Creating and publishing cases

In Varbi, KTH’s recruitment processes are divided into five numbered “steps”. These are shown at the top in edit mode. This part of the manual deals with: step 1 Initiation; step 2 Edit job advertisement; and, step 3 Request publication.

Create new case

Log in to Varbi, select Recruiting. Select the Create button.

Select the case type that corresponds to the staff category to be recruited. This choice determines which process will be used in the recruitment. Select the appropriate category so that the advertisement can be filtered under the correct heading on KTH’s job vacancies website. Also select the matching Case template. This choice determines the content of the advertisement, which screening questions are included, etc. Next, select the organisational level at which the case is to be created. You can only select the levels for which you have access.

The case is now opened. Begin by changing the title. This does not need to be the case’s final title. However, what you write here will be the case title in the register (W3D3) until the case is finally filed in Varbi.

To save the new title, save the case.

Press Create project in W3D3 and pick up project number. A case is now created in KTH’s register. Basic information is transferred from Varbi to W3D3 and the registration number is shown in Varbi.

Step 1 Initiation

Different case types have different processes. You can read about your current case type in the Recruitment page menu . Using the input drawn up by your school/division, you complete and upload the necessary documents in the initiation step.

At the bottom of step 1, you can add a recruitment group and set up access to the case. Here, if HR is in charge of the recruitment in the case, you can also set who is the recruiting manager. The people in the recruitment group will receive emails when certain events occur in the case. This does not mean that they have read rights in the case (if they do not already have such access).

To assign access in the case, use the Add access button. Read more under Create users and accesss .

Step 2 Edit job advertisement

This is where you draw up the final job advertisement and the questions the applying candidates see when they apply.

Language

All job advertisements must be available in Swedish, as KTH is a Swedish government authority. If you also want the advertisement in English, you need to enter the translated text under the "English" tab.

If the advertisement should not be published in English, click on the multilingual menu and select "Remove".

Top image

Under the Choose image button, you can select an image for the job advertisement’s head. For doctoral student job advertisements, there are particular images that will be added by the publishing function on publication. For other case types, you have a free choice from the available images.

Job advertisement template

Enter the advertisement text in the “Description” field based on information from the advertisement template and the recruitment approval/employment profile.

Accessibility

It is important that all headings in the job advertisement have Header 3 formatting and all general text has Paragraph formatting. This is so that people using text-to-speech software can navigate easily through the text.

Details

Complete all details. The tree Occupation fields are needed for the Swedish Public Employment agency. Unfortunately, although they are not very detailed, they must be completed. Using the Quick search by occupation button, select the closest alternative.

Also fill in “Number of vacancies” (1, or more if several people are being recruited via the same job advertisement) and “Salary” e.g. Monthly salary.

Contact person

Compulsory, usually the recruiting manager and the person in charge of the recruitment at HR. It is important that these people are available to answer questions about the recruitment.

Supplementary questions and files

Here, you can enter questions that candidates are to answer in their applications. There are a number of question types. The two most common are:

• Qualification questions – Used for compulsory requirements in the job advertisement and capable of being answered Yes or No. An example of a compulsory requirement is: For this appointment, you must have a Master of Science in Engineering. An example of an appertaining qualification question here is: Do you have a Master of Science in Engineering? In selection mode, applications where the applicant answered No are to be marked with the text Not qualified.
• Multi choice question – Does not affect the candidate’s status in selection mode. Can be used to ask questions about credit-worthy experience or to ask the candidate to select between several alternatives. For example: If you are appointed, would you prefer to specialise in subject A, B or C?

Preview a job advertisement

When you are in edit mode, always select Web preview. Before the case is published, this link cannot be shared with unauthorised users. Instead, you can create a rough PDF preview and send this. Note that this file will not give an exact picture of what the published job advertisement will look like on screen or in print.

Step 3 Request publication

When steps 1 and 2 have been completed, proceed to step 3 Request publication. Press the blue Request publication button.

Read through the instructions, then select either “External website” (KTH.se), “KTH intranet,” or “hidden publication” (hidden publication applies only to promotion, docent, visiting professor, affiliated faculty, affiliated or adjunct professor).

Publication on the intranet cannot be combined with external publication on kth.se.

When ordering paid advertising in addition to the standard package, enter the invoice reference in the form of your approval code in the “Other information” field.

Our advertising agreements | KTH Intranet

Invoice and payment KTH | KTH

Enter the dates during which the advertisement should be published; you may also choose a start date in the future. The advertisement must be published for at least 10 calendar days; for teaching positions the minimum is 21 calendar days.

The publication request will be reviewed to ensure the advertisement complies with KTH guidelines, after which it will be published in the channels you selected.

For questions about advertising, email rekryteringsannonser@kth.se. They can assist with requests, pricing information, etc.

Change published job advertisements

Once an advertisement has been published, only very limited changes can be made. If you wish to make changes to an already published advertisement, please contact rekryteringsannonser@kth.se for guidance on what is possible.

Extending publication

To extend the run of an already published job advertisement, you must request new publication with a new “to end of” date before the final application date has passed. Enter the same “as of” date as in the original request (you can see this in the event log). In the General information box, enter that you would like an extension.