Step 1: Distribution of responsibilities and start-up
Support for managers
This page provides support and information about step one in the recruitment process for doctoral students.
Content on this page:
Distribution of responsibilities
In a recruitment, the head of department/equivalent has the ultimate responsibility and is the one who will make the formal decision to recruit. Without approval from the head of department/equivalent, the recruitment may not be carried out.
However, the process for hiring and admitting doctoral students varies from one faculty to another. At some faculties, the teacher proposal committees (LFN)/admission committees have the main responsibility for doctoral recruitment and there may be a special handling process to be followed. In other faculties, the department itself is responsible for most of the doctoral recruitment and an HR function should always be involved as administrative, labour law and professional recruitment support.
Needs analysis
The department should always analyse the need and probability of accepting and employing a doctoral student before starting the recruitment process. Questions that should be asked are, for example, whether there is sufficient funding, conditions for supervision, and whether there should be work tasks included in the employment.
When a recruitment involves international cooperation with other universities, funders or other partners, the regulations regarding global responsibility should also be considered by completing the checklist for global responsible engagement.
Go to the checklist for global responsible engagement (Staff pages)
Use the needs analysis template to analyse the needs and conditions for the recruitment and admission of a doctoral student.
Template: Needs analysis doctoral student (Word 37 kB, new tab)
Preparatory committee
When a doctoral student is recruited, a preparatory committee must be compiled in accordance with Lund University's admission regulations for third-cycle education, Chapter 4.
The group works together on needs analysis, requirements profile, interviews, and selection. Remember to handle any conflict-of-interest situations that may arise during recruitment.
Admission procedure for third-cycle education at Lund University (PDF, new tab).
Timetable
How long a recruitment takes is difficult to say as it depends entirely on how easy or difficult it is to find suitable candidates and the time spent preparing for the recruitment. In the case of doctoral recruitment, you also need to take into account time for admission and in the case of international recruitment, time is also needed for any residence permits, application for a personal identity number, relocation, etc.
Use the timetable to structure and plan the recruitment work and to get a clear overview of who does what and when.
Template: Timetable doctoral student (Word 38 kB, new tab)
Contact
Contact your nearest HR function at faculty level/equivalent.
Via the HR Division's case management system, it is also possible, based on your role in the HR work, to ask questions to the HR Division in different areas.
Log in to the case management system
Your HR function
HR support is organised differently in different parts of the university, which means that HR functions may be located at departmental, institutional or office level.
If you do not know who your nearest HR function is, please contact the HR manager at your office.