Recruiting @ ICFO

In the following we offer an overview on the recruiting policy (from posting a job opening to offering a position to the eventually selected candidate) established at ICFO – The Institute of Photonic Sciences.

General observations

Data protection statement

FAQ's

Recruiting @ ICFO: General observations

Action 1: Career opportunity is being published to our job openings site ICFOjobs.
Every job opening provides further information on the vacancy itself, as well as on eligibility and conditions, required application material and deadlines.

Action 2: Application
Once identified one (or more) job openings of interest, candidates may apply via our online application interface, accessible from each of the calls the candidate would like to apply for. In order to process an application at ICFO – The Institute of Photonic Sciences, the candidates are requested to complete the online application form, providing us relevant personal data and uploading the required application material.
Note that the online application submission is a 2-step procedure:
As a first step the online application form requests the candidate to provide his/her fundamental personal data for identification purposes. Once submitted that first part of information, the candidate will receive an e-mail at the address he/she indicated in order to validate the submission and continue with the procedure by clicking/ following a provided link.
The second part of procedure consists in providing the relevant data on academic background, ICFO area of interest, as well as indicating us 2 referees and uploading the required documentation for application as indicated in the corresponding call. All enclosed documents must be in PDF format or plain text. Once the application form is complete and the relevant material has been uploaded, the application is ready to be submitted and filed to ICFO's applicant database. Candidates should note that by submitting application and material, ICFO should have permission to use the provided data for the recruiting process, but always according to the data protection policy in force.
Once an application has been submitted, candidates will get an automatic reply in terms of acknowledgement including a reference number for further purposes and enquiries. Updates of application material, always within the established deadlines, are possible through the online tool. ICFO’s applicant database will request a reconfirmation of the candidate’s e-mail address through the automatic reply – it is crucial that the candidate validates his/her contact e-mail address following the instructions received in the automatic reply.

Action 3: ICFO’s applicant database
The applicant database, and therefore all applications received through ICFOjobs, is being administered by the recruiting staff of ICFO’s Human Resources and Education Unit. All information will be handled with due confidentiality and solely for the purpose mentioned, and may be provided to those entities or persons associated to ICFO in the context of the selection process, and only as far as strictly necessary for the management of the process.

Action 4: Evaluation procedure
Applications are being reviewed, taking into account requirements and conditions as indicated in the job opening. In case a considerable candidate is being identified ICFO's recruiting staff will notify the candidate regarding his/her passing on to the next stage of evaluation.
On one hand the candidate, following the indications sent by ICFO's recruiting staff, may now discuss and point out the interest in the application or broaden the possibilities and interests on the scientific level. In the meantime, unless the call applied for indicate specific requirements in that sense, the recruiting staff will proceed asking the referees the candidate indicated in the application for reference letters. These assessments will be accessible to those entities or persons associated to ICFO in the context of the selection process.
The evaluation of candidates for a vacancy will start with the scientific and expert evaluation of the application by those entities or persons associated to ICFO in the context of the selection process, generally focussing on the previous experience and background of the applicant. Applications are being graded and shortlisted.
The evaluating committee will abide to the principles of openness, efficiency, transparency, supportiveness, and international comparability as stated for example in the European Charter for Researchers and the European Code of Conduct for the Recruitment of Researchers.
Candidates should be willing to be contacted by phone during the selection process. On the same hand, on-site interviews (aiming at discussing the candidate’s suitability, project contents, hiring conditions and legal matters, etc.) with those entities or persons associated to ICFO in the context of the selection process may be scheduled.

