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Internal Review
Case number: 2019CZ468328
Name Organisation under review: Masaryk University, Faculty of Arts
Organisation’s contact details: Masaryk University, Faculty of Arts, A. Nováka 1, 602 00 Brno, Czech Republic
https://www.phil.muni.cz/en, phone: +420 549 49 8030, hrinfo@phil.muni.cz
1. Organisational Information
Please provide an update of the key figures for your organisation. Figures marked * are compulsory.
STAFF & STUDENTS (on 31. 01. 2023) FTE
Total researchers = staff, fellowship holders, bursary holders, PhD. students either full-time or part-time involved in
research *
436
Of whom are international (i.e. foreign nationality) * 99
Of whom are externally funded (i.e. for whom the organisation is host organisation) * 0
Of whom are women * 206
Of whom are stage R3 or R4 = Researchers with a large degree of autonomy, typically holding the status of
Principal Investigator or Professor. *
132
Of whom are stage R2 = in most organisations corresponding with postdoctoral level * 176
Of whom are stage R1 = in most organisations corresponding with doctoral level * 128
Total number of students (if relevant) * 5987
(including 568 PhD students)
Total number of staff (including management, administrative, teaching and research staff) * 652
RESEARCH FUNDING (figures for most recent fiscal year) €
Total annual organisational budget 32 801 048
Annual organisational direct government funding (designated for research) 6 271 255
Annual competitive government-sourced funding (designated for research, obtained in competition with other
organisations – including EU funding)
4 665 578
Annual funding from private, non-government sources, designated for research 5 495
ORGANISATIONAL PROFILE (a very brief description of your organisation, max. 100 words)
The Faculty of Arts, Masaryk University (FA MU / newly FF MU) was one of the four founding faculties of Masaryk University (MU) in 1919. It is traditionally
profiled as a research-oriented faculty, which currently generates approximately one-fifth of the research volume of MU. The number of students is the
highest among all MU faculties. Its exceptionality in comparison with the other faculties of MU is not only the great diversity of disciplines, but also significant
differences in the size of departments. The faculty consists of 23 relatively independent academic departments implementing 151 accredited study
programmes of scientific and teaching specialization in social sciences, humanities, and the arts.
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Strengths and weaknesses of the current practice
Please review the strengths and weaknesses under the four thematic areas of the Charter and Code, as provided by your organisation in the initial assessment
phase. When doing so, you should do not only look back, but also consider new priorities, strategic decisions, etc. which may further influence the action plan.
Please also provide a brief commentary in the "Remarks" column if major changes have occurred versus the initial plan.
Ethical and professional aspects:
Principles:
1. Research freedom, 2. Ethical principles, 3. Professional responsibility, 4. Professional attitude, Contractual and legal obligations, 6. Accountability, 7.
Good practice in research, 8. Dissemination, exploitation of results, 9. Public engagement, 10. Non discrimination() 11. Evaluation/appraisal systems
Strengths and weaknesses
STRENGTHS
 MU Academic and Professional Employee Code of Ethics (new Code of Ethics awaiting publication), Ethics Board of the MU, Research Ethics
Committee, Equal Opportunities Panel
 Open Science MU 2022–2028 strategy including Open Science: MU 2022–2024 Action Plan, Open Science MU support and service system
 functioning infrastructure supporting the dissemination and use of results at MU
 MU membership in the European Network for Academic Integrity
 MU membership in the project Strengthening the Prevention of Plagiarism in Student Works
 an established faculty system for introducing employees to strategic documents and internal regulations
 standard use of English has been set for relevant communication within the faculty, all official documents of the faculty are now issued bilingually
 functioning employee evaluation system
WEAKNESSES
 persistent reserves in the awareness of employees and information availability (the MU Employee Portal for disseminating information is being built)
 the system for the evaluation of academic staff members is not specified according to the faculty’s needs and is not recorded in the faculty’s formal
document
 inputs for employee evaluation (Career Regulations of MU and FF MU) and methodology for further work with evaluation outputs, with follow-up
to other personnel processes, are missing
Remarks (max 500 words)
Masaryk University is fiercely dedicated to developing the ethical aspects of its activities. A working group of experts has prepared a draft of the text
of the new MU Code of Ethics, which is currently undergoing an extensive comment procedure, with publication planned for July 2023.
The team responsible for the Strengthening the Prevention of Plagiarism in Student Works project has published a handbook for academic staff members
and a handbook for students.
The MU Technology Transfer Office has published brochures with the office’s offer for the private and public sectors, and for scientists and researchers
at the university.
On November 1, 2022, the MU Open Science Strategy 2022–2028 was adopted by the MU management as a strategic document. This is a comprehensive
concept for the implementation of Open Science at MU for the period 2022–2028, including action plans containing the specific steps required for the effective
application of the strategy as a whole. This will enable the university to increase the quality of scientific research and promote systemic change.
The information service is constantly being improved. The Employee Portal, an information resource with differentiated university and faculty content, is being
built. The portal is already functional, but it is still under development, with changes and a revision of the structure still taking place. For these reasons, faculty
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content is only being added gradually.
Standards for internal and external communication at the faculty, the use of gender-sensitive language, and English in relevant cases have been established
and described in internal regulations. The questionnaire survey on the implementation of HRS4R 2023 (hereinafter referred to as the “questionnaire survey
2023”) showed that the removal of the language barrier was positively assessed by a significant majority of respondents (more than 80%), regardless
of nationality. Also in the area of information availability, the establishment or development of information channels at the FF MU was, in general, positively
assessed by employees in a clear majority of cases. Employees largely evaluated information flows as sufficient with respect to the information they receive.
A system of acquainting employees with internal regulations using an e-application has been introduced, which was identified as beneficial by 59%
of respondents in the questionnaire survey 2023.
At the university-wide level, the EVAK academic staff members evaluation system was revised and modernized in accordance with the new performance
criteria established by the recent national methodology (M 17+). This involved a substantial simplification of the indicators and especially their updating
in accordance with the MU Strategic Plan 2021–2028 (science evaluation, budget indicators, alignment with other types of evaluation). The evaluation
of academic staff members has so far been carried out in accordance with the university directive; in 2023 it is planned to elaborate it into an internal
regulation in accordance with the faculty’s needs. The evaluation of non-academic staff members was newly introduced at the faculty in 2021.
In the questionnaire survey 2023, the newly introduced evaluation of non-academic staff members was evaluated positively by more than 50%
of respondents.
Recruitment and selection:
Principles:
12. Recruitment, 13. Recruitment (Code), 14. Selection (Code), 15. Transparency (Code), 16. Judging merit (Code), 17. Variations in the chronological order
of CVs (Code), 18. Recognition of mobility experience (Code), 19. Recognition of qualifications (Code), 20. Seniority (Code), 21. Postdoctoral appointments
(Code)
Strengths and weaknesses
STRENGTHS
 the policy of open, transparent, and merit-based recruitment and selection of employees enshrined in the new MU Selection procedure regulations
 new rules for selection procedures at the faculty enshrined in a directive
 recruitment training put in place for those involved in the recruitment process
 a new faculty Careers website improving the availability of information for job applicants
 strong progress in minimising the administrative burden on applicants and members of selection committees – significant modifications
to the university’s e-application Jobs.MU for recruitment
WEAKNESSES
 missing connection with the System of Positions and Job Titles at the FF MU (the effectiveness of this document is from July 2023) or the Career
Regulation at the FF MU
 a common university-wide procedure for a unified method of evaluating statistics in recruitment has not yet been set
Remarks (max 500 words)
At the MU level, cooperation on a thorough revision of the previous Regulations on Competitive Selection Procedures at MU has been undertaken from 2021.
In two working groups composed of representatives of the faculties and other parts of the university, for more than two years we have been setting new
university rules for selection procedures so as to enshrine the principles of open, transparent, and merit-based recruitment. In the first half of 2022, the new
MU Selection procedure regulations were discussed at the level of MU and all constituent parts. It was issued in the autumn of 2022
and became effective from 1 January 2023.
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At the faculty level, a methodology for the recruitment and selection of all types of positions has been developed, in which university rules are incorporated
and faculty rules are set. Newly, the entire procedure is enshrined in the FF MU Directive No. 3/2022 Selection Procedures Rules at the FF MU and is
a source of information both for employees involved in the recruitment process at the faculty and for job applicants.
A new Careers section has been created on the faculty’s website, providing applicants with easier access to information about vacancies at the faculty,
and about selection procedures.
Staff members involved in faculty recruitment and selection are familiarised with the entire process through newly introduced e-learning training, workshops,
and through a new application for getting acquainted with regulations.
