Human Resources Strategy for Researchers (HRS4R)

INL has embarked on the HRS4R process to improve the recruitment, working conditions and career prospects of all researchers, enhance the quality and impact of its research, and promote gender equality and diversity in the research teams while strengthening its attractiveness at the international level.

INL is committed to continuously improving the HRS4R process. We value regular feedback and evaluation as essential to achieving this goal. To support this, we have established transparent and fair mechanisms to monitor, assess, and enhance the implementation of HRS4R, while gathering input from our researchers and other stakeholders. These mechanisms ensure that the process remains responsive to their needs and concerns, and that it continues to evolve in line with best practices.

The Human Resources Strategy for Researchers (HRS4R) is the tool for the implementation of the European Charter for Researchers and the Code of Conduct for the Recruitment of Researchers (Charter & Code) in their policies and practices. It is a voluntary, structured and monitored auditing mechanism, centred on a continuous assessment in three-year cycles based on gap analysis and action plans for the grant of the “HR Excellence in Research Award”. The implementation of the Charter & Code principles allows research institutions like INL to be more attractive to researchers looking for a new employer or a host for their research project.

The European Commission recognises with the “HR Excellence in Research Award” the institutions which make progress in aligning their human resources policies to the 40 principles of the Charter & Code, based on a customised action plan/HR strategy.

In this context, INL identified the need to design its own human resources strategy that includes the requirements set forth in the European Charter for Researchers and the Code of Conduct for the Recruitment of Researchers, beginning the process on December 10^th 2021, by sending the endorsement letter.
INL is committed to the principles of the European Charter for Researchers and the Code of Conduct for the Recruitment of Researchers. It has developed an HR strategy to implement these principles in its policies and practices, using an initial Gap Analysis and Action Plan.

The Gap Analysis was executed in four topics to identify areas of improvement in the research environment. An Action Plan was developed to address the identified gaps, which were: (1) Ethical and Professional Aspects, (2) Recruitment & Selection, (3) Working Conditions & Social Security, and (4) Training & Development.

The Gap Analysis identified several areas where INL policies and practices need improvement, such as the transparency and fairness of recruitment, the recognition and reward of research excellence, and the support for the professional development of researchers. The Action Plan sets out a series of priority actions to address these gaps, such as the development of a career framework, the establishment of an independent recruitment panel, and the implementation of a research integrity policy.

The Action Plan includes clear timelines and indicators to monitor the progress and impact of the actions. In the coming years, the initiatives of the INL Action Plan will lead to further developments and continuous improvement of the HR policy for researchers.

Constitution of the HRS4R Commission

Further to the encouragement of the Director-General (DG) and concerning the start of the application for the ‘HRS4R’, an initial task force was created by the Chief Administration Officer (CAO) & HR Manager (HRM) to study the overall process of the HRS4R, namely the phases and steps to move forward. The Task Force was composed of the CAO & HRM, two HR Officers and the Learning Organisation Developer. After the submission of the endorsement letter of INL, dated 10 December 2021, and acceptance by the European Commission (‘EC’) on 17 December 2021, a special-purpose commission was established, and their members appointed by the Director-General to start the HRS4R application in accordance with its guidelines and best practices.

The INL-HRS4R Commission is composed of a Steering Committee and a Working Group. The initial Steering Committee members were: the Director-General, Chief Operations Officer (CO) for RTI Operations, CAO & HRM, and three members from the Research area (level R4). The first Working Group was composed of two HR Officers, the Learning Organisation Developer, the CO of the Research Core Facilities, and five members from the Research area with different levels of seniority, from R1 to R4.
A kick-off meeting was held at the beginning of the year 2022. The objective of the discussion was to share an overview of the HRS4R process, Charter & Code, responsibilities of both the Steering Committee and Working Group, work plan and timeline. During the execution of the 1st phase, several meetings were held with the Steering Committee (on a quarterly basis) to provide information about the ongoing activities and discuss the milestones, main outcomes, and next actions.