Action 5: Candidate selection
The entities or persons associated to ICFO in the context of the selection process will identify the suitable candidate, and notify their decision to the recruiting staff of ICFO’s Human Resources and Education dept. Recruiting staff will, according to the established internal procedure, request official approval by the ICFO Management and Direction for offering the position.
All candidates will be notified the result of their application. Possible decisions at this stage are:
a) Acceptance / offer: Candidate will be sent an official offer.
b) Stand-by: Waiting list taking into account the shortlist proposed by those entities or persons associated to ICFO in the context of the selection process. Candidates on that list might receive an offer in the case when the top-candidate rejects an offered position. Waiting list candidates will receive a final decision as soon as the top-candidate confirms acceptance.
c) Rejection: The selection committee eventually reached the conclusion that the background of other candidates appeared to be more suitable for the position. Very exceptionally, if the entities or persons associated to ICFO in the context of the selection process indicate so, and only if the candidate explicitly agrees, the application material may be considered for another opening that might meet his/her background.
Rejected candidates may send a written request to the ICFO Board in order to obtain a statement of the reasons for declining the application, which are otherwise confidential and cannot be divulged outside the ICFO.

Action 6: Official employment offer
Once obtained approval by the ICFO Board, the recruiting staff of ICFO’s Human Resources and Education unit will extend an official offer to the candidate, asking him/her for confirmation of acceptance of the offered position.

The selection procedure is completed as soon as the candidate confirms acceptance of the offered position and a tentative starting date is being agreed. ICFO’s Human Resources and Education staff will assist the new employee in the relevant administrative and legal matters, such as immigration formalities (visa application process, etc.), registration to academic programs (in case of PhD-students, e.g.), relocation and further administrative accomplishments needed.

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Recruiting @ ICFO: Data protection statement

In accordance with Spanish Law 15/1999 of December 13, on the protection of personal data, we hereby inform you that personal data you provided as part of the selection process established at ICFO - THE INSTITUTE OF PHOTONIC SCIENCES (ICFO) in which you are participating, or may participate in the future, will be handled by ICFO aiming at accomplishing the selection process.

Said information will be handled with due confidentiality and solely for the purpose mentioned, and may be provided to those entities or persons associated to ICFO in the context of the selection process, and only as far as strictly necessary for the management of the process.

Recruiting @ ICFO: FAQ’s

Q: Do I have to submit my application exclusively on-line or may I also submit a hard copy?

A: ICFO does indeed prefer to receive applications submitted online via the ICFOjobs interface, where you may upload the required application material (as specified in the job opening you would like to apply for). However, you may also submit your application to the Screening Committee by Post, indicating the job opening you are applying to.

Q: Is it possible to apply for more than one openings? Even if I haven’t been considered for an ICFO opening in the past (re-application)?

A: Of course, if you identify more than one position of your interest (given your eligibility), please don’t hesitate to submit an application for more than one job. Nevertheless, note that the deadlines and resolution timeframes may vary. And, you are of course encouraged to re-submit.

Q: Do I receive a confirmation acknowledging reception of my application?

A: Candidates, once an application has been submitted, will get an automatic reply in terms of acknowledgement including a reference number for further purposes and enquiries.

Q: Is it possible to update my personal data or application material? On the same hand, will I be able to delete my application (and therefore all personal data)?

A: Yes, the acknowledging e-mail confirming you reception of your application will contain a reference number/ link for further purposes and enquiries, as well as for updating his/ her application material or even deleting the candidacy from ICFO’s applicant database. All these actions are possible through the online application tool. ICFO’s applicant database will request you a reconfirmation of your contact e-mail address through the automatic reply – it is crucial that you validate your contact e-mail address following the instructions received in the automatic reply.

Q: Is there any established time frame for notifications between application and the first evaluation results?

A: Time frames depend on the position you are applying to. There are a few openings that indicate clear time frames for each of the evaluation stages (e.g. the General Call for PhD positions in Optics and Photonics).
However, generally spoken, there are no fixed time frames established for resolving a job opening. Once you submitted your application, the hiring ICFO Group Leader, Manager and Director will go ahead reviewing and evaluating the applications received; you will be notified by the recruiting staff regarding the next step or final outcome of your application.

Q: Is there any established time frame for receiving the final result?

A: Unfortunately, the time frame for the final decision depends on a variety of circumstances – amongst others urgency of the opening, applications received, applicants being considered. As a rule, all candidates will be notified the result of their application.

Q: In case of troubles or questions - whom shall I contact for help in submitting my application?

A: In case of any further questions, please contact the recruiting staff of ICFO’s Human Resources at icfojobs@icfo.es.

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