Recruitment of combined appointments as Professor and Senior Lecturer
A combined appointment at Karolinska Institutet (KI) is shared between two employers and is therefore carried out in close collaboration with the other employer. When recruiting a combined Professor or Senior Lecturer, the same regulations and guidelines apply as for the recruitment of Professors and Senior Lecturers.
A combined appointment consists of two linked appointments: one at Karolinska Institutet (KI) and one at a university healthcare unit (USV unit). The recruitment process is based on strong ownership and involvement by the recruiting managers. The parties must use joint documentation to support and quality-assure the recruitment and appointment process.
A combined appointment may only be held by an employee who meets the specific eligibility requirements for both appointments.
Agreements between KI and the USV unit
The distribution of working time is normally 70 per cent at KI and 30 per cent at the university healthcare unit (USV unit). KI and the healthcare provider may agree on a different distribution of working time, provided that the total does not exceed 100 per cent.
The establishment of a combined appointment also requires specific agreements between KI and the other employer. These agreements regulate, among other things, responsibilities, terms and conditions, and collaboration between the parties. The following documents must be established:
The following documents must be established:
- Agreement on Establishment. The President of KI and the Hospital Director, or equivalent representative of the relevant healthcare provider, sign a joint agreement establishing the appointment.
- Agreement on Appointment. The President of KI and the Hospital Director, or equivalent representative of the healthcare provider, sign a joint agreement regarding the appointment decision.
- Employment contracts. Each employer prepares a separate employment contract.
- The agreements remain in force until further notice or until superseded by a new agreement.
For more information about the standard recruitment process for Professors and Senior Lecturers, see Recruitment of Professor and Senior Lecturer.
Recruitment process
A joint needs assessment is carried out in which KI and the collaborating healthcare provider identify the operational needs and the prerequisites for the combined appointment.
This work is carried out in consultation between the hiring manager or Head of Department at KI and the recruiting Clinical Director, or a representative from the healthcare organisation appointed by the Clinical Director. To ensure that the required expertise and conditions are in place, the HR functions of both employers should be involved from the outset of the discussions.
Based on the needs assessment, the organisations define their shared expectations and requirements for the future appointee. A joint proposal to establish a combined appointment is then prepared. The decision to establish the position is made by the Group for Strategic Competence Provision (GSK).
Once GSK has endorsed the proposal, an Agreement on Establishment of the combined appointment is drawn up between KI and the relevant healthcare provider.
The agreement sets out the fundamental terms and conditions for the combined appointment. It must be signed by authorised representatives of both employers.
Once the Agreement on Establishment has been signed by both parties, the recruitment process can begin, and the position can be advertised.
The vacancy announcement is developed in close collaboration between the responsible department at KI, the relevant healthcare provider, the Recruitment Committee and the HR Department. The purpose is to ensure that the advertisement clearly describes the responsibilities, requirements, and terms and conditions of the position, while reflecting the needs and expectations of both employers.
The vacancy is then published in accordance with KI's applicable recruitment procedures and, in some cases, by the relevant healthcare provider.
Once the application period has closed, an initial assessment of all applicants is conducted in collaboration between the Recruitment Committee, the responsible department at KI and the relevant healthcare provider.
This is followed by an external expert review carried out by external reviewers. Proposed reviewers are identified by the department in dialogue with the healthcare provider. KI's HR Department is responsible for administering the process and issuing the review assignments.
Once the expert assessments have been received, the Recruitment Committee, in consultation with the department and the healthcare provider, selects the candidates to be invited for interview. The interviews are conducted as part of the Recruitment Committee's work and form part of the basis for the Committee's recommendation of a candidate for the position.
In some cases, the healthcare provider may also need to conduct a separate expert assessment to support its decision regarding the clinical position. This is carried out in accordance with the healthcare provider's own procedures and regulations.
Following the assessments and interviews, KI's HR Department is responsible for conducting credential verification and reference checks in accordance with KI's applicable procedures and regulations.
At the same time, the relevant healthcare provider carries out a corresponding review based on its own procedures and requirements
Following completion of the assessments, interviews, credential verification and reference checks, the process of determining the terms and conditions of employment begins.
Salary is negotiated between the candidate and each employer in accordance with the procedures applicable at KI and the relevant healthcare provider. As the combined appointment involves two employers, each organisation determines its part of the salary separately.
A joint start date is agreed before the appointment is made. Both the salary and the start date must be agreed with the responsible managers in both organisations, as these details form part of the Agreement on Appointment between the parties.
Once the terms and conditions have been determined, an Agreement on Appointment is drawn up. The agreement must be signed by authorised representatives of both employers.
The Agreement on Appointment must be in place before a formal employment decision can be made.
Once the Agreement on Appointment has been signed, a formal employment decision can be made.
The employment decision is prepared by KI's HR Department. For appointments as Professor, the decision is made by the President of KI. For appointments as Senior Lecturer, the decision is made by the Head of Department in accordance with the applicable delegation of authority.
Once the employment decision has been made, the HR function at the responsible department at KI and the relevant healthcare provider each prepare an employment contract in accordance with their respective procedures.
For the appointment at KI, the employment contract is registered in Primula and archived in KI's HR records. The corresponding administration of the clinical appointment is carried out in accordance with the healthcare provider's procedures.
Roles and Responsibilities
- The recruiting managers at KI and the USV unit share responsibility for the recruitment process. For each recruitment process, there must be at least one representative from the department, normally the recruiting Head of Department, and one representative from the relevant healthcare provider, normally the recruiting manager. The Recruitment Group prepares proposals to establish a position, including the vacancy announcement, proposes external reviewers, recommends which candidates should be invited for interview and attends Recruitment Committee interviews.Both the department and the healthcare provider are represented at Recruitment Committee meetings. Both parties have the opportunity to present their views on the matter.
- The President of KI makes the employment decision for appointments as Professor.
- The Head of Department makes the employment decision for appointments as Senior Lecturer.
- Once the process has been completed, the department's HR function prepares the employment contract. The details are first entered in Primula, and the contract is then processed in KI's HR records.
Group for strategic competence provision (GSK)
The Group for strategic competence provision (GSK) decides on the establishment of combined appointments as Professor and Senior Lecturer. GSK also determines the focus of the position (research or education and research) and its subject area. A decision from GSK is required before recruitment for a combined appointment as Professor or Senior Lecturer can begin. Once GSK has approved the establishment of the position, the recruitment process can begin. The subsequent stages of the process are handled by the Recruitment Committee.
Recruitment Committee
The Recruitment Committee prepares recruitment cases, carries out candidate selection and recommends a candidate for appointment.
Academic Appointments
Academic Appointments within the HR Department provides administrative support to the Recruitment Committee, coordinates the recruitment process, documents the Committee's decisions, and ensures that the final employment decision is made by the President or Head of Department.
Contact
Academic Appointments
Combined appointments at KI are coordinated by Academic Appointments within the HR Department.