Since 2021, we have been actively involved in a working group at the MU level that was created based on the joint requests of all faculties to modify
the Jobs.MU electronic application used for administering the recruitment and selection process. The aim of this group’s work has been to facilitate
the access of selection committee members to information and all documents, as well as to set the monitored indicators needed for the collection of statistical
data.
In this area, cooperation will continue in setting unified procedures for evaluating the data obtained and enabling a relevant comparison of the results of MU
constituent parts when evaluating the recruitment process as a whole.
To improve the openness and transparency of selection procedures, advertising of relevant research positions has been expanded on the EURAXESS portal
and the content of the published advertisements has been set in accordance with the requirements of OTM-R.
Additional internal supporting materials (forms, templates, etc.) have been created for employees involved in the recruitment process and are available
on the Personnel Office website.
The postdoc position was also taken into account in the recruitment rules, which we based on the Guideline of the Department for Personnel Management
of the Rector´s Office of MU – Principles and Recommendations for Personnel Management of Postdoc Positions at MU.
For the future period, in addition to the above-mentioned work on evaluating the recruitment process, we also plan to support implementation, because
the entire process has only been introduced for a short time and it is necessary to focus on strengthening awareness of the correct procedures, especially
in the form of further training and personal consultations.
According to the conclusions of the questionnaire survey 2023, the changes introduced in the field of recruitment were given a highly positive evaluation
by the respondents. More than two-thirds of respondents identified these changes as beneficial, and almost half of respondents (48%) identified support
for the computerization of selection procedures to reduce the administrative burden as very beneficial. The setting up of the Careers page on the FF MU
website was also positively evaluated.
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Working conditions:
Principles:
22. Recognition of the profession, 23. Research environment, 24. Working conditions, 25. Stability and permanence of employment, 26. Funding and
salaries, 27. Gender balance, 28. Career development, 29. Value of mobility, 30. Access to career advice, 31. Intellectual Property Rights, 32. Co-authorship,
33. Teaching, 34. Complains/ appeals, 35. Participation in decision-making bodies
Strengths and weaknesses
STRENGTHS
 MU Gender Equality Plan published
 established Guidelines for resolving sexual harassment incidents at MU
 support for parents – nursery school near the faculty, Guide for Parents
 support for reconciling work and personal life – the possibility of part-time job, the possibility to work part-time from home, flexibility of working hours
 established position of the ombudsperson at MU
 better support for researchers in project preparation for challenging projects
 advanced computerization of work agendas
WEAKNESSES
 the System of Positions and Job Titles at the FF MU has not yet been implemented
 there are still no Career Regulations of MU and FF MU or an established career counselling system
 persistent reserves in the protection of rights
Remarks (max 500 words)
At the faculty level, an input document for personnel processes has been created – System of Positions and Job Titles at the FF MU. It was issued later than
originally planned. The reason for this was the overly ambitious planning of tasks and the need to be involved in the work of university-wide groups setting
frameworks and rules in different areas. These groups worked on dates that had not been included in our plans.
At the central level of MU, some deadlines regarding outputs we wanted to work on were also postponed. That is why, for example, the deadline
for processing the Career Regulation at the FF MU has been postponed – so that it is based on the foundations laid by the university and elaborated
according to the needs of the faculty. The new MU Career Code will be elaborated and published in 2024. Until then, we are based on the Guideline
of the Personnel Management Department of the Rector´s Office of MU Career System at MU, which was issued at the end of 2022 and provides guidance
information to employees.
The university also decided to address the topic of career consulting as part of a centralized development project and planned its outputs up to 2023.
In December 2021, the MU Gender Equality Plan 2022–2024 was published. Although the deadline for issuing the faculty policy has been postponed, much
has been done in this area (internal gender equality audit, including proposals for measures for improvement, training, and a questionnaire survey among
women in research positions). At the university level, the year 2022 was dedicated to the development and presentation of tools to prevent sexual harassment
and tools to deal with it. Guidelines for resolving sexual harassment incidents at MU were developed, and the first series of workshops and training on this
topic took place at the MU and faculty levels. The questionnaire survey 2023 showed that gender equality and its related aspects is one of the more
intensively discussed topics; the establishment of the nursery Elánek (72% of respondents) and the introduction of an institutional procedure in cases
of sexual harassment (75%) were evaluated most positively.
We are still in the early stages of change regarding the complaint procedures. Reforms are currently underway in the area of rights protection at MU.
Internal processes for the rights protection at the university are being adjusted and supplemented, and the rights and obligations of the ombudsperson at MU
are being anchored, and their activity is expected to start in April 2023.
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Project support for FF MU researchers in the preparation and implementation of projects of international and transnational providers has been expanded
by strengthening the Office for Research and Development with an employee who provides support for this type of projects and by developing a supporting
methodology. These changes were welcomed by over 60% of respondents to the questionnaire survey 2023.
The deadline for preparing an analysis of the use of faculty spaces has been postponed. Much of the period – from the identification of the problem to its
resolution – fell within the ‘Covid-19 era’ and the closure of workplaces coupled with an increased offer to work from home reduced its urgency. In addition,
the software is under development at the university for the purpose of analysing occupancy and space utilization across the university, which will be used
to implement this action once completed.
In the questionnaire survey 2023, respondents were asked whether they would recommend employment at the FF MU to their acquaintances. 78%
of respondents would do so, only 6% would not recommend it.
Training and development:
Principles:
36. Relation with supervisors, 37. Supervision and managerial duties, 38. Continuing Professional Development, 39. Access to research training and
continuous development, 40. Supervision
Strengths and weaknesses
STRENGTHS
 institutionalized training and development of MU employees (joint CERPEK platform)
 a wide range of training and development events for employees
 set adaptation process for new employees at the FF MU
 valid Principles and Recommendations for Effective and Quality Doctoral Studies at MU
 support for early-stage researchers in the form of training and development activities within MUNI PhD Academia
 implementation of the Research and Doctoral Degree Programmes Evaluation by an international panel at the level of the faculty and its units in 2022
WEAKNESSES
 an unsystematic approach to employee training and development persists
 there is a lack of materials supporting superior employees in fulfilling their managerial role
 there are no clear rules for supervising researchers at the beginning of their careers (with the exception of PhD students)
 reserves persist in the field of PhD studies (low success rate of completing studies by the deadline for course completion, unsatisfactory socioeconomic
situation of doctoral students)
Remarks (max 500 words)
In March 2022, the MU Centre for the Development of Pedagogical Competences was transformed into the MU Competence Development Centre (CERPEK)
and the educational portfolio was expanded. Employees have the opportunity to choose from a wide range of training events focused on various topics
organised by CERPEK, other university constituent parts, or external entities. However, there is a lack of a systematic collection of the development needs
of academic staff members, a targeted response of the faculty to these needs and an evaluation of the effectiveness of training is missing.
We have made great progress in the adaptation of new employees. A university e-application has been developed and a faculty design for the adaptation
process has been created for new employees of the FF MU, which until now did not have any unified and comprehensive form. Superior employees received
the guide described in FF MU Directive No. 4/2022 Onboarding and adaptation process at the FF MU effective from 1 January 2023. For newly joining
colleagues, we prepared a Handbook for new employees FF MU and started organising introductory orientation training. It emerged from the questionnaire
survey 2023 that the area of employee adaptation and development was evaluated positively by more than half of the respondents.
In the questionnaire survey 2023, it was ascertained which areas of the faculty the respondents considered suitable for further development.
Most of the respondents expressed an interest in counselling, including mental health support, further support for foreign mobility, and the development
of internal research cooperation within the FF MU. All these areas are covered by actions planned at the university or faculty level, e.g. the creation
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of the Faculty Inspiratorium for the development of internal research cooperation at the FF MU.
In 2021, the university issued its Principles and Recommendations for Effective and Quality Doctoral Studies at MU. In 2022, MU introduced higher standards
in PhD studies across all fields, with an emphasis on the quality of doctoral students’ scientific results, gaining international experience, and compliance
with the study plan. There was also a draft text of the guideline on doctoral students’ trips abroad (now in the process of receiving comments).
One of the priorities for 2023 is the creation of supervisor standards. Early-career scientists are supported in the form of training and development activities
within MUNI PhD Academia in the areas of research, teaching, the promotion of science, personal development, scientific mobility, language competencies,
and publishing activities.