Involvement of the INL community in the HRS4R

To move forward with the initial phase of the HRS4R, namely the Gap Analysis, Action Plan and OTM-R Checklist, INL consulted different internal stakeholders and involved a representative community of researchers ranging from R1 to R4. This was done with the support of the appointed Steering Committee and respective Working group to oversee the HRS4R process and its implementation.

Activities organised to engage the INL community

An internal communication channel, accessible to the whole INL community, was created to share information about the HRS4R and good practices from similar organisations.

A quiz in a form of a “teaser”, focusing on “The researchers’ reality” in Europe and globally, was prepared and disseminated.

Presentation of the HRS4R to the INL community during our online/onsite weekly gathering. People were encouraged to take part as volunteers in the initial phase of the process. The community expressed interest in participating in the initiative, and a list of volunteers was created and submitted to the DG.

The volunteers were organised into sub-working groups – mainly responsible for performing the gap analysis. The sub-working groups included researchers from R1 to R4 and were organised under the four topics defined in the C&C.

A General Survey was disseminated to Supervisors and Supervisees to gather their input about INL.

A focus group activity was organised to address the topic “Recruitment & Selection – (R&S)” involving senior hiring managers, experienced in hiring processes inside and outside INL. The objective was to discuss the principles of the C&C related to the R&S topic.

Key Outcomes of the Initial Phase

The Endorsement letter was sent on December 10^th 2021

Constitution of the HRSR Commission: Steering Committee and Working Group

Constitution of 4 sub-working groups composed of volunteers from R1 to R4 in the following topics: Ethical and Professional Aspects, Recruitment & Selection, Working Conditions & Social Security, Training & Development

Round of consultations with internal stakeholders

Definition and promotion of target activities: General Questionnaire (Survey) and Focus Group

Completion of the Gap Analysis, Action Plan, and the OTM-R (Open, Transparent, and Merit-Based Recruitment) checklist

Submission on EURAXESS – December 9^th 2022

Survey and Results

A comprehensive survey in the form of general questionnaires were executed to support the execution of the Gap Analysis. This questionnaire was distributed to supervisors and supervisees at INL to gather their input about the Organisation.

Questionnaire for Supervisors

Questionnaire for Supervisees

Results
Overview

Over the period from 2023 to 2025, INL implemented its initial HRS4R Action Plan, marking a key step in aligning HR practices with the principles of the European Charter for Researchers and the Code of Conduct.

To support this phase, the HRS4R Working Group met regularly to monitor progress, coordinate actions, and engage relevant stakeholders across INL.

A digital dashboard was developed to track the status of each action—whether completed, ongoing, or extended—enabling data-informed decision-making and transparent communication. It is being continuously improved to enhance accessibility for the INL community.

The implementation period also brought significant internal developments. A change in leadership and governance prompted a reassessment of strategic priorities. New bodies—such as the Research Board, Administration Board, Executive Board, Innovation Board, and Steering Committee of Research Facilities, as well as the existing Staff Association with its representing body, the Staff Council—have supported more structured and participatory decision-making.

Throughout the implementation phase, regular updates on the status of the HRS4R actions were communicated to the INL community. This helped ensure transparency, maintain engagement, and keep all staff informed of ongoing progress.

OTM-R Checklist

INL has updated its OTM-R checklist to reflect the progress made since the initial implementation and to align with the actions included in the revised HRS4R action plan.

The institution remains committed to implementing the principles of Open, Transparent, and Merit-based Recruitment (OTM-R) through a set of structured measures outlined in Section C of the action plan:
– C1. Increased International Benchmarking
– C2. From Quantity to Quality
– C3. Improving Balance

These actions aim to ensure a recruitment process that is fair, inclusive, transparent, and consistent with international standards and INL’s institutional strategy.

The implementation of OTM-R actions is monitored through a digital dashboard, supported by the Talent Acquisition Officer, the People Partners Team, and the Data Analyst Officer. This ensures real-time tracking of progress, timely identification of risks, and effective coordination.

