Welcome to TU Dublin ECR Seminar Declan O’Donovan, HR Business Partner

1. Welcome to TU Dublin ECR Seminar Declan O’Donovan, HR Business Partner Ciara Loughran, HR Business Partner HR Dept., City Campus Grangegorman 6th March 2019

2. Focus of the presentation • Introduction to HR, City Campus • Recruitment • Performance Management • Management of Leave Absence • Staff Development

3. Part 1 - Introduction to HR TU Dublin City Campus City Campus: Structure and staff profile Critical HR policies Staff Benefits Staff Supports Organisation development People Strategy

4. Structure of TU DublinCity Campus

7. Critical HR Policies Code of Conduct for Colleagues (Nov 2013) Recruitment, Induction and Probation Performance Management Development System (PMDS) Child Protection Policy including Garda Vetting requirements Absence Management Policies

8. Benefits Family friendly initiatives • Work share schemes, Shorter working year, Career Breaks, Flexible working hours Tax Saver Scheme : opens end of November Cycle to Work Scheme: opens May Dubco Credit Union: anytime

9. Sports Facilities @ TU Dublin City Campus Student & Staff Rates apply Pay as you go, and membership available at indoor facilities • Kevin Street – • 7.30am to 9.45pm Mon to Thurs, 8amto 8pm Friday, 9am to 2pm Saturday • Swimming Pool • Fitness Gym • Spin Studio • Strength & Conditioning Studio • Range of Swimming lessons and Fitness classes Broombridge Floodlit All Weather Playing Pitches Linenhall, Bolton Street Fitness Gym

10. Benefits Services and Resources to support your Teaching, Research & Learning: 6 Libraries AungierStreet One Service Bolton Street CathalBrugha St Grangegorman Kevin Street Rathmines • Extensive print & online collections • 24/7 Access to 80+ subject databases • 24/7 Access to thousands of academic journal articles • Library & Research classes delivered by expert and qualified librarians to students & staff • On-campus and off-campus support through our • Ask-a-Librarian Service • Digital Skills and Research Hub (DSRH) • Arrow –institutional repository • Support from experienced and friendly library staff Central Services Unit in Rathmines Planning underway to move to the Academic Hub in Grangegorman, with an interim temporary re-location to Park House. Guest access to Blanchardstown and Tallaght campus libraries. Simply show your staff card.

11. Greatest Benefit • Significant investment in career development • Opportunity to work with highly skilled colleagues in a supportive and collaborative work environment

12. Supports Dignity at Work Grievance Procedures Employee Assistance Programme Employee Wellness Schemes Mentoring programme

13. Organisational development Technological University Dublin (TU Dublin) Director of Equality Diversity and Inclusion Athena Swan Bronze Award Relocation to the Grangegorman Campus Organisational design to support TU Dublin

14. What will TU deliver from a HR perspective?What are our key messages?What are our key priorities?

15. TU Dublin People Strategy 1. TU will be the university of choice for students and staff Positive work environment Equality of Opportunity, Diversity and Inclusion Staff wellbeing in a safe place of work Staff will be recognised for their contribution and achievements

16. TU Dublin People Strategy 2. TU will be distinguished for investment in its people Select highest calibre of staff from a diverse candidate pool to build an inclusive workforce “Recruiting Difference; Reflecting Diversity” Support and promote staff development to fulfil your professional and academic potential. Mentoring and Coaching frameworks will be further developed Leadership Development Programme Succession planning

17. TU Dublin People Strategy 3. HR will lead good practice for strategic change HR will lead in HR good practice initiatives, protocols, frameworks and policies to underpin our strategy and support in the management of our human resources. Our staff will have an opportunity to input into the development of HR strategies that affect our working lives. We will continue to invest in our HR Information System to assist and support managers in decision making and develop HR data analytics to inform HR policy and strategy.

18. Part 2 – Recruitment, Selection and Appointment

19. TU Dublin recruitment • TU Dublin governed by public sector policies • Dept. of Education & Science (DES) CircularsTU Dublin Policies & Procedures • Employment Legislation

20. Post Approval process (interim) • Human Resources Committee • Presidents Group (President, 3 Principals, Chair of TU Programme Team) • Standing Committee • Human Resources Approval Group

21. Staff Request Form (SRF) Journey • Hiring Manager completes SRF (email sent to Director) • Director approves / rejects SRF (email sent to Finance) • Finance comment (email sent to HR) • HR comment (email sent to secretary of HRC/HRAG – this informs the decision making process) • HRC / HRAG (email sent to HR and forwarded to hiring manager) • If approved – proceed to fill post • If rejected – hiring manager notified • Hiring Managers can track SRFs through Core Portal

22. TU Dublin Key Hiring process - changes and benefits • Recruitment, Selection and Appointment policy and Selection procedures • Recruitment Plan • The Candidate Brief • Shortlisting: Step by step guide • Selection: Methodologies, video conferencing, selection boards • Appeal Process

23. TU Dublin Key Hiring process - changes and benefits • Governing body approval no longer required • Appointment: Conditional offer “subject to” • Evidence of qualifications and experience, work references, pre-employment medical, garda vetting, work permit. • Monitoring: Internal and external

24. Roles and Responsibilities Selection board Recruitment Team Advertisement Deliver against timelines Terms and Conditions Interview Booklets Verification and checking Onboarding Contract of Employment Hiring Manager • Responsibility of Chair • Shortlisting • Note taking • Interview Feedback • Recruitment Plan • Candidate Brief • Selection Board • Questions

