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Introduction to PhD Recruiting Tool
The PhD Recruiting Tool is a comprehensive software solution designed to streamline and modernize the PhD recruitment process at the University of Vienna. This platform serves as a centralized system that integrates recruitment and admission processes, providing an efficient and transparent experience for both administrators and PhD candidates.
For PhD candidates, the PhD Recruiting Tool offers a transparent and user-friendly experience that minimizes redundant steps and reduces the time required to complete the application process. The system's integration with existing university infrastructure ensures that candidates can navigate from application submission to final admission through a coherent, well-structured pathway.
For administrators, reviewers and others involved in the selection process, the system provides powerful tools for managing applications, tracking candidate progress, and coordinating with various university departments. The platform eliminates the need for multiple disparate systems, reducing administrative overhead and improving data consistency.
This user manual will guide you through all aspects of using the PhD Recruiting Tool, 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 PhD Recruiting Tool to achieve your recruitment objectives efficiently and effectively.
Process Description
Overview
This workflow manages the complete PhD application process from initial submission through final admission and employment, using the PhD Recruiting Tool for coordination and tracking. The process involves multiple stakeholders with specific roles and responsibilities, ensuring thorough evaluation and compliance with academic and employment regulations.
1. Application & References
PhD candidates create their complete application through the PhD Recruiting Tool. Candidates provide contact details for one to three Reference Providers (REFG). Reference Providers log into uniVIPS to submit reference forms. Subsequently, PhD candidates submit their application through the PhD Recruiting Tool. Applications can be saved and edited before final submission, providing flexibility for PhD candidates and REFG.
2. Administrative Review
The Administrator (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 Lead (AWV) evaluates applications and creates shortlists lists for interviews, including waiting lists.
4. Interview & Ranking Process
The Administrator (APAE) organizes interviews for shortlisted candidates. Invitations to interviews can be sent through the PhD Recruiting Tool. The Interview Lead (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.
Parallel processing is possible for admission and employment preparation, improving overall efficiency:
- A key feature of the PhD Recruiting Tool is its early eligibility check of applications, which streamlines and accelerates the admission process following a job offer. This eligibility check must be completed by the Doctoral Admissions Team (ZUL) at Research Services and Career Development and the Doctoral Studies Program Director (DSPL) before the decision and approval stage begins.
- Before applications reach the next phase, APAE determines whether applications represent standard or special cases, with special cases involving expert assessments by HR teams (HR_Team), particularly for successive contracts and third-country nationals. Candidates complete personnel intake forms and provide required documents for the hiring process.
5. Decision & Approval
The decision phase requires multiple levels of approval to ensure compliance and quality. The Leadership (FK) provides approval, followed by acknowledgment from the Approver (FP) from the Faculty. The Working Group for Equality (AKGleich) reviews and approves both job postings and appointments for third-party funded positions as part of their oversight function. APAE sends acceptance or rejection notifications via the PhD Recruiting Tool, and candidates must decide whether to accept offered positions.
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 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) 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 is managed in the HR system by HR Team (HR_TEAM), who are responsible for employment eligibility assessments and personnel onboarding implementation.
User Guides
Roles and Responsibilites
| Role | Description |
|---|---|
| Working Group for Equality (AKGleich) | Review and approval of job postings and appointments |
| Administrator (APAE) | Main responsible person in the job posting and application process; i.e., process administrator |
| Selection Lead (AWV) | Person(s) who create ranking/shortlist after review and before interviews |
| Supervisor (BETR) | Provides supervision confirmation for a PhD in the recruiting tool, a legal study requirement |
| Works Council (BR) | Automatically informed about job postings after approval by AKGleich (before publication by APAE) |
| Doctoral Studies Program Director (DSPL) | Legal academic body for admission |
| Leadership (FK) | Direct supervisor |
| Approver (FP) | The person who holds budgetary and personnel cost responsibility for this position. |
| HR (HR) | Review during job posting |
| HR Team (HR_TEAM) | Responsible for "employment eligibility assessment" and implementation of personnel onboarding; upon completion of personnel onboarding, notification is sent to APAE |
| Interview Lead (IWV) | Responsible for documentation during interviews |
| Applicant (PHD) | Applicants |
| Peer Reviewer (PREV) | Internal persons who conduct reviews of application portfolios |
| Reference Provider (REFG) | Internal/external persons who provide reference letters |
| Doctoral Admissions Team (ZUL) | RSCD Admissions Team, responsible for PhD admission applications and admission |