• Copy the version that contains the PPNR (personnel planning number) to be corrected - in insight
• Correct the PPNR in this copied version and save it
• Save the version with STATUS: "Ausschreibung freigeben" retrieve the PPNR in this version and transfer it in its corrected form to TISS

To start an job offer request you need a valid PPNR (= personnel planning number). The Dean's Office/Vice Rector's Office will create this PPNR for you based on the approval by the Dean/VR and will transfer this PPNR to TISS. As soon as the PPNR reaches TISS, the immediate superior. will receive an automatic email containing a link to the job offer request.

Unfortunately, for resource-related reasons, we can 'only' support/offer global budget positions/job offer and the application process and thus on the TU job platform jobs.tuwien.ac.at. However, we are happy to assist you with third-party fund postings, i.e. we will place your desired job offer in your desired medium, billing it to your stated address.

The following must be observed in the case of repeat postings:

• Repeat posting with identical text: For this we require an email to our Application Management Service Unit containing the desired information, cc to the Dean's Office and the AKG. These two offices can, if necessary, issue a VETO
• In the case of 'repeat postings' with text changes, please also send us a short email and we will initiate circulation of the job offer round the relevant roles in TISS again, i.e. the job offer request will restart in TISS

In TISS > Workforce > Workforce request > MY REQUESTS, select SHARE to share the job offer request with the Secretariat, etc.

(see PDF file Techn. Support, p: 1).

NOTE: Only the requester can initiate the circulation of the job offer round the necessary roles, as this is treated as a signature.

At most, indicate only the month of the start date, as it is not usually possible to adhere to an exact date. Example: At the Institute for XXX, in the XX Research Unit, there is a vacancy for a university assistant starting in September 2022 (30 hours per week, provisionally for a period of 4 years).

Also, for fixed-term appointments we recommend that you provisionally write "expacted 4 years", as it may not be possible to adhere to annual fixed terms to the exact month (due to previous employments).

You should also consider the following in the case of parental leave cover: Is the definitive fixed term really fixed, or is this parental leave authorised for the duration of the parental leave cover? In most cases, the period of parental leave (in connection with a birth) or the extension of parental leave is not yet fixed or must be notified at least three months before the end of the previously requested parental leave.

You specify this in the digital job offer request (tab: 'Workforce' | item: 'Access eR '). If the person's non-disclosure agreement is not yet on file, send it via email to: karriere@tuwien.ac.at. If a person has been forgotten in the request, please confirm the person to be authorised in the job offer confirmation (which will be sent out once the job offer has been received by the Application Management Service Unit).

On the AKG website: https://www.tuwien.at/akg, opens an external URL in a new window => Forms you will find a guide to avoiding repetition of an job offer and forms for showing proof of the effort made to find suitable female applicants.

We are happy to assist you with media postings. Our media list 2023 is available HERE, opens an external URL in a new window. If your desired medium is not included, please get in touch with us and we will make you an offer.

The Application Management Service Unit uses certain media approved by TU Wien's media budget on the basis of a media collaboration, for example. Due to budget limits, the cost of posting on other media must be borne by the Institutes/OUs.

In most cases, the reason is that you were not named in the job offer request (TISS). Please send us a brief email, we will look into this and, if necessary, ask you to send a non-disclosure agreement, opens an external URL in a new window so that we can authorise you. Please put the requester (immediate superior of the position) in cc so as to be sure we can authorise you.

If you do not have access despite being named and having a non-disclosure agreement on file, please send an email to: karriere@tuwien.ac.at and we will look into it immediately.

Application management for the above-mentioned job groups lies with TISS. That is to say, if you do not have access under Workforce > Recruitment, please contact the responsible Head of the Dean's Office (professorships/tenure track positions) or the Head of Doctoral Programmes Ioanna Giouroudi-Jovanovic, opens an external URL in a new window.

If the employee receives access to the customer portal of the applicant database, he_she undertakes to comply with the following confidentiality > confidentiality agreement., opens a file in a new window

(!) Copies/printouts must be deleted/destroyed (shred) in any case.

