Uni-Tübingen

Appointment Procedure for Non-Teaching Staff

For many years now, women have consistently held almost 60% of student community at the University of Tübingen. However, over the course of their careers, the ratio of women shifts towards 50% – parity. This indicates that even at the stage of appointing researchers, women are not considered in line with their actual potential (“cascade”) during recruitment. This difference in opportunities for women becomes even more striking following the doctorate stage – the graph diverges like a pair of scissors.

This is why the University of Tübingen’s efforts to improve gender equality increasingly focus on career stages following the doctorate, and the University is developing more active and goal-oriented support for the recruitment process.


Guidance and Monitoring of Academic Recruitment

Under the Higher Education Act in Baden-Württemberg (Landeshochschulgesetz, LHG) Section 4(5), during recruitment for scientific and creative personnel, the gender equality representative has the right:

  • to be involved in the advertisement of jobs at an early stage,
  • to examine application documents,
  • and to take part in job interviews and selection discussions

The following information is provided specifically for management, those in charge of recruitment processes, and equal opportunities representatives.

 

Appointments with Active and Passive Guidance

The sheer number of appointments of non-teaching academic staff means that the University of Tübingen’s Gender Equity Office focuses its systematic monitoring of equal opportunities by ensuring there is a gender equity representative to support the appointment procedures for the following:

  • academic council positions (temporary and permanent),
  • permanent E 13-15 positions,
  • temporary E 13-15 positions which may be made permanent, and
  • temporary E 13-15 positions in key areas of development at the University. Key areas currently include “Artificial Intelligence,” which cuts across several disciplines. Unfortunately, women remain severely under-represented in this field, which with its enormous grants and potential for development offers scope for action. Therefore, there is also a responsibility to actively fight this imbalance.

The gender equality representative furthermore retains the right to engage actively in any recruitment process in accordance with her rights under LHG. Therefore, she has to be informed about all job advertisements at an early stage.
Most other appointment procedures are supported passively. In other words, only statistical data about the process is collected. This includes the number of applications for a job, the number of people who are interviewed or who are placed on the shortlist (in each case, broken down by gender) and finally the gender of the person who is appointed. Please report the data on this to the Gender Eqity Office once the appointment is made.

Procedure for Teaching Staff Positions with a Representative Present

Members of the University who are responsible for appointments relating to any of the above positions are advised to use the following procedure. If it is unclear whether a job fits in one of the stated categories, please consult the Gender Equity Office.

  1. The legal position under the LHG as described above means that upcoming/planned recruitment processes in these areas must be reported by email to the Gender Equity Office and the faculty’s equality representative before advertising.
  2. The Gender Equity Office and the faculty’s equality representative will then establish who takes charge of gender equality representation and provides ongoing support for the process, and inform the person who is responsible for the appointment.
  3. The gender equality representative checks whether the wording of the job listing is formulated broadly enough and whether the deadline for applications and the publication/announcement of the vacancy are extensive enough. Then, the gender equality representative informs the person who is responsible for the appointment about the result.
  4. After the deadline for applications, the person who is responsible for the appointment allows the gender equality representative to inspect the application documents and involves them in the selection of candidates for interview.
  5. The gender equality representative takes part in the interview if she believes this is necessary.
  6. If she wants, the gender equality representative may also take part in selection discussions where it is decided who will be offered the position.
  7. The gender equality representative passes on the data for monitoring equal opportunities to the Gender Equity Office:
    • Minimum requirements under the cascade model
    • Number of applications
    • Number of people invited for interview
    • Result of selection
    • Where necessary, also notes on the process (e.g. reasons why female applicants were unsuccessful or why the targets set for the cascade model could not be met)
  8. The Gender Equity Office gives the HR department the opinion of the gender equality representative about the appointment procedure and informs the faculty’s gender equality representative.

