Shortlisting and Assessment

A screening overview can be generated via Fusion, providing a quick summary of applicants based on the information (e.g. nationality, education, current employer) they enter in the standard application form.

You can read more about the recruitment system here: DTU Fusion

After the application deadline, HR will notify the Head of Department/Head of Section regarding shortlisting and the establishment of the assessment committee.

The Head of Department/Head of Section must submit the names of the applicants proposed for shortlisting, along with the proposed committee members, to HR no later than 14 days after the application deadline.

Shortlisting of Candidates for Assessment

The Head of Department/Head of Section and the rest of the recruitment committee shortlist (or conduct an academic screening of) the applicants who will proceed to assessment.

Guidelines/criteria for academic screening/shortlisting:

• As a rule, at least 20% of applicants must be selected for academic assessment, with a minimum of two applicants.
• Selection must be based on an overall assessment of which applicants best match the academic field described in the job advertisement. You should not assess whether applicants meet specific job requirements — this is the responsibility of the assessment committee.
• Applicants must be shortlisted, not assessed.

Assessment Committee

HR is responsible for obtaining approval of the assessment committee from the Academic Committee.

To enable the Academic Committee to process the proposal, the following requirements must be met:

• The Head of Department/Head of Section must briefly justify the selection of each proposed committee member in the nomination email.
• The committee must consist of either three or five members at associate professor/senior researcher level, of whom two (or three) must not be employed at DTU.
• For assistant professor/associate professor positions: the majority of members must be associate professors or full professors.
• For researcher/senior researcher positions: the majority may (but are not required to) be senior researchers.
• The proposal must include a DTU-employed chairperson (a professor emeritus cannot serve as chair).
• The committee must have a majority of external members, including at least one employed abroad (requirement for members from industry).
• Members must be experts within the field of the position and at associate professor/senior researcher level. The committee as a whole must be able to assess both research and teaching qualifications.
• Members must not have co-authored publications with any of the applicants within the past five years.
• The Head of Department/Head of Section must confirm whether they have considered potential conflicts of interest. This is particularly relevant in cases of close collegial relationships (including joint publications), private relationships, or mentorships.
• CVs and publication lists must be submitted for all external members.
• Please note that foreign committee members who are not EU/EEA citizens may require a separate work permit to participate in the assessment process if it takes place in Denmark/at DTU. This also applies if the individual already holds a work permit for another employer in Denmark. Contact HR for clarification. The processing time for a work permit is typically 2–3 months.

Once the Academic Committee has approved the proposal, the assessment committee is formally established.

The deadline for the committee’s work is four weeks from the date the material is received. This deadline is extended by two weeks if the assessment period includes Christmas/New Year, and by four weeks if it includes the month of July.

HR informs the Head of Department/Head of Section and the shortlisted applicants of the committee’s composition and facilitates the further process.

Applicants who are not shortlisted will also be informed.

The chair of the assessment committee submits the evaluations to HR, who ensures that copies are sent to the Head of Department/Head of Section and the shortlisted applicants.

HR thanks the committee for their work. External members receive a remuneration form, as committee members not employed at DTU are entitled to an honorarium for their work.

After the application deadline, HR informs the Head of Department/Head of Section about the shortlisting process and the establishment of the assessment committee.

The Head of Department/Head of Section must submit the names of the applicants proposed for shortlisting, along with the proposed committee members, to HR no later than 14 days after the application deadline.

Shortlisting of Candidates for Assessment

The Head of Department/Head of Section and the recruitment committee shortlist (or conduct an academic screening of) the applicants who will proceed to assessment.

Guidelines/criteria for academic screening/shortlisting:

• As a rule, at least 20% of applicants must be selected for academic assessment, with a minimum of five qualified applicants.
• It is expected that the shortlist includes at least one female and one male candidate. Any deviations from this expectation must be discussed between the Head of Department/Head of Section and the Dean for Sustainability, Diversity, Inclusion and Talent Development.
• Selection must be based on an overall assessment of which applicants best match the academic field described in the job advertisement. You should not assess whether applicants meet specific job requirements — this is the responsibility of the assessment committee.
• Applicants must be shortlisted, not assessed.