Yes, by all means conduct interviews. The Candidate Experience (how candidates perceive the application process) is an important part of the application management process. The most satisfied candidates are those who experience a very short application process. In other words, you should arrange an interview very quickly with suitable candidates who match the job profile. Do not forget to involve the AKG.

Job applicants pass through four main status points in the eR system.

• 1_New application
• 2_Application forwarded to the customer portal
• 3_Application reaches the pre-selection stage (interview takes place)
• 4_Appointment

Applicants with the action 'Institute/OU organises interview independently' are thus placed in status 3 and, in the event of rejection, receive a more personal rejection letter.

The Candidate Experience (=how candidates perceive the application process) is an important part of the application management process. The most satisfied candidates are those who experience a very short application process. Do not forget to involve the AKG. We also ask you to inform us of any rejections during the appointment process using the action 'Please reject applicant', so that we can give the applicant appreciative feedback very promptly.

For desired appointments, the mandatory action '1st ranked candidate' must be set in order to signal an appointment in the system and thus ensure that an appointment is made. Furthermore, an upload is required for the 1st ranked candidate. Forms for the appointment can be found in the PDF file TECHNICAL SUPPORT. Please circulate these forms round the necessary roles (as indicated on the form). The HR Administration take care of the signature from the works council. As soon as the appointment proposal/data sheet (student employees) reaches the Dean's Office, the upload will be carried out by the Head of the Dean's Office for the 1st ranked candidate, or you will be asked to carry out this upload. The appointment will then be initiated by us, the Application Management Service Unit, with the responsible HR Administration. You will receive a final email from us to say that the job has been finalised, i.e. finally filled.

If you need an Excel file showing all applicants including their email, please send a brief email to karriere@tuwien.ac.at with the PPNR or JOB ID of the job. We will be happy to provide you with an Excel file that you can download from your customer portal.

According to the logic of the system (and also according to ours), an appointment can only take place if an interview has been held. Therefore, only after the action 'Interview is organised independently' has been set does the action 1st ranked candidate appear and become executable.

• Please allow a PROCESSING TIME as indicated on the form in order to ensure an orderly appointment process
• Where residence permits, etc. are required, a considerably longer processing time must be scheduled
• The employment cannot normally begin on a Saturday, Sunday or public holiday, therefore this is excluded

According to the logic of the system (and also according to ours), an appointment can only take place if an interview has been held. Therefore, only after the action 'Interview is organised independently' has been set does the action 1st ranked candidate appear and become executable.

Once the action has been set, please circulate the corresponding form (forms for the appointment can be found in the PDF file TECHNICAL SUPPORT) round the necessary roles and send it to the Dean's Office. As soon as the upload appears in our system under 1st ranked candidate, we will initiate the appointment with the responsible HR officer. A short email with the finalisation of the job will be sent as soon as we have initiated the appointment process, all applicants show a completed action and the job has therefore been closed.

The Application Management Service Unit appreciates the importance of the candidate experience and usually replies within 1–2 days. At any rate, in the context of the HR Award we have committed ourselves to providing feedback within 1 week, which we normally achieve.

If school students send you direct requests, you are welcome to handle them within your Department if the area of interest is appropriate. Otherwise, please forward the email to us. Depending on the area of interest (electrical engineering, chemistry, etc.) and the period in which the work experience days are to take place, we contact suitable Institutes and ask about possible resources. After clarification, we will reply to the students to let them know whether we can offer the days or not.

If you receive work placement requests, you are welcome to handle them within your Department if the area of interest is appropriate (see also our information material: More information).

Otherwise, please forward the email to us. We will contact suitable Institutes/OUs and ask about possible resources. After clarification, we will reply to the requesters to let them know whether we can offer work placements or not.

Please also forward speculative applications to us, and we will deal with them. If the candidate is suitable for a job vacancy that you will have in the near future, please let us know when forwarding the application. We will be happy to tag the candidate and draw their attention to the job the next time you advertise it.