Starting employment – plan, execute, and finalize recruitment

Plan recruitment

As manager it’s important that you have defined your workforce planning before budgeting and recruitment. Align your recruitment needs with your operational plan and budget to ensure decisions are based on long- and short-term goals. An updated staffing plan provides a reliable basis for determining necessary recruitments.

Workforce planning and budgeting

Execute recruitment

The recruitment processes vary depending on the position. That is why the recruitments are made differently and require different documentation. However, all recruitment matters must be advertised and managed through the recruitment system Varbi. Recruitment decisions in the public sector must be based on merit and expertise. It is a legal requirement. Contact HR for assistance with cases involving personally directed funds.

If you work at the EECS School, there are specific routines for recruiting doctoral students:
Doctoral student recruitment at EECS  

Competence-based recruitment (CBR)

At KTH we use the Competence-based recruitment (CBR) method. This method ensures a professional and efficient recruitment process while strengthening KTH's employer brand. It involves working in a structured way, focusing on recruiting the right competencies to meet the needs of the organisation. Contact HR for more information about CBR. HR also provides training in CBR.

Competence-based recruitment

Conducting interviews

Through the recruitment system Varbi, you can print an interview guide as well as a reference template with questions related to the personal competencies selected at the start of the recruitment process. For a structured selection of candidates, use the following template:

Interview and reference template

Recruiting and hiring teachers

The recruitment of teaching positions, including tenure-track and adjunct positions, follows specific administrative procedures and requires specialized documentation. Here you will find information about what a recruiting manager need to consider when hiring teaching staff:

Recruiting and hiring teachers (in Swedish)

Contact information for teacher recruitment (in Swedish)

Closing the recruitment process

At KTH, we aim for all candidates, even those not offered a position, to have a positive impression of us as an employer. As the recruiting manager, you are responsible for providing verbal feedback to candidates who have been interviewed. HR informs other candidates about the outcome of the recruitment process. For the candidate who is hired, HR prepares an employment agreement in the KTH-HR system. You approve and sign the agreement directly in the system.

Approve and sign employment contracts

Setting the right salary

When hiring new staff, salaries are determined based on the requirements of the position. Salaries are to be fair, individualized, and objectively differentiated. As the recruiting manager, you need to consult HR before finalizing the salary. KTH-level salary statistics provide insight into the current salary structure for each position. Pay particular attention to ensuring that women and men do not have unjustified salary differences for the same position. For doctoral students, there is a fixed entry-level salary and a salary progression scale based on academic progress.

Salary statistics for new salary setting

Doctoral student salary agreement

Introducing new staff

All new employees at KTH must receive an introduction. The introduction occurs at various levels; at the KTH-wide level and at the school level and it includes, for example, a welcome day. New employees are also encouraged to participate in web-based courses. At the school level, HR offers personalized introductions, while you, as the immediate manager, are responsible for the practical onboarding of your employee.