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Work
Package 02

Recruitment and Management of Human Resources

Objectives
To tackle all aspects of HR management at individual, team and organization levels, including the recruitment of staff, so that the CoE has a well taken care of staff, fully committed to its development.
Tasks
2.1
2.1 Human Resources Recruitment Strategy and Procedures
The Business Plan identified the human resources needed, and the strategy, timeline and procedures to meet such needs. Before starting the recruitment processes, the Human Resources Recruitment Strategy and Procedures will be revised and updated, to account for eventual changes in legislation, emerging scientific challenges, stakeholder demands or other relevant modifications. Recruitment will follow all provisions of the relevant legal frameworks, as well as the European Code of Conduct for Recruitment of Researchers. Recruitment will also follow the tenets the EU Employment Equality Directive (2000/78/EC) and other provisions regarding Equal Opportunities standards in the evaluation of the applicants. In every case, open, merit-based competitions (national and international) will be used to recruit experienced professionals in the different areas of expertise. Selection will be made by panels whose characteristics and composition will be conditional on the position to be filled (see T2.3 to T2.4). Selection criteria will be provided in the advertisement for the positions, and the selection procedures will include detailed assessment of CVs, reference and motivation letters, and interviews to assess professional experience, indication of creativity, communication capacities and interpersonal relationships and other relevant skills. The number and type of positions to be open, the timing of the calls, and the type and duration of contracts, will be defined initially by the IC, but this responsibility will be handed over to the BoD once the Directors and the AD take office. Likewise, the recruitment processes will initially be organised by ICETA, with the assistance of the other partner institutions. Once the BoD and the basic administrative capacities of BIOPOLIS CoE are installed, the recruitment processes will be handed over to the Administration and Finances Unit. The BoD will supervise the recruitment processes and it will take the final contracting decisions, with the assistance of the SC in the case of research and research support staff. All new contracts will be established with BIOPOLIS CoE. Permanent positions will be offered to Coordinator Researchers, while a tenure track scheme will be offered to Principal and Assistant researchers, with an initial 3-year contract. Depending on evaluation of scientific performance, contracts will be renewed for another 3 years, and permanent positions will be offered after 6 years. Administrative and Technical staff will be initially awarded a 3-year contract, which will be turned into a permanent position conditional on a positive evaluation of performance. BIOPOLIS CoE will offer temporary positions associated with PhD students, Post-doc researchers, short term grants, and mobility programmes.
2.2
2.2. Recruitment of administration and support personnel
BIOPOLIS will recruit a number of officers who will be assigned to the administration and support Units: Administration and Finances Unit (A&FU); Montpellier Communication and Accounts Office (MC&AO); and Communication, Advancement and Engagement Unit (CA&EU). Recruitment will start after the appointment of the BoD, and will be made following the principles outlined in T2.1. The first step will be the recruitment of the Heads of Unit, in a process directly overseen by the BoD. The Heads of Unit will then oversee the recruitment of the remaining staff. The composition of each selection panel will be adjusted according to the level and thematic scope of each position to be filled. Staff in Montpellier will be recruited according to UM HR policy, and will comprise both new recruitments for the duration of the project, or dedication of some personnel already employed by UM, depending on availability during the project.
2.3
2.3. Recruitment of Technical support staff
BIOPOLIS CoE will recruit staff to the Technical Support Unit. Recruitment will follow open and merit-based processes, using the best practice in top scientific institutions. The calls will be open following the appointment of the BoD and the SC. The selection panels will be designated by the TSU and SC. In the case of a technical position there will be at least one technician involved, and she/he will be of a higher rank or experience than the position offered. A technician or engineer will also be included in the evaluation panel whenever possible. The composition of selection panels will be adjusted to the level and thematic scope of the positions to be filled.
2.4
2.4. Recruitment of Research Staff
This task will implement the recruitment process of research staff required to implement the Research Programme: Coordinator Researchers (6); Principal Researchers (12); and Assistant Researchers (12-18). The recruitment process will follow the open and merit-based recruitment process outlined in T2.1. The process will start by the recruitment of the Coordinator Researchers, which will then oversee the recruitment of the other research staff within each RU. The recruitment process of the Coordinator Researchers will be developed in parallel with that of the AD, to assure that the key structure is established in the shortest possible time. The Selection Panel will include: (i) the Director of BIOPOLIS CoE, (ii) the three members of the IC representing the partner institutions, and (iv) two renowned international scientists from the relevant scientific fields. After their appointments, the Coordinator Researchers will start the recruitment process for the Principal and Assistant Researchers, also following open and merit-based recruitment processes. For recruitment within each RU, the Selection Panel will include: (i) the Coordinator Researcher; (ii) two researchers designated by the SC; and (iii) two renowned international experts. This panel will include UM researchers specialised in the relevant scientific fields. Recruitment of PhD students and Post-doctoral researchers is described in WP7.
2.5
2.5. Human Resources Management
The A&FU will be responsible for HR management, under supervision of one AD. There will be one dedicated HR officer, with a second officer to be hired when justified. Within the first year, the HR Strategy and Procedures will be prepared and approved by the BoD, including details on all aspects related to HR management such as performance evaluation, training, career progressions, rewards, benefits and allowances, quality of life in the work place, inclusiveness, gender, and social action, among other issues. UM will provide advice about the procedures and HR strategy, using its experience in setting up actions for quality of life at work for all staff members. Furthermore, it will help the CoE obtaining the HR Strategy for Researchers (HRS4R) label. A committee for quality of life in the workplace and social action will be set up, including representatives of all categories of personnel. With the help of the HR officer and questionnaires sent to all staff members, a short programme of actions for quality of life, relating in particular to health and safety on the workplace will be set up annually, including gender equality issues, for the following year. Making the CoE an inclusive lab is paramount, and approaches will be developed to ensure best practices regarding disabled staff
members. Gender equality will also be addressed. A number of social actions will be decided on year-1 and implemented throughout the project’s lifetime (e.g. annual festive get-together for staff members; meals grants). Furthermore, specific actions will be set up for the benefit of PhD students: training to improve coaching methods will be offered to all PhD advisors (see WP6). Similarly, training for managers and Coordinator Researchers will be offered. All actions will be communicated to staff members to aid integration in the CoE and in the actions developed (T7.1). To monitor the implementation of the HR Strategy and Procedures, a HR Monitoring & Evaluation Plan will be prepared and implemented, which should contribute to optimize productivity and satisfaction of the workforce. The HR officer will measure progress, identify areas for improvement, explain whether a strategy has success, and suggest corrective plans. All aspects related to HR management will be included in the Annual Report.
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