FF MU has also devoted considerable effort to the development of early-stage researchers. In 2021, a questionnaire for doctoral students was implemented,
information materials were created (https://www.phil.muni.cz/student – part ‘For Doctoral Students’, the English version of which is currently being developed,
Guide for the New Incoming Doctoral Students at the FF MU) and a number of training events took place. In 2022, an international evaluation of doctoral
degree programmes was implemented. Interviews of evaluators with representatives of individual programmes – heads of departments, guarantors
of doctoral degree programmes, selected PhD students – took place in the form of in-site-visits, and an interview of the chairs of evaluation panels
with representatives of the FF MU in the form of an online discussion. Measures are currently being planned to improve the areas identified in this evaluation.
The results of the Questionnaire survey for doctoral students 2021 showed the continuing unsatisfactory socio-economic situation of PhD students,
with this area being among the worst evaluated. A university-wide reform of funding for PhD studies is currently underway, and the minimum scholarship
will be increased as early as 2023.
Have any of the priorities for the short and medium term changed? (max 500 words)
In general, it can be said that short- and medium-term priorities have hardly changed for us in terms of content. Circumstances changed which did affect
the progress of implementation (as described below) and for some actions, we were forced to postpone deadlines or reconsider their planned scope.
Nevertheless, we have managed to complete a significant part of the original plan, either on schedule or slightly behind it.
Our original Action Plan was ambitious and the strategy was designed to run until 2024. We still want to work on implementing personnel processes
and the activities set out in the original plan, and to develop the priorities set out in the new actions of the revised Action Plan.
Have any of the circumstances in which your organization operates changed and as such have had an impact on your HR strategy? (max 500 words)
During the implementation period of the Action Plan in 2021–2022, following a change in some circumstances, we decided on the form of certain steps,
or on the order of their implementation and scope.
Of course, one of the strongest factors influencing implementation was undoubtedly the impact of the Covid-19 pandemic. The faculty has spent a lot of time
and effort adjusting the working conditions. The need to ensure conditions for maintaining teaching and research, working from home, online collaboration,
and for accelerating the computerization of processes all came to the fore. This made mutual cooperation more difficult, there was a lack of personal contact.
The university was also affected by the conflict in Ukraine when the priority became ensuring support for incoming academics and students from Ukraine
and modify the terms and conditions of employment of citizens of Russia and Belarus in connection with security procedures and the sanctions policy.
The political situation was also reflected in the economic situation, especially in the significant increase in the university’s and faculty’s operating costs,
which have resulted in a focus on cost-saving measures.
Recently, the topic of gender equality, and especially the area of sexual harassment, has resonated highly in Czech society. Several cases from academia,
including from Masaryk University, have caught the media’s attention. The management of MU is currently paying maximum attention to this issue and,
among other things, those measures already introduced for dealing with cases of sexual harassment are being revised. Under the influence of these
incidents, but also on the basis of society-wide demand, it was decided to establish the position of ombudsperson at MU, which was not originally planned.
The continuity of faculty events with the implementation of university-wide activities had an impact on the fulfillment of some steps of the Action Plan.
One such example was the information campaign as a follow-up to the publication of the MU Code of Ethics planned for the end of 2021, which we could not
implement because the creation of the new Code of Ethics was delayed and the document has still not yet been issued.
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We were also influenced by the need to adapt to the university-wide procedure for a central resolution of the shared topics of the HR Award. It was necessary
to participate in the work of university-wide groups, even though, for example, the deadlines set for resolving the given topic in the faculty Action Plan had not
yet occurred at the given time. As a result, activity in these groups reduced the time available to implement faculty priorities. Based on the above experience
and also due to postponing some deadlines at the central level of MU, we decided to take more into account the influence of measures carried out
at the central level on planning our faculty’s steps.
The most significant unexpected action was the implementation of an internal gender equality audit in 2021; the several months we spent intensively working
on it were not planned. Gender equality audits of all constituent parts were requested by the university management as a basis for the creation of the MU
Gender Equality Plan.
In April 2022, the management at the FF MU changed. The transition period during the management change temporarily delayed the approval
and implementation of some steps.
Are any strategic decisions under way that may influence the action plan? (max 500 words)
Strategic decisions are being made at the national level. The Ministry of Education, Youth and Sports of the Czech Republic is preparing an amendment
to the Higher Education Act. This should enter into force in 2023 and bring in a number of changes, e.g. in the area of PhD studies, recognition of foreign
higher education, and qualifications.
In 2021, the MU Strategic Plan 2021–2028 and the FF MU Strategic Plan 2021–2028 were published.
Both documents include, above all in the HR Management and Staff Development section, obtaining and maintaining the HR Excellence in Research Award.
Masaryk University as a whole is not a holder of the HR Excellence in Research Award. The situation that applies here is more specific: individual award
winners are the constituent parts of the university – ten faculties and two specialized units of the university (CEITEC and the Institute of Computer Science).
Additionally, individual HR Award holders are at different stages of advancement. Two constituent parts have been implementing HRS4R since 2018,
nine parts since 2021, and one part since 2022.
The university centrally supports and coordinates important topics related to the HR Award. In 2019, it established the position of coordinator and a working
group for the HR Award at the Rector’s Office. The coordination group is focused, among other things, on identifying topics suitable for central treatment
and on supporting all constituent parts implementing HRS4R. Representatives of the constituent parts and other experts work on a common solution
in university-wide thematic working groups. A number of such topics have been gradually identified, processed, discussed and approved at the university
level. An example is the creation of the university-wide OTM-R policy or the currently ongoing discussion on updating the MU Code of Ethics.
The new management of the FF MU from 1 April 2023 has not meant any change in strategic decisions that would fundamentally affect the Action Plan,
rather it has only brought about the need for a slight modification of some planned activities. There have been minor changes in the distribution
of the Vice-deans' agendas at the faculty, which has led to the renaming of the functions of the Vice-deans. The new titles of the functions of the Vice-deans
are incorporated for all actions in the revised Action Plan published on the faculty website, in the online form on Euraxess only for new actions
due to the inaccessibility of the original text.
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3. Actions
Please consult the list of all actions you have submitted as part of your HR Strategy. Please add to the overview the current status of these actions as well as
the status of the indicators. If any actions have been altered or omitted, please provide a commentary for each action. You can also select new objectives.
Note: Choose one or more of the principles from the GAP Analysis with their implementation ratings: New, In Progress, Completed, Extended.
Proposed ACTIONS
Free text, 100 words maximum
GAP
Principle
(s)
Timing (at
least by
year’s
quarter/
semester)
Responsible
Unit
Indicator(s) / Target(s) Current
Status
Remarks
1. MU ACADEMIC
AND PROFESSIONAL
EMPLOYEE CODE OF ETHICS:
Cooperation with the MU Rector´s
Office on updating the MU academic
and professional employee code of
ethics (addition of a list of possible
discrimination reasons, of the issue
of gender equality and of other
provisions in accordance with the
requirements of the Charter and the
Code).
Realization of an information
campaign for all FF MU staff following
the expected publication of the update
of the MU academic and professional
employee code of ethics (expected
completion date in Q3/2021).
2,10,27 Deadline:
Q4/2021
• Vice-dean
for Research
and Project
Management
• Lawyer
• HR Award
Team
• Realized information
campaign
Q4/2021
MEASURABLE:
• Number (time series)
of incidents solved:
o by MU Research
Ethics Committee
o by MU Ethics
Committee
o by MU Equal
Opportunities
Panel
based on the MU
directive
Processing
and registration of
complaints at MU
Extended An analysis of the existing Code
of Ethics was carried out and it was
decided at the university level that
a completely new Code of Ethics
would be created, applying not only
to employees, but also to students.
The approval of the new Code of Ethics
is now in the final phase, it is expected
to be issued in the first half of 2023.
The planned implementation
of the faculty information campaign
had to be postponed until after the
publication of the new Code of Ethics.
Number (time lines) of incidents
resolved:
• MU Research Ethics Committee
The committee assesses the ethics
of research projects before their start,
it works on a preventive basis and
does not resolve incidents;
the indicator is excluded from
measurable indicators.
• MU Ethics Committee and Equal
Opportunities Panel
Statistics are not kept at the faculty
level, so these indicators are
excluded from measurable indicators
for the next period.
• Based on the MU directive
Processing and registration of
complaints at MU
We register the following numbers
at the FF MU:
2022–4 complaints
2021–1 complaint
2020–3 complaints
2019–0 complaints
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2018–0 complaints
2017–2 complaints
2016–2 complaints
2015–9 complaints.
2. SYSTEM OF JOB POSITIONS
AND JOB TITLES:
Creation of a document containing
the job descriptions, including
recommendations for the teaching
volume, competence models,
assignment of R1-R4 levels, etc.,
which will be the input for other areas
– recruitment, adaptation, training and
development, evaluation and
remuneration of employees.