26. Criteria to Use All Criteria Critical criteria Key Competencies Based on Evaluation Form

27. Advertisement • Once post is approved, recruitment timelines are agreed between Hiring Manager & HR in advance of advertisement, post cannot proceed without a fully complete Recruitment Plan • Using detail from SRF & Business Case, HR team prepare Initial Candidate Brief and send the Recruitment Plan template • Advertising: • On TU website – job opportunities • Internal via CorePortal • External websites – for externally advertised posts • Irish Times (for permanent roles mostly)

28. Advertisement • In general all internal posts and all temporary external posts of less than 3 years need to be advertised for at least 14 days • In general all permanent external posts and temporary posts of a duration of 3 years or greater need to be advertised for at least 21 days

29. Candidate Brief • The Aim of the Candidate Brief is to attract the highest calibre of staff to the University • Detail of the Job Advertisement • Emphasis on describing TU Dublin; College & School or Research area • Describing the Role – attracting candidates • Prepared by Hiring Manager and HR • Final ‘sign-off’ pre advertising is by Hiring Manager

30. Candidate Brief • The Candidate Brief is a critical management document which is used in a number of recruitment processes i.e advertising, directly influencing shortlisting, selection at interview. • The person specification within this document MUST be objective and sufficiently detailed.

31. Recruitment Plan • The Recruitment Plan is a KEY document in the Recruitment Process. Recruitment will not commence until this document has been FULLY completed and approved • This document drives the Recruitment Process with clearly defined milestone dates and responsibility for delivery

32. Short-listing • When the competition closes • Applications will be made available to the hiring manager and shortlisting panel • A template shortlisting grid is provided by HR for completion • The shortlisting process will be co-ordinated by the Hiring Manager or the Chair of the Selection Board

33. Pre interview prep • Evaluation form- Interview Evaluation Form sets out criteria and scoring scheme • Interview questions-Person Specification Criteria used to develop questions and allocation of questions within the Board • Briefing on the interview day prior to first candidate’s interview

34. Selection Board • Composition of which is comprehended by the new TU Selection Procedures • Selection Boards are established and notified centrally through HR; formed in conjunction with Chair/Hiring Manager. • Confidentiality is paramount – HR are the only people who can release a result of a competition

35. Pre-Interview Review CVs and application forms of candidates shortlisted along with Candidate Brief Meet with other interviewers at pre-interview briefing – support from HR may be provided either at or prior to the briefing Confirm skills, knowledge, experiences to be assessed at interview Prepare questions in advance in relation to these requirements Consider what is a “good” or “bad” answer, i.e. how will a candidate demonstrate that they have the skills etc. being assessed

36. Role of the Chair • Formally approve the list of shortlisted candidates. • Ensure that the members have reviewed the Selection Procedures - particularly re Conflict of Interest • Explain the importance of and the manner in which notes should be taken at interview • Ensure members understand the skills, knowledge and experience required for the role as set out in the Candidate Brief. • Seek agreement on the proposed set of questions which are provided and the sequencing of those questions. • Timekeeping

37. Post Interview to Appointment • HR carry out post interview administration –- references- qualification verification - pre-employment Medical - Payroll documentation- Double employment- Garda vetting etc- Pre offer - Formal contract

38. Research Staffing Manual • Policy document for issues specific to the Research area • Types of Research Positions with TU Dublin - Mentored Training roles - Employment roles • Guidelines for the employment of Research Staff - review this year for TU Dublin requirements • Standard Job specifications for each role type • ‘Pre-Approval’ for Anticipated research role • Short term selection protocol

39. Part 3 - Performance Management • Objectives of PMDS • Institutional Planning • Performance Management • Staff Development • PMDS tools and form on Staff Development web page • Next Training - Participants 8th April ‘19 , - Managers 12thApril ‘19.

40. Part 4 - Management of Leave Absence • Absence / Leave Policies: • Annual Leave (Provisions within Employment contract) - recorded using CORE • Sick Absence (Provisions within Employment contract) • Maternity Leave (Research Grant provisions may apply) • Carers Leave • Parental Leave & Force Majeure Leave • Paternity Leave • Special Leave (e.g. Jury Service, Compassionate, Marriage, LDF)

41. Part 5 - STAFF DEVELOPMENTCommitted to supporting great people in an innovative workplace Linda Murray Ashley O’Donoghue Gabrielle Deegan Hannah Evers We support staff to develop the knowledge, skills and behaviours required for their current roles and for future career progression.

42. What Staff Development do….. • Good Practice • - Induction • Licence to Supervise PhD • Licence to Chair Viva Voce- Minute Taking • -Effective Meetings • -Project Management Equality & Diversity - Unconscious BiasWellbeing -Working with students in distress -Managing your mental health Mandatory DIT Policy & Legislation - Dignity at Work- Child Protection- GDPR- PMDS for Managers -PMDS for Staff- Licence to Interview - Health & Safety Development - DIT Leadership Development- Aurora Leadership Development- Mentoring - Managing Change- Career Development

43. TU Dublin Staff Benefits • FEE WAIVER • Part-time and Evening Courses • staff who have been employed for at least 1 year or who have contracts that will run for at least twelve months from date of application • FEE SUPPORT • Post-graduate qualifications outside of TU Dublin

44. Thank you