Recruitment process from A to Z
This overview shows you all the steps of the recruitment process, from preparation to contract signing, and guides you through the entire process with brief explanations and links to the relevant instructions.
Start with a kick?off meeting where you clarify the approach, responsibilities and process together with your HR partner or the recruiting team.
- First, create the job description. This defines the weighting of the tasks and forms the basis for determining the job level by the HR partners. You can then transfer the requirements and competencies directly into the job posting.
- Define the roles and responsibilities within the selection committee, grant the members access to the position in the recruitment tool and plan the recruitment process together. Clarify any planned absences or holidays to avoid delays in the process.
- Appoint one person with overall responsibility to ensure communication with candidates is maintained throughout the entire process.
- Discuss the job posting draft and contract?relevant aspects with your HR partner and agree how you will work together during the recruitment process.
- For doctoral and post?doctoral positions, there is no need to consult your HR partner. If you have any questions, please contact the recruiting team.
The benefits of the kick-off meeting at a glance
Create the job posting in the protected page recruitment tool.
Write a precise job posting
- Keep the posting as concise as possible while still providing the essential information to attract suitable candidates.
- Avoid lengthy texts and instead use links to refer to further information (for example, about projects or the department).
- A clear and well-structured job posting reduces follow-up questions, improves the relevance of applications and makes the recruitment process more efficient.
- Keep the application process as simple as possible and reduce barriers for candidates, for example by omitting the requirement for a cover letter.
- Release the position for publication in the protected page recruitment tool.
- The recruiting team will check whether the job is subject to mandatory registration, and review other regulatory aspects, then publish the position within two working days on the ETH job portal and other selected job boards.
- Once published, you will receive a confirmation email with all relevant details.
- Promote the position within your network and on social media. If needed, also posting the job post on relevant specialist platforms.
Good to know
Job postings achieve the greatest reach when published between Monday and Wednesday.
- Vacant positions "must be advertised in appropriate media" in accordance with Art. 14, para. 1 of the external page ETH Domain Personnel Ordinance (German).
- You are responsible for the costs of recruitment agencies, print adverts and publications on specialist platforms and The general terms and conditions (GTC) of ETH for the procurement of recruitment services (German) apply to the use of recruitment agencies.
- Encourage your colleagues to share the advertised position on their social networks.
Applications are coming in – now swift action is crucial.
Many candidates are also engaged in processes with other employers at the same time. Therefore, ensure the process remains transparent and efficient even after initial contact.
Ongoing selection
- Align the key assessment criteria with all members of the selection committee.
- Review applications on a rolling basis and compile a longlist or shortlist of suitable candidates.
- Use the recruitment tool to share either all applications or just the shortlist with other stakeholders.
- Record comments on candidates to document your assessment, but ensure that no language is used which could infringe on personal rights or dignity.
- Refer to the guideline application management for support.
Transparent communication
- Suitable candidates: contact them within five days at the latest and invite them to a first interview within three to five days.
- Unsuitable candidates: send rejections within fourteen days wherever possible, so that applicants retain a positive impression of ETH Zurich.
- Professional templates: use the recruitment tool to efficiently send interview invitations, holding emails and rejections, or to request additional documents if needed.
Good to know
- Candidates apply via an online form and automatically receive a confirmation of receipt.
- They retain full control over their data at all times and can modify or withdraw their application in the recruitment tool.
Planning and preparation
- Invite suitable applicants to the interview.
- Decide who will conduct the interviews and whether the team should be involved in the process.
Interview rounds
- First interview (virtual, approx. 30 minutes): A quick introduction to get to know each other and clarify mutual expectations. This helps determine whether an in-person meeting is appropriate.
- Second interview (usually on site, approx. 60 minutes): Allows for a more in-depth conversation and can be combined with a team introduction if appropriate.
- Third round (if needed): May be useful depending on the position, for example for a broader team meeting or for working on and presenting a case study.
Transparent communication
- Emphasise what makes your position particularly attractive compared to others.
- Highlight the key criteria required for the role to be performed successfully.
- Ensure that candidates are informed from the beginning about what to expect from the interview process.
Interview conduct
- Conduct the interviews in a structured and open manner. The interview guides will support you in your preparation.
References / criminal record extract
- For permanent technical and administrative positions, protected page references are obtained before making an offer – either by you, your HR partner or your recruiting partner.
- For certain positions, a protected page criminal record extract is also required.
- Discuss your selection decision with your HR partner or recruiting partner before making an offer.
- Have the job level and salary determined by your HR partner based on the job description.
- Ideally, communicate interview outcomes – both offers and rejections – personally by phone, whether by you, your HR partner or the recruiting team.
- You or your HR partner, or the recruiting team, should inform HR Administration or the administrative assistant so that the ETHIS workflow "Entry" or "Internal job change" can be initiated.
- Have the employment contract reviewed, signed and sent by your HR partner or HR Administration.
- Send the remaining rejection messages and close the position in the recruitment tool. Guidance can be found on the protected page Closing the position page.
Note
Once the status in the recruitment tool is set to "Recruitment closed", applicant data will be automatically deleted after three months in accordance with data protection law.
Pre- and onboarding
After the offer is accepted, the real work begins: stay in touch with your future employees and make use of our recommendations.