Implementation of handing over
a written copy of the job description
to each employee as a standard.
11,13,16,
19,21,22,
33,37,38,
39, 40
Deadline:
Q4/2021
• HR Award
Team
• Head
of Personnel
Office
• Internal rule created (link
to existing document)
Q4/2021
MEASURABLE:
• % of employees with job
description
• Volume of teaching
hours counted per one
R1-R4
Completed On the basis of a thorough analysis
of the situation at the faculty, an input
document has been created for the
personnel processes - FF MU Directive
No. 1/2023 System of Positions and
Job Titles at the FF MU. It is aimed
primarily at researchers in both
academic and non-academic positions.
Recommendations regarding the
volume of teaching were omitted, as
this point was included as a topic to be
addressed in the upcoming MU Career
Code (see action 3 below).
As a follow-up to this point, we are
adding two new actions (19 and 20).
• % of employees with the job
description
New or revised job descriptions will
be the subject of the implementation
phase of the new System of Positions
and Job Titles at the FF MU.
• The amount of teaching workload
converted to one R1–R4
Monitoring of the iIndicator will be
possible to set in accordance with the
implementation of the steps
mentioned in action No. 3, see below.
3. CAREER MANAGEMENT:
Creation of the Career regulation
FF MU containing definitions
of professional growth, career
promotion and a description of career
paths which will be the input for other
areas – recruitment, adaptation,
training and development, evaluation
of employees.
11,13,15,
16,19,21,
22,25,28,
29,30,38,
39
Deadline:
Q4/2021
• HR Award
Team
• Head
of Personnel
Office
• Career regulation FF MU
created (link to existing
document)
Q4/2021
Extended The creation of the faculty’s Career
Regulation has been postponed until
the end of 2025 due to the planned
publication of the MU Career Code
in 2024 and the expected university
discussion about it.
MU issued Guidelines of the Personnel
Management Office of the MU Rector’s
Office – Career System at MU, effective
from 1 January 2023, which provides
employees with information and
guidance in their career.
4. RECRUITMENT AND
SELECTION:
Cooperation with the MU Rector´s
Office on the creation of a universitywide
OTM-R policy and on updating
the Regulations on Competitive
12,13,14,
15,16,17,
18,19,20,
21,27
Deadline:
Q4/2022
• HR Award
Team
• Head
of Personnel
Office
• "Job opportunities" tab
on the FF MU website
created (link to an
existing page)
Q1/2021
Completed In cooperation with all constituent parts
of MU, a new MU Selection procedure
regulations were created at the
university level, including all OTM-R
principles, and was issued in the
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Selection Procedures at MU.
Setting up the recruitment process
according to the specifics of the FF
MU and in accordance with both the
expected OTM-R policy of MU
(Q2/2021) and updated Regulations
on Competitive Selection Procedures
at MU (Q1/2022). Preparation of
detailed internal methodology for
recruitment and selection process.
• describing all stages of the
recruitment and selection process
and their course,
• assigning responsible persons,
• specifying rules for individual
phases – advertising, evaluation,
selection and closing of the
selection procedure
• defining the OTM-R complaint
mechanism
• providing clear practical
instructions and
recommendations to the persons
involved, including standardised
forms and templates.
Introduction of a recruitment quality
control system. Providing training for
employees involved in the recruitment
process.
Adding information about job
opportunities at the faculty to the FF
MU website.
• Internal methodology
including forms and
templates (link to
existing document)
Q2/2022
• OTM-R training
implemented
Q3/2022
• System set up for the
regular quarterly
evaluation of trends in
key areas of recruitment
and selection =
openness, transparency
and merit evaluation
Q4/2022
MEASURABLE:
• Level of satisfaction of
superior employees and
successful candidates
with the recruitment
process
• Number of trained
employees involved in
recruitment and
selection
• Proportion of applicants:
o coming from
outside the
university/faculty
o coming from
abroad
o meeting the
requirements for
the advertised
vacancy
o from under-
represented
groups
• Proportion of job offers
published on
EURAXESS
• Number of channels for
advertising job offers
• Statistics on the
composition of selection
committees
autumn of 2022 with effect from
1 January 2023.
At the faculty level, a selection
procedure methodology was created
for all types of positions, including MU
rules and defining faculty rules –
Selection Procedures Rules at the FF
MU. It was discussed, commented
on and approved by the Dean’s Board
on 12 December 2022 and issued with
effect from 1 January 2023
The directive is the standard for open,
transparent, and merit-based faculty
selection procedures.
Selection procedures are held for all
positions. Possible exceptions are
precisely defined. Clear procedures and
deadlines are established. Rules for
the balance of selection committees
in terms of gender or expertise are
specified. Personal data protection,
protection of the rights of applicants,
and the possibility to file complaints
about the course or result of a selection
procedure, are all regulated.
Standardized forms and templates
available on the Personnel Office
website have been updated to comply
with OTM-R requirements.
Training in the rules and process of
selection procedures has been
introduced for all members of selection
committees in the form of e-learning.
Publication of the faculty rules was
followed by training for department
heads, who also have these documents
available in the new application for
acquainting themselves with the
regulations.
The following have been trained:
• employees involved in the recruitment
process – 114 = 85 % as of March
31, 2023 (application)
• employees involved in the recruitment
process – 55 so far (seminar)
• all members of selection committees
– 22 so far (e-learning)
The university e-application Jobs.MU,
used for the recruitment process, has
been supplemented with the indicators
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• OTM-R complaint
statistics
needed to monitor the quality
of recruitment.
Work continues on a unified way
of evaluating them for faculty and
university-wide needs. A quarterly cycle
for tracking recruitment trends was
evaluated as ineffective, and an annual
cycle has been established. The first
evaluation of the indicators will take
place in 2023.
A new Careers section has been
created on the faculty website.
5. ADAPTATION PROCESS:
Setting up the adaptation process
for new employees, determining
the role of the human resources
department, superior employees and
informal adaptation guides.
Implementation of introductory
trainings including, in addition
to practical information for new
employees, the following topics:
ethical and professional aspects
of research, Research Ethics
Committee MU, intellectual property,
strategic documents and formal
procedures of scientific work, IT
security and data protection,
dissemination and commercial use
of research work and trends in the
evaluation of science and research
and publication strategy, evaluation
process, system of remuneration,
complaints and appeals, system
of supervision, etc., acquaintance with
the regulations.
Creating support information
resources for new employees.
2,3,4,5,6,7,
8,9,10,11,
26,31,
34,40
Deadline:
Q3/2022
• HR Award
Team
• Head
of Personnel
Office
• Internal rule created (link
to existing document)
Q3/2022
• Handbook for new
employees, including
links to information
sources on the website
created (link to an
existing document and
pages)
Q3/2022
• Series of topics for
introductory training
created (including
e-learning)
Q3/2022
• Role of the informal
adaptation guide
implemented
Q3/2022
• Evaluation of the
adaptation process
at the end of the trial
period implemented
Q3/2022
MEASURABLE:
Number of trained
employees providing the
adaptation process
Completed The adaptation process has been set
and described in the FF MU Directive
No. 4/2022 Onboarding and adaptation
process at the FF MU effective from 1
January 2023. The role of an informal
adaptation guide (buddy) has been
introduced and the organization of
initial training for newcomers has
been started. Based on cooperation
with colleagues from other constituent
parts of the university, an e-application
with checklists for those involved has
been created. In the application, a
template has been set according to
faculty specifications, including a
feedback questionnaire for
newcomers. A Handbook for new
employees FF MU has been created.
Training has been held for unit heads
and secretaries to introduce the
adaptation process (49 participants).
Becoming acquainted with the Directive
on Adaptation as of March 31, 2023
was confirmed by 112 people out of
134 (84%) in the Regulations
Agreement application.
6. EMPLOYEE EVALUATION:
Revision of the employee evaluation
system and creation of an exact form
of evaluating academic and nonacademic
employees taking into
account the needs and specifics
of the faculty. Creation of tools
for obtaining objective inputs to
assess the quality of teaching and
11,28,29,
33,38,
39,40
Deadline:
Q4/2023
• Steering
Committee
• Head
of Personnel
Office
• HR Award
Team
• Tool for obtaining
feedback created
Q3/2022
• Internal rule created (link
to existing document)
Q2/2023
• Evaluation contains
individual development
In progress Faculty evaluation of non-academic
employees (2021) was introduced
in advance. According to the new
instruction FF MU No. 1/2021
Evaluation of Non-Academic
Employees of FF MU Units, the
evaluation of the non-academic
employees of non-academic units took
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supervisory roles from students
at FF MU.
