Ansvarlighet i rekruttering og mottak - Ansatt

Responsible recruitment and reception

Responsible recruitment and reception

Recruitment and reception of international employees and guest researchers must take place in a responsible, safe and professional manner.
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This page has been created as a tool for HR and managers step by step of the recruitment process and reception. Note that employees and doctoral fellows are considered wage earners and receive an employment contract via a normal recruitment process. Employees who will work for OsloMet from abroad must have an additional contract that ensures safety in the work, use of technical equipment and insurance.

Visiting researchers (including PhD students) are not considered salary recipients as their payment comes via their own funds, and they do not receive an employment contract, but must have an invitation letter signed by the head of department, an office agreement so that we have an overview of who is working in our buildings and have read and understood our safety instructions. Guest researchers who will have OsloMet access but work digitally from another country must sign a "Guest researcher - Individual Remote Mobility Agreement".

Security must be considered at all stages, also in the case of direct recruitment and internal transfers where candidates have not gone through the normal recruitment process. Please note that the expert committee that takes part in selection and external consultants that assist with the reception of applicants at OsloMet must also deal with responsible recruitment and reception. The need for a background check must be assessed for all categories.

  • Guest researchers

    If you wish to invite in a guest researcher og guest research fellow it is important that the collaboration has a professional relevance and value for OsloMet, see the check-list and follow routines as described below. In some cases, there will be special security needs that must be taken into account. Therefore, contact your immediate manager and the unit's HR manager already in the planning phase so that you can make the necessary clarifications together.

    OsloMet International Staff Services (OMISS) should always be involved in the process of inviting international guest researchers in order to guarantee a good on-boarding and assist with the relocation process. Contact omiss@oslomet.no or by filling in this online form so that we have the necessary information to assist.

    Checklist for receiving guest researchers at OsloMet

    • If the guest researcher is to physically come to OsloMet, they must have a workplace and an office agreement. The agreement can be found in the teams group International recruitment.
    • If the guest researcher is only to be associated digitally, they must sign an "individual work agreement".  The agreement can be found in the teams group International recruitment.
    • Does the guest researcher come from a country from where security measurements is necessary? Contact the network for responsible internationalization for advice.
    • If the guest researcher comes from a high-risk country, a background check is recommended.
    • How will the guest researcher's stay be financed? Funding can be from a scholarship, from their institution, from a research project or from own saved funds. This information must be clearly stated in the invitation letter, archived in P360, as well as when registering access to OsloMet's systems and research databases via Service Now. Before the invitation is sent, it must be clarified whether the visiting researcher has sufficient funds for his/her stay in Norway. Separate rates are stated per year on the UDI website (udi.no).
    • Ensure sufficient English level, both oral and written.  Recommendation for a minimum C1 level of English.

    Contact the OsloMet International Staff Services - OMISS for practical assistance with on-boarding, housing, visas, as well as questions about family.

    Guest researchers from outside the EU who will be staying longer than 3 months must apply for a residence permit from the police before starting at OsloMet.

    Routine for inviting and receiving guest researchers

    The following documents must be signed by the manager and guest researcher and filed in P360 by the HR advisor:

    • Letter of invitation - guest researchers, regardless of country affiliation, must have a letter of invitation signed by a manager with budget allocation authority (BDM) that shows connection to the department and research project as well as the source of funding. Templates can be found  in the teams group International recruitment.
    • Non-disclosure agreement - all guest researchers must sign a non-disclosure agreement which you can find on our recruitment pages and in the teams group International recruitment.
    • Office agreement - guest researchers who will be physically present at OsloMet must sign an agreement for office space. This is in the Microsoft Teams group International recruitment.
    • ID documents must be collected. For international guest researchers, only passports are accepted as valid ID.
    • Background check - Background check is ordered via “Min bestilling” on our website, select the "background check" tab, and is covered by the receiving unit. Completed background check reports must be archived.

    In addition, the following routines must be carried out:

    • Technical equipment used in work at OsloMet must be reviewed by our IT department.

    • Everyone, regardless of digital or physical participation, must read and understand the security instructions.

    • Guest researchers must have limited access to our systems and databases and be registered by local HR in the Service Now access system with a guest account with a start and end date, as well as information on the source of funding for the stay. Registration of guest researchers in Service Now applies regardless of length of stay.

    • If guest researchers are to have access to laboratories, this must be clarified with the immediate manager and ordered via the access system BAS by local HR.

     

    All guest researchers should receive a basic training in security. It's especially important with training within the topic of espionage and cyber security.

    When you choose to invite a guest researcher to OsloMet it is important to preform due diligence, familiarize yourself with the country from which the guest comes and be aware of security issues that may arise.

    More information about country background