 

Equity Directives: Teaching Staff

Constitutionally, all those involved in making an appointment are obliged to avoid any gender discrimination. Guidance is given below on how to ensure a gender-sensitive appointment procedure:

  1. The job advertisement must be broad enough in scope for the number of potential applicants not to be too drastically limited from the start.
  2. The advertisement must be publicized/published widely enough for as many potential applicants as possible to become aware of it.
  3. Following receipt of the applications, they should be checked to see whether the ratio of female applicants meets the ratio of women at the required qualification level (graduate, doctorate or post-doctoral student in that discipline) – and therefore the minimum requirements under the cascade model. The relevant data can be found further down this page or, if more nuanced data are required, may be requested from the Gender Equity Office.
  4. The number of female academics invited for an interview should at least match the ratio of women who apply.
  5. During the recruitment process, all those involved are aware of the risk that selection on basis of merit can be impaired by gender bias.
  6. On conclusion of the process, the data for monitoring equal opportunities are compiled. The data can then be used for further analysis of equal opportunities, e.g. presenting equal opportunities in the discipline for a commitment discussion with the President’s Office or for a report from a collaborative research center (CRC) to the German Research Foundation (DFG).

Monitoring Equal Opportunities

In compliance with equal opportunities directives when making appointments, the process is monitored by measures which include the gathering of the following data:

  • See minimum requirements under the cascade model
  • Number of applications
  • Number of people invited for interview
  • Result of selection
  • Possibly also notes on the proces

Minimum Requirements / Guiding Estimates

Minimum equal opportunities policy requirements or ratio estimates which serve as orientation for monitoring is applied to scientific research appointments. The directives stipulate the ratio of women which meet the constitutional imperative of equal opportunities for women and men. This is determined using the cascade model.

The cascade model specifies that the objectives for the ratio of women among academic staff is guided by the ratio of women who have the necessary qualification for the appointment. This relates to the specific discipline, so as to avoid having unachievable targets in disciplines with a low proportion of women. For disciplines with a high proportion of women, the opposite is true – the guiding estimates are above parity, i.e. above 50%. This avoids giving men greater opportunity to achieve the next career level than women, which would undermine selection on basis of merit.
The cascade model is not only used by the German Research Foundation, it is also enshrined in the Baden-Württemberg State University Law. It is not a new development for the University of Tübingen, since it was in fact developed in Tübingen in the 1980s and enshrined in Senate policy in 1988. Since then, it has been the core of the University of Tübingen’s equal opportunities strategy.


Minimum requirements / guiding estimates for different status groups can be downloaded here after logging in to the intranet.

 

Parity or Cascade?

The German Constitution establishes an active mission for all members of public bodies (and hence all University members):
Article 3(2) of the German Constitution states: “Men and women shall have equal rights. The state shall promote the actual implementation of equal rights for women and men and take steps to eliminate disadvantages that now exist.”*
The fact that this is an active mission is underscored by the special importance the legislature gives to equal opportunities for the genders. Equal opportunities must be strived for until parity is reached –this means that appropriate appointments must be made up to parity for the respective qualification level across the entire University of Tübingen.
The ratio of the estimates from the cascade model concerning parity is derived from this: up to parity (the respective career level of the University), the active mission – which also justifies active equal opportunities measures – applies, as long as other individuals are not directly disadvantaged.
The guiding estimates from the cascade model provides discipline-related information about the actual ratio of women at each qualification level of the FRG. Minimum requirements for appointments can firstly be derived from this: if the minimum estimate corresponds to the personnel level of the discipline at qualification level, statistically it can be assumed that there are equal gender opportunities in the jobs. In addition, the estimate  offers an opportunity to recognize possible gender biases from the ratio of applications or invitations in specific recruitment proceedings, and potentially correcting this.
The bare minimum we require (from the cascade) is parity: to achieve equality in the medium term, appointments will need to exceed this level within a reasonable period, as otherwise the process of adjusting the life and career opportunities of the genders takes an excessively long time. Above and beyond parity, the estimates from the cascade model provides orientation as to whether equal opportunities are maintained over the transition from one career stage to the next.
Important: only the estimate from the cascade model expresses discipline-related equal gender opportunities. Even if the ratio of female students is traditionally very high in some disciplines, it cannot therefore be assumed that women are not disadvantaged. For example, at professorship level once a ratio of 50% is achieved – this would individually disproportionately increase the opportunities of men of receiving a professorship. Until the University achieves parity at one qualification level, efforts must be made in disciplines with a high ratio of women to achieve this share at the next level as well, thereby offsetting disciplines with lower female representation. If the ratio of women appears to be too high at higher qualification levels, this should instead start at the next-lowest career levels, e.g. by promotional measures, to increase the proportion of men there and thus influence the guiding estimates.