Linking the evaluation system with the
training and development system.
goals, on the basis
of which the training and
development
of individuals takes place
Q4/2023
MEASURABLE:
• Number of employees
evaluated
• Number of employees
with set development
goals
place in 2021 and 2022.
The evaluation of academic staff
members takes place regularly
in accordance with the university
regulations in the EVAK system, which
was modernized by the university
in the period 2021–2022.
Standardization of the evaluation
of academic staff members, taking
into account the faculty’s needs, is now
being prepared.
The existing tool for obtaining
feedback on the quality of teaching,
the so-called Course Opinion Poll
for students, has been reviewed.
The Course Opinion Poll has been
continuously updated for a long time
and the response rate has been
increasing in recent years.
The outcomes of the opinion poll are
available in the EVAK system in the
form of indicators for teaching
evaluation.
The number of employees who were
evaluated in 2022 (excluding
employment relationships lasting less
than 3 months, maternity and parental
leave, and long-term incapacity for
work):
74% of academic staff members
100% of non-academic employees
in non-academic units
0% of non-academic employees
in academic units
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7. EMPLOYEE TRAINING AND
DEVELOPMENT:
Setting up the process of training
and development of FF MU
employees in connection with
the planned university system
(expected completion date
in Q4/2022).
Create a standard training offer – key
topics and training formats including
e-learning (research ethics and
Research Ethics Committee,
dissemination of results including
popularization, intellectual property,
gender, personality, managerial and
language competence, recruitment,
remuneration, mentoring
for supervisory roles, use of IT
technologies, etc.).
Ensuring staffing for the
implementation of the training and
development system.
Linking employee training and
development with the evaluation
system. Setting up the evaluation
of the effectiveness of training and
development events.
2,3,4,5,6,7,
8,11,13,14,
16,17,18,
19,20,23,
27,31,36,
37,38,39,4
0
Deadline:
Q4/2023
• HR Award
Team
• Head
of Personnel
Office
• Implementation
of the training and
development system
staffed
Q1/2023
• Internal rule created (link
to existing document)
Q4/2023
• Standard offer of training
– key topics and formats
created
Q4/2023
• Tools for evaluating the
effectiveness of training
events (questionnaire,
statistics) created
Q4/2023
MEASURABLE:
• Number of topics in the
form of e-learning
• Number and scope
of R1-R4 trainings
according to the topic
In progress At the university level, the
institutionalization of employee
training and development was
completed in March 2022.
The transformation of the MU
Pedagogical Competence Development
Centre into the MU Competence
development centre (CERPEK) has
been completed,
and thus a common platform for
employee training and development
at MU has been established. During
2022, CERPEK expanded the portfolio
of education offers, their form, and
content, in accordance with the needs
of various target groups of MU
employees. Further development
of the centre in terms of expanding
the scope and variety of educational
activities is planned.
A working group of training and
development coordinators has been
established, which includes
representatives of the university’s
constituent parts. Working in this group
on behalf of the FF MU is the Head
of the Personnel Office. The
coordinators are not only the contact
persons for issues of employee
education in their constituent parts,
but also work on the further
development of the area. Currently,
the priority is to create a common
university-wide IT platform for the
development and training of
employees, which would gather
together and clearly offer educational
opportunities not only from CERPEK,
but also from other professional units
across all faculties. A similar website
has already been in operation since
2021 as part of the Employee Portal,
an internal information resource. It is
now possible to find offers of upcoming
training events here, as well as
recordings of more than 30 webinars
that have already taken place.
The collection of development needs
is already set for non-academic
employees as part of their annual
evaluation. We plan to review and set
the development needs of academic
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staff members through the evaluation
system by the end of 2023,
as described in point 6 – Employee
Evaluation.
8. CAREER COUNSELLING:
Cooperation with the MU Rector´s
Office on the creation of a universitywide
career guidance system
for researchers (expected completion
date in Q4/2022). Realization of an
information campaign for all FF MU
employees after the start of the career
counselling centre for researchers
focused on the active use of its
services.
28,30 Deadline:
Q1/2023
• HR Award
Team
• Head
of Personnel
Office
• Realized information
campaign
Q1/2023
MEASURABLE:
• Number of performed
consultations R1-R4
• Satisfaction rate with
career centre services
Extended MU has decided to address the topic
of career counselling in 2023 as part
of the centralised MUNI counselling
development project, i.e. the deadline
has been postponed.
The institutionalisation of career
counselling for employees,
the introduction of psychological
counselling for students and
employees, the grouping of relevant
information on the website and the offer
of an e-course for students and
employees on the topic of mental health
and psycho-hygiene are being
prepared.
The planned implementation of the
faculty information campaign had
to be postponed until after the start
of the career counselling centre.
Currently, the possibilities for support
in matters of professional and career
development and growth are
summarised at the MU level
in the Guideline of the Personnel
Management Department
of the Rector's Office of Masaryk
University - Career System at MU.
9. SUPERVISION FOR EARLYSTAGE
RESEARCHERS:
Creating a formal procedure
for supervising early-stage
researchers by a responsible person.
Defining the role and competencies
of the supervisor.
Implementation of a pilot workshop
on mentoring for experienced
researchers in the role of supervisors.
Ensuring the systematic development
of the competencies of experienced
researchers for the performance
of supervisory and managerial roles.
36,37,40 Deadline:
Q2/2024
• Vice-dean
for Research
and Project
Management
• HR Award
Team
• Head
of Personnel
Office
• Pilot workshop for
mentoring performed
Q4/2022
• Internal rule created (link
to existing document)
Q4/2023
• Each new R1 and R2
employee is informed
of their supervisor in job
description upon the
start of their employment
Q2/2024
MEASURABLE:
Number of researchers
trained in the supervisory
role
In progress On February 17, 2023, a pilot
workshop called Mentoring – A Tool
for the Development of (Not Only)
Early-Stage Researchers was
implemented at the FF MU.
Fifteen employees participated in the
workshop, not only experienced
researchers but also interested doctoral
students.
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10. PHD STUDIES:
Cooperation with the MU Rector´s
Office on the revision of the
university-wide concept of PhD
studies and on the creation of PhD
studies standards (Q2/2022) to
specify the rights and obligations
of students and supervisors.
Supplementing standards with faculty
specifics. Introduction of crosssectional
subjects for PhD students
in fields with common intersections.
Implementation of pilot training
workshops for PhD students in the
areas of career development, project
management, publishing and sociomanagerial
skills.
Introduction of regular training and
development events for supervisors,
and mandatory training in skills
needed for research activities for PhD
students.
Implementation of a questionnaire
survey for PhD students. Creation
of tools to support the involvement
of PhD students in department life
(workspace, grants information,
involvement in research, cotutelle,
etc.).
33,36,38,
39,40
Deadline:
Q4/2023
• Vice-dean
for Academic
Affairs
and Doctoral
Studies
• HR Award
Team
• Questionnaire survey for
PhD students performed
Q2/2021
• PhD studies handbook
created
Q3/2021
• Pilot training workshops
for PhD students
performed
Q4/2022
• PhD study standards
taking into account
faculty specifics created
Q2/2023
• Cross-sectional subjects
in fields with common
intersections
implemented
Q4/2023
• Freshers training (skills
needed for research
activities) is mandatory
for all PhD students
Q4/2023
MEASURABLE:
• PhD day realised once
per semester for the last
years of Mgr. and first
years of PhD
programmes
• Number of realised
workshops and webinars
for trainers
• Number of PhD students
involved in grants
In progress In 2021, the university issued
Guidelines No. 1/2021 of Research
Office of the MU Rector's Office
Principles and Recommendations for
Effective and Quality Doctoral Studies
at MU). In 2022, MU introduced higher
standards in doctoral studies across all
fields, with an emphasis on the quality
of PhD students’ scientific results,
gaining international experience, and
compliance with the study plan. The
basic areas of supervisor standards,
the creation of which is one of the
priorities for 2023, were discussed
in detail. A draft of the text of the
regulations for the foreign trips of PhD
students was created, which is now
in the comment procedure.
In 2021, a questionnaire survey for
doctoral students was implemented
at the FF MU. The reason for this was
the need to adapt the questions from
the original questionnaire HR Award
2020 for researchers to the conditions
of doctoral studies. A subsequent
discussion took place on the results
of the survey, where the supervisorstudent
relationship, the financial
security of PhD students, their
motivation to study, and low awareness
were identified as the biggest problem
areas. Currently, the university has
already decided on the reform of the
financing of PhD studies, is preparing
a new supervisor standard, and
measures to increase the success rate
of doctoral studies and their completion
on time.