Assessment Committee

HR is responsible for obtaining approval of the assessment committee from the Dean.

To enable the Dean to process the proposal, the following requirements must be met:

• The Head of Department/Head of Section must justify the selection of each proposed committee member in the nomination email, briefly indicating which parts of the academic field each member covers.
• The Head of Department/Head of Section must also confirm whether they have considered potential conflicts of interest. This is particularly relevant in cases of close collegial relationships (including joint publications), private relationships, or mentorships.
• The committee must consist of three or five members at professor level, of whom two (or three) must not be employed at DTU (requirement for members from industry).
• The proposal must include a DTU-employed chairperson (a professor emeritus cannot serve as chair).
• The proposal must have an international dimension – at least two members must be employed abroad.
• The committee must have a majority of external members with documented international research experience, demonstrated through publications in internationally recognised journals.
• Members must be experts within the field of the position.
• Members must not have co-authored publications with any of the applicants within the past five years.
• CVs and publication lists must be submitted for all members.

Please note that foreign committee members who are not EU/EEA citizens may require a separate work permit to participate in the assessment process if it takes place in Denmark/at DTU. This also applies if the individual already holds a work permit for another employer in Denmark. Contact HR for clarification. The processing time for a work permit is typically 2–3 months.

Once the Dean has approved the proposal, the assessment committee is formally established.

The deadline for the committee’s work is four weeks from the date the material is received. This deadline is extended by two weeks if the assessment period includes Christmas/New Year, and by four weeks if it includes the month of July.

HR informs the Head of Department/Head of Section and the shortlisted applicants of the committee’s composition and facilitates the further process.

Applicants who are not shortlisted will also be informed.

The chair of the assessment committee submits the evaluations to HR, who ensures that copies are sent to the Head of Department/Head of Section and the shortlisted applicants.

HR thanks the committee for their work. External members receive a remuneration form, as committee members not employed at DTU are entitled to an honorarium for their work.

When a tenure track assistant professor/researcher is to transition to a position as associate professor or senior researcher, an assessment committee must be established.

HR is responsible for managing the process and must receive the following:

• Proposal for the assessment committee (including CVs and publication lists for external members). Members must have accepted participation before the proposal is submitted.
• Brief justification for the selection of each committee member.
• Short job description including the name of the academic field (templates).

Application documents from the candidate:

• Application (cover letter)
• Vision for teaching and research
• CV including employment history, list of publications indicating scientific highlights, H-index and ORCID (see http://orcid.org)
• Teaching portfolio including documentation of teaching experience
• Academic diplomas (MSc/PhD)

The Head of Department/Head of Section prepares the proposal for the assessment committee and submits it (including CVs and publication lists) to HR, who ensures it is processed by the

Academic Committee (DFU).

To enable the Academic Committee to process the proposal, the following requirements must be met:

• The Head of Department/Head of Section must briefly justify the selection of each proposed committee member in the nomination email.
• The committee must consist of three or five members at associate professor/senior researcher level, of whom two (or three) must not be employed at DTU.
• For associate professor positions: the majority of members must be associate professors or full professors.
• For senior researcher positions: the majority may (but are not required to) be senior researchers.
• The proposal must include a DTU-employed chairperson (a professor emeritus cannot serve as chair).
• The committee must have a majority of external members, including at least one employed abroad (requirement for members from industry).
• Members must be experts within the field of the position and at associate professor/senior researcher level. The committee as a whole must be able to assess both research and teaching qualifications.
• Members must not have co-authored publications with any of the applicants within the past five years.
• The Head of Department/Head of Section must confirm whether they have considered potential conflicts of interest. This is particularly relevant in cases of close collegial relationships (including joint publications), private relationships, or mentorships.
• CVs and publication lists must be submitted for all external members.