*The translation is a curtesy, aimed at giving context, and does not claim legal accuracy. For detailed and exact wording, please reference only the original German language of the law. 

Gender Bias and Other Discriminatory Factors

Research positions should be filled on the principle of selection on basis of merit. Assessment of the academic excellence of applicants is therefore the key criterion for selection in an appointment process.
The scientific qualification must be evaluated as objectively and factually as possible. However, since it is made up of various elements, such as publication records, teaching experience, or third-party funding - which on the one hand are difficult to standardize and on the other hand can be weighted differently -  the evaluation is susceptible to gender biases. Gender bias is the term used to describe systematic distorting effects that have their cause in societal gender stereotypes, internalized role models, and gender-specific prejudices. These unconsciously influence the perception of applicants, which can lead to faulty decisions.
Studies show that CVs, research proposals, and scientific publications are evaluated differently depending on whether they were submitted under a male or female name. Both men and women rate the achievements of men better than those of women. In addition, in the case of joint authorship, success is attributed to the male-sounding author rather than the female-sounding author name. Moreover, studies show that behavior is also presumed to be gendered, meaning that some characteristics are evaluated positively when men exhibit them, while it is interpreted to the detriment of a woman, if she were to exhibit the same behavior.
There are gender differences in our society when it comes to assessing the academic performance of female and male applicants. We all tend to judge women's performance more critically than men's, or to put it differently: what men do seems to be more brilliant to us, even if it is comparable or even equal to what women do. Those who are involved in selection procedures must therefore constantly critically check their own assessment for possible prejudices.

In this context, the consideration of disadvantages that female applicants have experienced in their academic career due to care work also plays a role. Family time should be considered when assessing performance. This also applies to male applicants. However, it should be considered that women usually bear a significantly larger share in families, even in households in which men take on part of the care work. This situation – as studies have shown – became even more acute during the pandemic and is even more exacerbated in relationships in which a woman earns more than her male parnter.

In subjects where men are predominantly active in science, so-called homosocial co-optation also comes into play. This means that members of a social network tend to recruit new members according to the principle of "self-similarity", which means that same-sex promotional relationships predominate, as people will tend to pick applicants they can easily identify with, leading to the perpetuation of marginalizing structures. Thus, men's prospects for support increase, while women receive less support. This also applies to inclusion in informal networks, which are crucial for a scientific career and determine the prominence of women and men scientists in the community.

Women are thus in a fundamentally different situation than men when they apply for a job. They must prove their individual performance against the background of the discriminatory factors and stereotypes mentioned above. It is therefore important for those who take responsibility in selection procedures to be aware of these discriminatory factors, and to also prevent them.

Interview Questions

Questions that are not permitted in an interview

The questions asked in an interview must relate to the job. Therefore, any questions that are not connected with the position are not permitted.
These include, for example, questions relating to the family, such as whether a candidate is pregnant, about family planning, or about how child care could be managed alongside the job. It is also not permitted to ask questions about whether a candidate’s parents need care, therefore this must not be asked.
Highly personal questions, such as about sexual orientation and religion, are also not permitted. You also must not ask about ethnic background or age, as this could result in discrimination under Germany’s German General Equal Treatment Act (AGG).
Likewise you must not ask about membership of a union or of a political party.
It is also not permitted to ask questions about the existence of any handicap or disability. Candidates also do not have to provide information about the state of their health, provided they are capable of doing the work.
Candidates do not have to answer inadmissible questions truthfully. If the individual rights of the candidate are harmed by asking inadmissible questions, employers may even be liable to pay compensation.

Questions that are permitted in an interview

In order to ensure that the need for both quality assurance and equal gender opportunities are met, it is important that all candidates are treated the same and are provided with the same conditions. All candidates should be given the same information before the interview. Key questions should be agreed upon in advance by a selection committee and presented to all the candidates in the same way. This is especially relevant to questions about gender-related aspects in research and teaching, and about under-representation of men and women in the respective discipline.