In 2021, the Guide for the New
Incoming Doctoral Students at the FF
MU was published, and was updated
in 2022.
Pilot educational workshops have
been carried out: Submit Projects that
will be Easy to Manage; The Gender
Dimension in Science and Research;
How to Start a Scientific Career.
An introductory meeting for first-year
PhD students was held with a speech
by the Vice-dean for Academic Affairs
and Doctoral Studies coupled with
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enrolment for the first semester and the
provision of study instructions.
Steps have been taken to develop the
internalization and language
competencies of PhD students: study
support in the form of cotutelle was
implemented – 3 students successfully
graduated in 2022. Nine programmes
have been implemented in English.
11. POSTDOCTORAL POSITIONS:
Cooperation with the MU Rector´s
Office on the creation of a universitywide
postdoc strategy (position
definition, area of employment,
conditions and system of care
for foreign postdoc – Q3/2021).
Establishing detailed rules for the
appointment, recruitment and career
development of postdoc employees
with regard to faculty specifics.
Creation of supporting materials for
the promotion of postdoc positions.
21 Deadline:
Q2/2022
• Vice-dean
for Research
and Project
Management
• HR Award
Team
• Head
of Personnel
Office
• Postdoc positions
and rules for postdoc
employment are defined
in the System of job
positions and job titles
FF MU
Q4/2021
• Postdoc position
included in the Career
regulation FF MU
Q4/2021
• Rules for recruitment
to postdoc positions
included in the internal
methodology for
recruitment and selection
Q2/2022
• Information leaflet and
separate website for
postdoc positions on the
FF MU website created
Q2/2022
MEASURABLE:
• Number of employees
in postdoc positions
• Proportion of postdoc
newcomers from other
universities out of the
total number of postdocs
• Duration of postdoc
engagement at FF MU
Completed At the university-wide level, the creation
of a postdoc strategy has been
abandoned, as there is currently no
consensus on how to approach the
postdoc career phase in the context
of the Czech academic/scientific career
system. In the current view of MU,
a postdoc is perceived as a job
position, and therefore the issue
of employing postdocs was
approached from the personnel point
of view. At the end of 2022, the
Guidelines of the RMU Personnel
Management Office Principles and
Recommendations for Personnel
Management of Postdoc Positions
at MU were issued, which established
procedures and criteria for the
employment of employees
in postdoctoral positions
(recruitment, conditions, care of these
employees, etc.) and for the personnel
management of these positions.
At the faculty level, the position
of postdoc was incorporated into the
FF MU Directive No. 1/2023 System
of Positions and Job Titles at the FF
MU.
The creation of the faculty’s Career
Regulation has been postponed for the
reasons given in the comments for
Action No. 3 above.
University rules for postdoc
recruitment are enshrined in the MU
Selection procedure regulations, and
then included at the faculty level in MU
FF Directive No. 3/2022 Selection
Procedures Rules at the FF MU.
The intention to create an information
leaflet and a separate website
for postdocpositions has been
abandoned due to the minimal filling of
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these positions in the faculty – see the
indicators below.
INDICATORS:
• Number of employees in postdoc
positions = 2
• Proportion of postdoc newcomers
from other universities out of the total
number of postdocs = 100%
• Duration of postdoc engagement
at the FF MU = 13 months on
average
12. GENDER BALANCE:
Cooperation with the MU Rector´s
Office on the creation of a universitywide
gender balance policy (expected
completion date Q4/2021).
Subsequent creation of a faculty
gender balance policy.
Implementation of active tools
to promote gender balance.
Implementation of lectures and
workshops on gender for employees
to increase sensitivity to the issue.
Support the work-family balance
of employees. Addition of
recommendations for the compilation
of a reasonably gender-balanced
selection committee in the
Regulations on Competitive Selection
Procedures at MU and in the
methodology for the recruitment and
selection of FF MU (see point 4
of the Action Plan: Recruitment and
selection).
2,10,24,
27
Deadline:
Q3/2022
• Steering
Committee
• HR Award
Team
• Head
of Personnel
Office
• Places for employees’
children in kindergarten
provided
Q4/2021
• Questionnaire survey
conducted in order to
find out the reasons for
the lack of interest of
women participating
in managing authorities,
in a scientific career,
in PhD studies, etc.
Q1/2022
• Gender balance policy
created at FF MU (link
to existing document)
Q3/2022
MEASURABLE:
• Statistics on the
representation of men
and women at different
levels and in
management positions
• Analyses of equal pay
for men and women
• Number of lectures and
workshops on gender
and the number
of trained employees
Extended MU Gender Equality Plan 2022–2024
was approved by the university
management in December 2021, and
a guarantor for gender equality was
appointed at the level of MU
management. The MU GEP was
created based on the results and
recommendations of gender equality
audits carried out by the faculties and
constituent parts of the university.
FF MU implemented an in-depth
internal audit of gender equality
in the period 3–7/2021 in the areas
of: organizational culture, work – life
balance, recruitment and selection,
career progression, gender balance
in leadership and decision-making,
measures against sexual harassment
and other forms of gender-based
violence, integrating the gender
dimension into research and innovation,
studying and student population.
The findings presented in the final
report (51 pages) were supported
by a statistical data analysis,
a re-analysis of questionnaire surveys
(HR Award for researchers FF MU
2020 and HR Award for PhD students
FF MU 2021), the content analysis
of documents and processes, and the
conclusions of four group interviews
with a total of 40 employees. The report
included a proposal for a number
of measures for improvement.
In 2022, the university’s Guidelines for
resolving sexual harassment incidents
at MU were created and presented,
and the related website was updated.
MU has updated the Guide for
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Employee–Parents (only in Czech,
an English version is planned) which
aims to accompany them on their
journey: from working conditions during
pregnancy, through the course
of maternity and parental leave,
to a smooth return to work.
On September 1, 2022, a nursery was
opened in the city centre near the
faculty site, so that (with a slight delay)
places in the nursery were provided
for the children of employees.
In the period 9–10/2022, a faculty
questionnaire survey entitled Academic
Career and the Representation of
Women in Decision-Making Positions at
the FF MU was carried out.
We will continue to work with the results
of the survey in the creation of a
gender balance policy at the FF MU,
which has not yet been developed.
The reason is primarily the
considerable, unplanned amount
of time spent on the implementation
of the faculty gender equality audit.
We have postponed the deadline
for creating the GEP FF MU
to 4Q/2023, until then the faculty will
follow the university plan.
Statistical data on gender equality will
be included in the MU annual report.
The university implemented several
dates of the workshop Respect All the
Way (prevention of sexual harassment,
bullying, and violence on university
premises) for employees. Twelve
people from FF MU participated.
At the FF MU, we have carried out
three seminars relating to gender
issues: Gender in Research and
Measures Against Sexual Harassment
at MU for heads of departments, and
Gender Dimension in Research
for doctoral students.
13. SUBMITTING AND
PROCESSING COMPLAINTS:
Improving employee awareness of
existing complaint procedures (see
point 5 and 15 of the Action Plan:
Adaptation process and Internal
communication).
34 Deadline:
Q4/2024
• Steering
Committee
• HR Award
Team
• Concept draft
of mediation services at
MU prepared as part
of a well-being strategy
Q4/2024
MEASURABLE:
In progress Information on the procedure for
submitting and processing complaints
has been included in the induction
training for new employees as part
of the adaptation process from 1 March
2023.
All FF MU employees have been
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Cooperation with the MU Rector´s
Office on the creation of mediation
services for employees focused on
the possibility of confidential and
informal consultations in connection
with the resolution of complaints that
will be part of the prepared universitywide
well-being strategy.
• Number of meetings of
representatives of
faculties and the MU
Rector´s Office focused
on the creation of a
proposal for mediation
services
acquainted with the MU Directive
No. 3/2008 Processing and registration
of complaints at MU through the
Application Regulations Agreement
(94% confirmed as of March 31, 2023).
The university is currently revising
procedures in the area of rights
protection, preparing a new internal
regulation, and establishing the position
of MU Ombudsman.
14. ADMINISTRATIVE SUPPORT
FOR RESEARCHERS:
Improving the administrative support
for researchers – clear descriptions
of the agendas of support
departments and maps of individual
process procedures. Strengthening
the information service on the
websites of departments.
Electronisation of suitable / necessary
agendas.
Development of project support
in order to provide comprehensive
project consulting, especially for
demanding projects financed from
transnational or foreign sources.