Further improvements to the Recruitment & Selection process are foreseen, with a focus on streamlining and optimising procedures to attract top international talent and enhance the overall experience for both candidates and selection committee members.

Click here to view INL’s updated Recruitment & Selection Procedure.

Looking Ahead

A major milestone was the implementation of INL’s new Career System, rolled out in three phases. The first phase introduced updated role definitions and career pathways. The remaining two phases are focused on performance management and training & development. These will help strengthen career progression, supervisory skills, and personal development planning (PDPs).

In parallel, INL is placing a greater emphasis on leadership development to enhance institutional capacity and support effective career guidance and team management.

The HR unit is being reorganised into the People & Culture Unit, enabling a more strategic and community-focused HR approach.

At the same time, greater focus is being placed on workforce and headcount planning, to better anticipate staffing needs and ensure appropriate career support mechanisms are in place.

Digitalisation continues to advance, with the implementation of a new Training Management System and improvements to recruitment dashboards, enhancing transparency, monitoring, and user experience across HR processes.

INL is also reinforcing its commitment to equity, diversity, and inclusion (EDI). The forthcoming EDI Commission will further support actions across recruitment, well-being, leadership, and training, contributing to a more inclusive and respectful institutional culture.

All these initiatives are reflected in the revised HRS4R Action Plan, which will guide our efforts over the next cycle.
Looking ahead, the revised Action Plan for 2025–2028 builds on these achievements and lessons learnt. It reflects INL’s continued commitment to:
-Researcher development
-Transparency and accountability
-Inclusion and equity
-Responsible and sustainable HR practices

INL has submitted the materials to the European Commission for the Interim Assessment. This next phase will ensure that INL’s HR strategy evolves in line with its mission, values, and long-term goals.
This section includes open access to the documents prepared for the implementation phase of the HRS4R process.

Action Plan Monitoring Dashboard
Awareness Survey Results
Updated OTM-R Checklist

Other useful external resources on EURAXESS about the HRS4R process are listed below:

EURAXESS website

The European Charter for Researchers & the Code of Conduct for their Recruitment

Implementation Phase Highlights

The major milestone was the implementation of INL’s new Career System, rolled out in three phases. The first phase introduced updated role definitions and career pathways.
The Joint Training Board (JTB) was established to coordinate and oversee transversal training initiatives, aligning them with INL’s strategic priorities and researchers’ professional development needs. This included launching a new digital training platform, providing researchers with easy access to the full training portfolio.
We organised the Empowering Research Careers event to raise awareness about the HRS4R process, featuring four invited experts who shared their experiences.
We held two Researchers Espresso sessions — informal gatherings for INLers to discuss key topics — focused on Equity, Diversity, and Inclusion and Recruitment and Selection. We also hosted a Stepping Stone event, where INL alumni returned to share their career experiences after INL and inspire the audience.
The appointment of an independent Ombudsperson has provided a confidential and neutral channel to address concerns within the research environment.
We launched Career Counselling Sessions for Postdocs, offering up to three one-on-one sessions with external career experts to support their career planning and development.
The Scientific Advisory Board (SAB) and the Administrative Advisory Board (AAB) were established to provide expert guidance on scientific direction and administrative practices, strengthening excellence and accountability.
A Consolidated version of the Staff Rules was published to give all INLers easy access to the most current regulations governing the working environment. These are now also shared with nominated candidates, fostering transparency and a smooth onboarding process.
The Research Ethics Committee (REC) was established to ensure that all research activities meet the highest ethical standards, providing guidance and oversight on complex ethical issues.
The Guidelines for Standardised Laboratory Notebooks were published to improve research documentation, ensure reproducibility, and strengthen compliance with best research practices.
The HRS4R Working Group conducted an Organisation-wide survey to collect feedback from researchers on the HRS4R process, identifying strengths, challenges, and priorities for action. The results directly informed the next phase of implementation.