Recruitment process
This page provides you with information on preparing and publishing a job advertisement as well as the application management, selection, and hiring of candidates.
It is important to make the application process as simple as possible and to reduce hurdles for candidates. We recommend that you do not request a letter of motivation in the application documents so that you can address more suitable candidates with your advertisement.
Alternatively, you can collect the points that are important to you with protected page hard-factor questions.
- Familiarise yourself with the recruitment process and the support services available.
- Open the position in the recruitment tool and define the position details, advertisement text and protected page Hardfactor questions. Consult the protected page job management instructions, the Download sample advert (PDF, 320 KB) and (if relevant) the Download guideline “Compelling job advertisements for academic roles” (PDF, 1.9 MB).
- Define the roles and responsibilities of every hiring committee member and grant them access to the recruitment tool. Plan the procedure of the recruitment together.
- Determine a person who is primarily responsible for ensuring communications with candidates during the entire recruitment process.
- Disuss the draft and contract-related aspects with your HR Partner and define your collaboration during the recruitment process. PhD and Postdoc positions do not have to be discussed with your HR Partner, questions can be directed to the Recruiting Support team.
- Release the position for publication in the recruitment system.
- The Recruiting Support team checks for the job registration requirement as well as further regulatory aspects and publishes the position on the ETH Job board and selected job portals within 2 working days.
- As soon as the position is published, you will receive a confirmation with all relevant publication details.
- Inform your personal network (email, social networks, conferences, etc.) about the position, and if necessary, publish the advertisement on other relevant portals.
Please note
- According to Art. 14, para 1 PVO (Personnel Ordinance of the ETH Domain), open positions must be “advertised in appropriate media”.
- Costs for recruitment agencies, print advertisements and publication on specialist portals are met by yourself. The Download General Terms and Conditions (GTC) of ETH Zurich for the purchase of recruitment services (PDF, 81 KB) apply to recruitment services.
- RS publishes job advertisements on the following job portals:
www.jobs.ethz.ch (ETH job portal)
www.jobs.ch
www.academicpositions.com
www.jobs.nzz.ch
www.researchgate.net
www.it-jobs.ch
www.eth-gethired.ch
www.ictjobs.ch
www.medienjobs.ch
- Applicants complete the application form and receive an automatic confirmation message.
- Send interview invitations, patience messages as well as rejections, and request further documents through the recruitment tool. Consult the protected page application management instructions.
- Inform candidates as soon as possible about the result of their application. For suitable candidates, we recommend a first contact within five days at the latest. Candidates who are not eligible should also receive feedback within a useful period of time (ideally within three weeks) in order to keep ETH Zurich in positive memory.
- Close the position as soon as you have received enough applications. If necessary, the position can be published again at a later point in time.
- Determine the main points for evaluation with all members of the hiring committee.
- Evaluate the incoming applications on an ongoing basis.
- Compile a shortlist.
- The recruitment tool allows you to either share all applications or only those on the shortlist with further people.
Please note
- protected page Hardfactor questions can support you with the pre-selection.
- Your HR Partner will support you with the pre-selection, if necessary (excl. scientific positions).
- Document your contact with applicants in the recruitment tool.
- Invite suitable applicants to an interview. Use the guides for interviews with prospective doctoral students and postdoctoral researchers (if relevant) or the tips for interviews with administrative and technical as well as further scientific staff.
- References of top candidates are gathered by you or your HR Partner or your recruiting partner
- Discuss your hiring decision with your HR Partner or recruiting partner before making a job offer.
- Your HR Partner will define the function level based on the job description and determines the starting salary for the new employee.
- You or your personnel consultant informs HR Admin about the decision, in order to start the ETHIS workflow entry.
- Your HR Partner or HR Admin inspects, signs, and sends the contract of employment.
- Send the remaining rejections and conclude the position in the recruitment tool. Consult the protected page instructions for closing a position.