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This user manual will guide you through all aspects of using uniVIPs, from basic navigation and user account management to advanced features for application processing and system administration. Whether you are a doctoral school administrator, academic staff member, or system administrator, this documentation will help you leverage the full capabilities of the uniVIPs platform to achieve your recruitment objectives efficiently and effectively.

Process Description

PhD Application Workflow - Process Description

Overview

This workflow manages the complete PhD application process from initial submission through final admission and employment, using the uniVIPS system for coordination and tracking. The process involves multiple stakeholders with specific roles and responsibilities, ensuring thorough evaluation and compliance with academic and employment regulations.

Main Process Phases

1. Application & References

PhD candidates create and submit their complete application through the uniVIPS system. Candidates provide contact details for one to three reference providers (REFG). Reference providers log into uniVIPS to submit reference forms.

2. Administrative Review

APAE conducts the initial administrative review of applications, checking completeness and formal requirements. This role serves as the process administrator throughout the entire workflow. Applications can be withdrawn by candidates any stage of the recruiting process.

3. Scientific Review

The scientific evaluation phase involves multiple stakeholders working in coordination. APAE assigns peer reviewers (PREV), who are internal persons conducting expert assessments of application portfolios. These reviewers create written evaluations that can be saved and edited before final submission. Once reviews are complete, the selection committee (AWV) evaluates applications and creates shortlists lists for interviews, including waiting lists.

4. Interview & Ranking Process

APAE organizes interviews for shortlisted candidates. Invitations to interviews can be sent through uniVIPS. The interview committee (IWV) is responsible for documenting interviews in the system. Panel meetings involving AWV determine final candidate selection, and this stage finalizes supervision arrangements and project assignments. The process ensures that both supervision and project details are confirmed before moving to the decision phase.

5. Decision & Approval

The decision phase requires multiple levels of approval to ensure compliance and quality. The immediate supervisor (FK) provides approval, followed by acknowledgment from the budget-responsible person at the dean's or center office (FP). The Equal Opportunities Committee (AKGleich) reviews and approves both job postings and appointments as part of their oversight function. APAE sends acceptance or rejection notifications via uniVIPS, and candidates must decide whether to accept offered positions. The system can record candidate decisions.

6. Portfolio Finalization

During this phase, APAE requests supervision confirmations from supervisors (BETR), who are required to provide supervision agreements as a legal study requirement. Additional documents are collected, including supervision agreements, research exposés, and language certificates. The portfolio is considered complete only when all documents and information required for both employment and admission are available and verified.

7. Admission Process

The doctoral admissions team (ZUL) at Research Services and Career Development is responsible for PhD admission applications and the admission process itself. They review submitted documents and check for completeness. The Doctoral Studies Program Director (DSPL), serving as the legal academic body for admissions, provides official statements on applications. ZUL performs both formal eligibility checks and requests additional documents as needed. The information from the application process that is necessary for admission is passed on to u:space.

8. Employment Process

The employment phase occurs outside the uniVIPS system and is managed by HR Services (HR_TEAM), who are responsible for employment eligibility assessments and personnel onboarding implementation. APAE determines whether applications represent standard or special cases, with special cases involving expert assessments by HR teams, particularly for employment chains and third-country nationals. Candidates complete personnel intake forms and provide required documents for the hiring process.

Key Features and Process Characteristics

The workflow accommodates flexible application types, distinguishing between global budget and third-party funded positions. The system scales from single position advertisements to pooled calls and organizes applications thematically through clusters such as VBC areas in biochemistry and neuroscience, as well as specific projects. Automated notifications maintain communication flow throughout the process, while multiple review and approval stages ensure quality assurance.

The system integrates comprehensive document management, handling all required documentation within a single platform.

Applications can be saved and edited before final submission, providing flexibility for candidates. The system supports mass processing for administrative efficiency. Parallel processing is possible for admission and employment preparation, improving overall efficiency.

Roles

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and Responsibilites

Support

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FAQs

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Support

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Support and contact

Support for job postings

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Support in case of problems with the login and the u:account

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Technical second and third level support

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