TERMS AND CONDITIONS
conducting competitive selection processes for research positions at the IDEAS Research Institute
CHAPTER I. General Provisions
1. The legal basis for the regulations (hereinafter referred to as the „Regulations”) setting forth the detailed rules for conducting competitions for academic positions at the IDEAS Research Institute (hereinafter referred to as the „Institute”) is as follows:
1) the Act of April 30, 2010, on Research Institutes (consolidated text: Journal of Laws of 2024, item 524; of 2025, item 1017, 1080), hereinafter referred to as the „Act on Research Institutes”;
2) The Institute’s Statutes, adopted by Order No. 9 of the Minister of Digital Affairs and the Minister of National Defense dated April 7, 2025, on the adoption of the Statutes of the IDEAS Research Institute, hereinafter referred to as the „Statutes”;
3) European Commission Recommendations of March 11, 2005, on the European Charter for Researchers and the Code of Conduct for the Recruitment of Researchers (2005/251/EC).
2. Competitive selection processes for research positions are conducted in a transparent and fair manner, in accordance with the principle of equality.
3. Subject to the provisions of § 9, the hiring of a research fellow at the Institute is preceded by a competitive selection process.
4. The provisions of these Regulations apply to applicants seeking employment at the Institute under an employment contract for research positions:
1) individuals who are not employees of the Institute,
2) Institute employees in non-research positions.
§ 2.A person may become a research staff member of the Institute if they meet the requirements set forth in the Act on Research Institutes and the implementing regulations issued pursuant to it, the Statutes, and the internal regulations in force at the Institute.
§ 3.1. A research staff member is a person employed in the following position:
1) a professor,
2) a professor at the institute,
3) assistant professor,
4) an assistant.
2. The minimum requirements regarding the possession of an academic title or degree for a research position are set forth in the Act on Research Institutes.
CHAPTER II. Announcement of the Contest
1. The decision to announce a competition for the position of research associate is made by the Director of the Institute on his or her own initiative, at the request of the Deputy Director of the Institute, or at the request of the head of the organizational unit in which the research associate is to be employed.
2. The contest announcement shall be posted:
1) on the Institute's website;
2) in the Public Information Bulletin on the website of the minister responsible for higher education and science;
3) on the European Commission’s website, on the European portal for mobile researchers, which is dedicated to publishing job openings for researchers;
4) through other information channels, provided they are specified in the contest announcement.
3. The contest announcement must include the following:
1) the name and address of the Institute;
2) the title of the position for which the competition is being held;
3) career development prospects or a brief description of the research projects in which the candidate would participate;
4) the position-specific requirements for a research fellow candidate;
5) a list of documents that a candidate for a research position is required to submit;
6) the deadline and procedure for submitting the documents referred to in point 5;
7) information on how the competitive selection process will be conducted;
8) the date of the competition results;
9) information regarding the Institute’s processing of the candidate’s personal data.
4. The deadline referred to in paragraph 3(6) may not be less than 14 days from the date the notice is published in accordance with paragraph 2.
5. The competition announcement may include, in particular, the following list of documents that a candidate for a research position is required to submit:
1) contact information (e.g., email address, phone number),
2) a scan or photocopy, as applicable, of: a college or university diploma, a diploma certifying the award of an academic degree, or a decision awarding an academic title (depending on the job requirements),
3) Resume or CV (indicating any gaps in employment and academic work),
4) a list of publications, highlighting the works the candidate considers most important,
5) documents confirming completion of internships, participation in conferences and symposia, and the implementation and acquisition of research projects,
6) not exceeding 3,500 printed characters (1 A4 page) an abstract containing concise information about the candidate’s research interests, achievements to date, any participation in research projects, and their own research plans,
7) a statement regarding proficiency in a foreign language (or languages), with any relevant certificates attached,
8) a statement by the candidate confirming that they have read the Regulations Governing Competitive Selection Processes for Academic Positions at the Institute.
6. The contest announcement may include:
1) a list of additional documents, other than those specified in paragraph 5, that the candidate is required to attach to the competition application and that are necessary for the proper evaluation of the candidate for the purposes of the competition in question,
2) specifying additional criteria for evaluating candidates, other than those listed in the Regulations,
3) information regarding the possibility of inviting the candidate to present the results of their research publicly as part of a seminar.
7. The deadline for submitting an entry for the contest must be at least 14 days from the date the contest announcement is published in accordance with paragraph 2.
CHAPTER III. Criteria and Procedures for Conducting Competitive Selection Processes for Academic Positions
1. The competition is conducted by a selection committee appointed by the Director of the Institute.
2. The selection committee shall consist of at least two individuals holding a doctoral degree, a postdoctoral degree, or the title of professor, as well as a representative of the internal unit responsible for human capital management.
3. The Director of the Institute, as well as any person who is the spouse, a relative or in-law of a candidate up to and including the second degree, or who is in such a legal or factual relationship with the candidate that their impartiality may raise reasonable doubts.
4. The work of the competition committee is directed by a chairperson appointed by the Director of the Institute from among the committee members.
5. Minutes are taken at the Committee’s meetings and are signed by all members of the Committee.
6. A separate committee may be appointed for each competition that is announced.
7. A committee member is required to keep confidential any confidential information obtained during the competitive selection process.
§ 8.1. The duties of the selection committee include:
1) organizing and conducting the various stages of the competition;
2) establishing a method for evaluating candidates that ensures the comparability of the results obtained;
3) Conducting a formal and substantive evaluation of the applications submitted by the candidates and selecting the best one.
2. The selection committee conducts a formal evaluation of a candidate’s qualifications for a research position at the Institute based on the documents submitted by the candidate, to determine whether the candidate meets the requirements specified in the job posting.
3. If the required set of documents is not submitted, the Commission may request the candidate to provide the missing documents by a specified deadline. If the attached copy (scan) of a document is illegible or raises doubts for other reasons, the Commission may request the candidate to present the original document or submit a photocopy certified by a notary public.
4. The selection committee reviews the applications submitted for the competition after reviewing the documentation provided.
5. After reviewing the submitted documents, the Commission may conduct interviews with candidates who meet the formal requirements specified in the competition announcement. The interview may take place online or in person. If there are a large number of candidates, only selected candidates may be invited to an interview. If a candidate fails to appear for the interview, the Committee is under no obligation to re-invite the candidate.
6. The selection committee evaluates candidates for research positions based on the following basic (mandatory) criteria:
1) aptitude for academic work;
2) the skills, knowledge, and professional experience required for the position covered by the competition.
7. The selection committee selects a candidate or determines that none of the candidates meets the established requirements.
8. The selection committee shall prepare and submit a report on the selection process to the Director of the Institute.
9. The Scientific Council reviews the qualifications of the candidate selected through a competitive process for an academic position.
10. The Director of the Institute, after consulting with the Scientific Council, decides whether to hire the candidate.
11. The Director of the Institute may decide not to hire the candidate selected in the competition and may announce a new competition.
12. The director publishes the results of the competition on the Institute’s website.
CHAPTER IV. Final Provisions
The provisions of these Regulations do not apply in the case of fixed-term employment of a research employee:
1) assigned to work under a contract with a foreign research institution,
2) for the duration of a project involving scientific research or development work, funded through a competitive grant process from funds allocated for higher education and science or from the European Union budget, from non-repayable funds provided as aid by member states of the European Free Trade Association (EFTA) or from other non-repayable funds from foreign sources.