Implementation of training events for
administrative and technical staff
supporting scientific research work
in specialised activities, namely in the
field of socio-managerial skills,
personnel management, project
management and information
technology.
1,5,6,7,
23
Deadline:
Q4/2024
• Faculty
Bursar
• Dean's Office
Department
Heads
• HR Award
Team
• Methodology created
and pilot phase of project
support for demanding
projects implemented
through the provision
of a comprehensive
support service with
an overlap into several
professional areas
Q4/2021
• Added and updated
websites of support
departments
Q4/2022
• Training events for
administrative and
technical employees
supporting scientific
research work
implemented
Q4/2022
• Procedures of key
agendas created and
published to employees
Q4/2024
MEASURABLE:
• Regular report on the
process of electronic
agendas
In progress In 2021–2022, the faculty devoted a lot
of effort to improving administrative
support for researchers.
A pilot phase of project support for
the projects of international and
transnational providers has been
implemented in the form of
establishing a new position aimed
at providing a comprehensive support
service. FF MU Instruction No. 1/2022
Preparation and implementation of the
projects of international and
transnational providers was issued,
which facilitates orientation in the
individual phases and steps of the
planning, preparation, and
implementation of these projects and
defines the competences of the
persons involved.
In the period 2021–2022, over 40
training events were implemented
for administrative and technical staff
supporting scientific and research work.
The areas covered were sociomanagerial
skills, HR management,
project management, and information
technology.
The websites of the support
departments are gradually being
supplemented and updated, also
in connection with the construction
of the Employee Portal, as described
in point 15.
One of the university’s priorities is the
computerization of work agendas,
which has also been accelerated by the
Covid-19 pandemic. There is a regular
collection of topics and requests for
computerizationand their subsequent
prioritization. In the internal information
system of Inet, employees have
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a monthly overview of changes and
innovations in computerization.
15. INTERNAL COMMUNICATION:
Revision of internal communication,
facilitation of information availability
and setting methods of their
transmission. Increasing the
awareness of researchers in key
areas (especially in project
management, administration and
contracts, in employment law matters
and others).
Organisation of events to support
informal communication and meetings
of researchers.
4,5,6,7,8,9,
13,23,24,
26,30,31,
33,34,35,
36
Deadline:
Q4/2022
• Vice-dean for
Admissions
and Public
Relations
• Dean's
OfficeDepart
ment Heads
• HR Award
Team
• Method of informing
employees about new
and updated internal
regulations/documents
set
Q4/2021
• Communication
channels and their target
groups set
Q2/2022
• Signposts on the FF MU
website for easy access
to information according
to the issue created
Q4/2022
• Information sources
updated, especially the
FF MU website
Q4/2022
• Tools for getting
feedback from
employees set up
Q4/2022
MEASURABLE:
• Number of implemented
events for informal
communication and
meetings
Extended On the basis of the review of internal
communication, the FF MU Directive
No. 2/2022 On the Methods and
Principles of Internal and External
Communication FF MU including the
setting of communication channels
and their target groups was issued.
The directive also refers to guidelines
governing bilingual communication and
general language principles, including
gender-sensitive language. They
provide specific instructions, practical
examples, tips and recommendations.
A system for acquainting employees
with internal regulations has been
introduced. In 2021, a matrix was
created determining the assignment
of individual regulations to specified
groups of employees. The concept
underwent a demanding comment
process from the management and
Academic Senate of the FF MU.
In 2Q/2022, an application was
launched in the MU information system
which informs employees about
changes in internal regulations and
provides them with the opportunity
to conveniently referring to the
regulations.
An information portal for MU
employees with differentiated
university and faculty content is
currently under construction. The portal
is already in operation, but its structure
is still undergoing development and
changes; therefore the FF MU content
has been only partially inserted, owing
to an internal decision to wait for the
final structure. Information from the
Office for External Relations, the
International Office, the Central Library
and basic teaching guidelines are
available. The News application, which
summarises all news and articles from
the website of the faculty’s central units,
is fully functional. The deadline for
supplementing the structure (signposts)
and updating the rest of the content has
been postponed to the end of 2023.
Some internal and external tools for
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obtaining feedback from employees
have been tested, mainly in the form
of questionnaires and polls. We have
excluded non-compliant tools from
further use. In addition to selected
external tools, feedback questionnaires
are also used for the adaptation
process, and are part of the internal
university e-application.
The regular faculty-wide informal
meetings of employees have also
been strengthened. An Afternoon
Matinee at the beginning of summer
has been added to the already
traditional Pre-Christmas meeting with
a musical performance (first carried out
on 27 June 2022). It is an internal
festival with musical performances,
various workshops, and tours of the
site.
16. USE OF ENGLISH LANGUAGE:
Removal of the language barrier for
foreign employees. Supplementing
the existing Czech versions of internal
regulations and relevant information
and public documents at the FF MU
with translations into English.
Publication of newly-published
documents always bilingually. Setting
up relevant internal communication
with employees in Czech and English,
creating an offer of selected training
events also in English. Supplementing
the content of the websites
of individual departments of the FF
MU. Increasing the language skills of
employees providing support and
service to foreign researchers.
1,2,4,5,6,7,
8,9,10,13,
22,23,24,
25,26,28,
29,31,33,
34,35,36
Deadline:
Q2/2023
• Faculty
Bursar
• Department
Heads
• English language
training for employees of
support offices provided
Q3/2021
• Relevant internal
communication takes
place in Czech and
English
Q4/2021
• Internal regulations,
relevant information and
public documents are
available in Czech and
English
Q4/2021
• Content of the websites
of individual FF MU
departments is in Czech
and English
Q2/2023
MEASURABLE:
• Number of training
events implemented in
English
Extended In 2021–2022, a number of activities
were implemented to remove the
language barrier for foreign
employees. English language training
has been provided for the employees
of support offices. In 2021, valid
faculty regulations were translated
into English. At the end of 2021, the
standard use of English in the
relevant communication of the
faculty was set, and all official
documents of the faculty are now
issued bilingually as standard.
In 2022, the FF MU Instruction
No. 2/2021 Use of the English
Language in the Internal
Communication FF MU was effective
at the faculty, which was replaced by
FF MU Directive No. 2/2022 from
1 January 2023 On the Methods and
Principles of Internal and External
Communication of the FF MU and
Guidelines on the Use of the English
Language in Communication of the FF
MU.
The content of the websites
of individual FF MU units is being
gradually updated with its English
mutation. A number of them were
translated together with regulations
already in 2021. The deadline for
completion of translations of all faculty
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websites has been postponed until
4Q/2024.
A number of training events
implemented in English - the indicator is
not yet evaluated as it is related to the
collection of training needs, which has
not yet been set up for all staff in the
evaluation (see points 6 and 7).
17. ACADEMIC SENATE:
Strengthening the awareness of the
academic community about the
activities and competencies of the
Academic Senate of the FF MU and
its importance within the faculty
public. Supporting the interest of the
academic community in the activities
of the Senate, especially during the
elections, creating opportunities for
the presentation of candidates and
their election programme and for the
public discussion of their ideas.
35 Deadline:
Q2/2023
• Chairman
of the
Academic
Senate
• Website of the Academic
Senate of the FF MU
updated, information
added to strengthen the
presentation of its
significance
Q2/2021
• Interactive platform for
the presentation of the
candidate and their
election program with the
possibility of public
discussion created
Q2/2023
• Information campaign for
academics and students
in the period of elections
and candidacies
implemented
Q2/2023
MEASURABLE:
• Number of papers on
events in the Academic
Senate of the FF MU on
social networks
In progress In 2021, the website of the Academic
Senate of the FF MU was updated
with information (composition
of committees, meeting dates, links
to minutes), being graphically
harmonized with the other pages
of the FF MU website and translated
into English.
The news module has started to be
used more for publishing the agenda
of upcoming meetings and for
summarising meetings that have taken
place, with a link to detailed minutes.
Due to the state of emergency declared
by the Government of the Czech
Republic caused by the coronavirus
epidemic, by which the mandate of all
autonomous academic bodies in the
Czech Republic was extended, the
Academic Senate of the FF MU started
its activities with the current staff after
the elections with an almost five-month
delay on 24 May 2021. Its term of office
is 3 years, so elections for the new
senate will not take place until the
spring of 2024. Related to this is the
expected postponement of the deadline
for the creation of an interactive
platform for the presentation of the
candidate and their election programme
coupled with the possibility of public
discussion and the implementation
of an information campaign for
academics and students during the
period of elections and candidacies,
by six months until 4Q/2023.
