa processing for non-EU candidates may take additional time.
Step 5: Onboarding
The HR Office organizes an induction: meetings with PI and other key people, initial training, system access and an introduction to internal procedures.
The PI schedules an initial meeting to present the project and group practices.
Open, Transparent and Merit-based Recruitment Policy (OTM-R) at CTP PAS
CTP PAS places strong emphasis on fair and transparent recruitment principles for research positions and applies an Open, Transparent and Merit-based Recruitment (OTM-R) policy, in line with the European Charter for Researchers and the Code of Conduct for the Recruitment of Researchers. The implementation of OTM-R ensures an open and transparent recruitment process, promotes equal opportunities by providing all candidates with equal access to employment, and enables the recruitment of the most talented researchers from around the world. It also contributes to strengthening the international profile of CTP PAS.
Recruitment principles applied at CTP PAS:
- Recruitment for research positions is subject to public announcement. Job advertisements are published on the CTP PAS’s website, the CTP PAS’s Public Information Bulletin (BIP), the website of the Ministry of Science and Higher Education, and the European Commission’s Euraxess portal for mobile researchers. Additionally, advertisements may be disseminated via social media to reach the widest possible number of potential candidates.
- Job advertisements include a description of the role and responsibilities, required qualifications and experience, and working conditions (including salary and planned duration of employment). Advertisements are published in both Polish and English. Candidates are required to submit only the documents necessary for the assessment, avoiding excessive administrative burden.
- Recruitment is conducted according to clear rules applied equally to all candidates and based solely on merit, with the aim of selecting the most qualified candidate regardless of gender, age, ethnic, national or social origin, religion or belief, sexual orientation, language, disability, political opinion, or social or economic status.
- Candidate selection is based on scored evaluation criteria that enable transparent comparison of candidates’ achievements, experience and competencies, in accordance with the requirements specified for the position. Career breaks or non-linear CVs are considered as part of diverse professional pathways. Experience gained through international, interdisciplinary, or cross-sectoral mobility (between the public and private sectors) is valued.
- Applications are assessed by a recruitment committee composed of at least three members, appointed by the Director of CTP PAS. The committee evaluates submitted documents and recommends candidates for employment.
- Candidates are informed about the progress of the recruitment process and the status of their application. Those who participate in interviews receive feedback on the strengths and areas for improvement of their application.
- Candidates recommended for employment who are not Polish citizens receive support in the visa application process and in legalising their stay.
- Recruitment results are published on the CTP PAS’s website and in the CTP PAS’s Public Information Bulletin (BIP).
- Candidates applying for academic positions may appeal the recruitment results at any stage of the recruitment process.
Detailed information on employment procedures at CTP PAS is available in the Regulations for Academic Recruitment and Regulations defining the procedure for competitive recruitment for scientific positions and scholarships during the implementation period of a project funded from external sources.
Detailed information on doctoral school recruitment is available on the websites: Warsaw4PhD or GeoPlanet .
LIST OF ACTIONS
If you're recruiting a new employee or scholarship holder, these detailed action lists for two types of recruitment processes will guide you through each step. You'll find who’s responsible for what, when each task should be completed, and which documents are needed at every stage. The aim is to clarify responsibilities and streamline the process for all involved. The documents are available in both Polish and English to support clear communication across teams.
- Recruiting an employee for a scientific project: list of actions
- Recruiting a scholarship holder for a scientific project: list of actions
We hope these action lists help you navigate recruitment procedures with confidence and consistency. For any questions or updates, please contact the Administration.
UNCONSCIOUS BIAS
Before you start recruitment, take a moment to go through these materials. They are intended to support committee members in recognizing and mitigating unconscious bias during the selection process. They’ll help you spot and reduce unconscious bias, so you can focus on what really matters — the candidate’s skills, experience, and potential. A fair process starts with awareness.
1) Understanding unconscious bias - The Royal Society
https://www.youtube.com/watch?v=UiKtoeKx6qQ
2) How to Outsmart Your Own Unconscious Bias | Valerie Alexander | TEDxPasadena
https://www.youtube.com/watch?v=GP-cqFLS8Q4
3) Unconscious bias – The Open University
https://www.open.edu/openlearn/mod/oucontent/view.php?id=135558§ion=2
4) Bias-free hiring (Quick Reference Guide) – the Western Michigan University
ONBOARDING
New Employee Onboarding System
To improve the post-recruitment process and streamline the integration of newly hired staff at CTP PAS, a pilot onboarding system has been developed and launched. Its aim is to provide a clear and structured onboarding pathway, covering all key information, tools and actions required to start work effectively and support a smooth adaptation to the institute.
The onboarding process is divided into the following stages:
Pre-employment preparation
Contact with the candidate, collection of documents, medical referrals, logistical/relocation arrangements, and agreement on the start date.
First days at the Institute
Contract signing, provision of internal regulations, workstation setup, access to IT systems (email, VPN, EZD), access cards, health and safety/fire training, welcome by Directors.
Adaptation and integration
Meetings with the PI, training on internal procedures and systems, introduction to business travel rules, follow-up evaluation after the first month.
Ongoing support
Access to benefits, continuous administrative assistance, and the opportunity to provide feedback.
Documents available
Standardized forms improve transparency, ensure consistency between departments, and enhance the employee experience.
The onboarding process is coordinated by the HR Department, which supports both new employees and administrative units responsible for each stage of the onboarding procedure.