Please note that foreign committee members who are not EU/EEA citizens may require a separate work permit to participate in the assessment process if it takes place in Denmark/at DTU. This also applies if the individual already holds a work permit for another employer in Denmark. Contact HR for clarification. The processing time for a work permit is typically 2–3 months.

HR informs the Head of Department/Head of Section and the applicant of the committee’s composition and facilitates the further process.

The deadline for the committee’s work is four weeks from the date the material is received. This deadline is extended by two weeks if the assessment period includes Christmas/New Year, and by four weeks if it includes the month of July.

The chair of the assessment committee submits the evaluation to HR, who ensures that copies are sent to the Head of Department/Head of Section and the applicant.

HR thanks the committee for their work. External members receive a remuneration form, as committee members not employed at DTU are entitled to an honorarium for their work.

The Academic Council has delegated the authority to approve assessment committees for positions below professor level to the Expert Board (Det Fagkyndige Udvalg (DFU)).

DFU approves assessment committees for the following positions:

• Assistant Professor

• Researcher

• Associate Professor

• Senior Researcher

In practice, DFU is divided into two committees with the following members:

Chair of the Committees:

Camilla Rygaard-Hjalsted, Dean for Sustainability, Diversity, Inclusion, and Talent Development

DFU 1:

• Professor Peter Ruhdal Jensen, DTU Food Institute

• Professor Henrik Stang, DTU Construct

• Associate Professor Silvia Tolu, DTU Electro

• Student Laura Asta Ejsing

DFU 2:

• Professor Bo Friis Nielsen, DTU Compute

• Associate Professor Carolina Barra Quaglia, DTU Health Tech

• Professor Thomas Kiørboe, DTU Aqua

• Student Mads Gjeraae Eichler Hansen

HR sends proposals for assessment committees to DFU members by email for approval. Members have one week to respond. If no objections are received within one week from the date of dispatch, the committee is considered approved.

If DFU members raise objections to the composition of the assessment committee, these are forwarded to HR, who ensures they are sent to and handled by the chair of the committee.

Qualification requirements for assessment committee members who are not university employees 

The following guidelines have been prepared to facilitate the assessment of whether industry professionals have associate professor and professor level qualifications.

Assessment committees: Assistant Professor, Researcher, Associate Professor and Senior Researcher positions

Requirements for individuals from industry:

• 5–10 years of professional and research experience
• A PhD degree or equivalent
• Academic insight at a corresponding level (minimum associate professor level)
• Specific expertise, knowledge, or practical experience gained through employment within the field
• Significant advisory and dissemination tasks carried out for authorities, industry, or society at large

Assessment committees: Professorships

Requirements for individuals from industry:

• At least 10 years of work and research experience 
• A PhD degree or similar 
• Academic insight at a corresponding level (at least professor level) 
• Special expertise, knowledge, or practical experience from employment in the relevant field of work 
• Performance of significant consultancy and communication tasks in relation to public authorities, the business community, and society at large. 
  
   

Please note that foreign members of the assessment committee, which are not EU / EEA citizens, may require a separate work permit in order to participate in the assessment work for DTU, if the work is carried out in Denmark/DTU. This may also be the case if the person already has permission to work for another employer in Denmark. Contact Corporate HR coordinator for further clarification and be aware that the processing time for obtaining a work permit is 2-3 months.

For the appointment of the following employees, there is no requirement to establish an assessment committee:

• Postdocs – with or without advertisement
• Visiting professors
• Fixed-term researchers/assistant professors on named grants
• Fixed-term senior researchers/associate professors without advertisement

However, an academic statement on the applicants must be provided.

The hiring manager appoints an expert to prepare an academic statement on the applicants.

The academic statement must be prepared and signed by an expert at least at associate professor level.

The hiring manager may choose to have the academic statement prepared by several experts.

The statement is based on the material submitted by the applicant.

Academic statements for professor positions must be prepared by an expert at professor level.

Attention must be paid to conflicts of interest. See the template for further details.