Since autumn 2020, 41 posts have
been published about what is
happening in the Senate, every update
is always shared on the Senate’s
Facebook page.
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18. USE OF SPACE AT FF MU:
Preparing an analysis of the real use
of the existing spaces of the faculty
with the aim of identifying
the possibilities of modifications
and obtaining free working spaces.
Rationalisation of the use of current
spaces at the faculty and
departments.
23 Deadline:
Q4/2022
• Faculty Bursar • Analysis of the use of
faculty spaces prepared
Q4/2021
• Proposal for spatial
modifications, time
sharing of offices, home
office created
Q4/2022
Extended The date of this action has been
postponed until the end of 2026 due,
in part, to the reduction of its urgency
during and after the pandemic, but
mainly because of the fact that new
software is currently being developed
at the university level, which will be
used for the purpose of analysing
the occupancy and use of spaces
throughout the university.
19. Extension of the System of
Positions and Job Titles at the
FF MU to include information
and documents for other nonacademic
positions.
11,13,16,
19,21,22,
33,37,38,
39,40
4Q/2025 • HR Award
Team
• Head
of Personnel
Office
• Supplemented internal
regulation (link to the
supplemented
document)
New
20. Implementation of internal
trainings on the System
of Positions and Job Titles
at the FF MU
11,13,16,
19,21,22,
33,37,38,
39,40
4Q/2023 • HR Award
Team
• Head
of Personnel
Office
• Training of Personnel
Office staff
implemented
• Training of department
heads implemented
New Training of department heads
(connection with recruitment) and
Personnel Office staff.
21. Implementation of the System
of Positions and Job Titles at
the FF MU in the departments.
11,13,16,
19,21,22,
33,37,38,
39,40
4Q/2025 • HR Award
Team
• Head
of Personnel
Office
• Department
Heads
• Number of departments
with completed staff
classification review
• % of employees with a
job description
New Inspection of the existing classification
of employees at individual departments
and new settings in accordance with
the system. Adding missing or updating
existing job descriptions.
22. Implementation of the new
recruitment process.
12,13,14,
15,16,17,
18,19,20,
21,27
4Q/2023 • HR Award
Team
• Head
of Personnel
Office
• Department
Heads
• Supporting internal
information material
created (link to the
document)
New Support for employees involved in the
recruitment process. Completion of
internal information materials and
implementation of training.
23. Setting the method
for evaluating the quality
indicators of the recruitment
process.
12,13,14,
15,16,17,
18,19,20,
21,27
4Q/2023 • HR Award
Team
• Head
of Personnel
Office
• The method for
evaluating is set
New
24. Development of the design
of the FF MU careers page.
12,13,14,
15,16,17,
18,19,20,
21,27
4Q/2025 • HR Award
Team
• Head
of Personnel
Office
• The Careers page on the
FF MU website is
supplemented by an
overview of additional
information for applicants
New The goal is to strengthen the FF MU
brand as a prestigious employer.
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• Head of Office
for External
Relations
(link to the page)
25. Development of faculty
templates in the e-application
for adaptation.
40 3Q/2023 • HR Award
Team
• Head
of Personnel
Office
• New templates tailored
for specific cases and
roles
(consultant/investigator)
New
26. Supporting superior
employees in fulfilling their
managerial role.
37,38,
39,40
3Q/2025 • HR Award
Team
• Head
of Personnel
Office
• Heads of
Deanś Office
Departments
and
Specialized
Units
• Guide/website created New Creation of supporting information
materials for the successful
performance of a managerial role.
27. Development of a website
focused on stays abroad
for PhD students at the FF MU.
33,36,38,
39,40
4Q/2024 • Vice-dean
for Academic
Affairs
and Doctoral
Studies
• Head of
International
Office
• Head of Office
for External
Relations
• Implementation of user
testing of existing
websites (a document
with the results of the
findings analysis and
recommendations for
further development
of the website).
• Website redesign
New
28. Implementation of pilot
training for those interested
in PhD studies.
37,38,39 2Q/2023 • Head
of Central
Library
• Implementation of pilot
training
New Training focused on basic concepts and
terms for orientation in a scientific
environment.
29. Implementation of a series
of debates for PhD students.
38,39 4Q/2026 • Vice-dean
for Academic
Affairs
and Doctoral
Studies
• Vice-chair of
the Academic
Senate –
Students'
Chamber
• Number of implemented
discussions
New Support of interdisciplinarity and
internationalisation through meetings
of PhD students with eminent figures in
science. The intention is to hold one
debate each semester.
30. Creation of the Open Science
Coordinator position.
8 2Q/2023 • Head
of Central
Library
• Defined job content
of the position
• Filling the position
New Creation of a new position
in accordance with the MU Open
Science Strategy 2022–2028, with the
aim of securing Open Science at the FF
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• Head of
Personnel
Office
MU according to the needs of its
employees.
31. Developing inter-faculty
cooperation – MUteaching
librarians.
23,38,39 4Q/2024 • Head of
Central
Library
• Common platform
created
• Number of involved
faculties
New Cooperation of faculties in training
for researchers on how to work with
information. The goal is to coordinate
the educational activities of MU libraries
so that they do not overlap in topics and
training dates, and to enrich the offer
of educational topics, share resources,
and also carry out mutual promotion.
32. Complementing the equipment
and premises of the
Makerspace-type study room.
23 2Q/2026 • Head of
Central
Library
• Faculty Bursar
• Study room equipped
with digital technologies
(Augmented Reality,
Virtual Reality, 3D
printing, etc.)
New Expanding services and technologies
for researchers.
33. Provision of accesses to the
DeepL translator of documents
in the Employee Portal.
10,23,39 4Q/2023 • Coordinator
for Employee
Portal FF MU
• DeepL for documents
translations is open
to all staff and PhD
students
• Information campaign
to introduce the new tool
and how to use it
New Ensuring support for employees and
PhD students with translations from and
into English.
34. Implementation of user testing
of the faculty content on the
Employee Portal.
23 4Q/2024 • Coordinator
for Employee
Portal FF MU
• A document with the
results of the findings
analysis and
recommendations
for further development
of the Portal
New
35. Establishment of a new
discussion platform Faculty
Inspiratorium and
implementation of a pilot
series of meetings of FF MU
employees.
8,23,39 4Q/2023 • Dean
• Head of Office
for External
Relations
• Number of meetings
implemented
• Number of topics
presented
• Number of participants
and participating
departments
New Strengthening the possibilities
of informal meetings and the
development of internal faculty
research cooperation.
The aim is to get to know the faculty
academic community better,
to establish new contacts, to present
ongoing research projects at the
FF MU, and to discuss with colleagues
across faculty units.
Note: Add as many actions are needed.
The extended version of the reviewed HR Strategy for your organisation for the next 3 years, including the OTM-R policy must be published on your
organisation's website. Please provide the link to the dedicated webpage(s) on your organisation's web site *:
URL: https://www.phil.muni.cz/en/about-us/hrs4r-hr-award
If your organisation has already filled in the OTM-R checklist in the Initial Phase, please also indicate how your organisation is working towards / has developed
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an Open, Transparent and Merit-Based Recruitment Policy. Although there may be some overlap with a range of actions listed above in the action plan (as
emerged from the Gap Analysis), please provide a short commentary demonstrating the progress of the implementation versus the initial phase.
Comments on the implementation of the OTM-R principles
The new MU Selection procedure regulations, including all principles of OTM-R, were created and issued with effect from 1 January 2023.
The Selection Procedures Rules at the FF MU were created and issued with effect from 1 January 2023. The directive is the standard for open, transparent,
and merit-based faculty selection procedures. Selection procedures are held for all positions. Possible exceptions are precisely defined. Clear procedures
and deadlines are established. Rules for the balance of selection committees in terms of gender or expertise are specified. Personal data protection,
protection of the rights of applicants, and the possibility to file complaints about the course or the result of a selection procedure are all regulated.
In accordance with the requirements of OTM-R, standardized forms and templates have been updated, and training in the rules and process
of the selection procedure has been introduced for all members of selection committees in the form of e-learning. Online training was organized for heads
of departments.
The university e-application Jobs.MU, used for the recruitment process, has been supplemented. The application is used not only by people involved
in the recruitment process at the faculty but also by applicants when applying for the selection procedure.
A new Careers section was created on the faculty’s website.
Ideally, the extended version of the reviewed OTM-R policy and actions should be published on your organisation’s website.
Please provide the web link to the OTM-R dedicated webpage(s) if it is different than the one where the reviewed HR Strategy is located.
URL: https://www.phil.muni.cz/en/careers/selection-procedure-rules