OIST Graduate University
Policies, Rules & Procedures
Authority:⚫ Approved by the President⚫ Labor Standard Act⚫ Labor Contract Act⚫ Act on Securing, Etc. of Equal Opportunity and Treatment between Men andWomen in Employment⚫ Act for Securing the Proper Operation of Worker Dispatching Undertakings andImproved Working Conditions for Dispatched Workers

⚫
⚫
⚫
⚫
⚫

Act on Improvement, etc. of Employment Management for Part-Time Workers
Act for Employment Promotion etc. of Persons with disabilities
Act on Employment Security, etc. of the Elderly, etc.
Employment Security Act
Act on the Protection of Personal Information Held by Incorporated
Administrative Agencies (Personal Information Protection Act)

Chapter 31 Hiring Process
31.1 Policy
The OIST Graduate University encourages qualified candidates to apply foremployment with the University and seeks to hire those individuals who best meet theneeds of the University. In its recruitment and hiring practices, the University iscommitted to providing both employment and career development opportunities
because this benefits both the individual and the University.
The University is also committed to equal opportunity employment policies andprocedures and will ensure that all forms of recruitment provide equal opportunity forunderrepresented populations, such as women and minorities.
31.2 General Considerations
Selection process rules (31.3.2) do not apply to faculty members, except for 31.3.2.5.
Please refer to the Faculty Handbook for guidance with regard to faculty.
31.3 Rules
31.3.1 Advertisement
31.3.1.1 In general, all job opportunities at the University must be posted
internally and externally on the University website.
31.3.1.1.1
In order to assure career development within the University,
information about the employment opportunity will be posted on the internal
website only, as determined by the Hiring Executive in consultation with theHiring Approver.

1ch31_recruitment-and-hiring_en_20240801_cl31.3.1.2 To ensure that as many people as possible have adequate opportunity toview and apply for jobs at the University, information about the employment
opportunity must be posted for a certain period of time.
31.3.1.3 No posting of employment opportunity will be made if the position is partof a predetermined career path, is merely a reclassification due to change in duties,
or resulted from a reorganization. These and any other posting exceptions must beapproved by the Vice President for Human Resource (VPHR).
31.3.2 Selection
31.3.2.1 University employees in principle, are hired following transparent andfair selection. This process normally includes reviewing application documents andconducting employment interviews by the Hiring Executive. Additional steps, suchas checking references, may be conducted when the Hiring Executive, inconsultation with the Recruiting and Training Section, determines it to benecessary.
31.3.2.2 Selection Committee. An advisory selection committee is formed whenthe Hiring Approver considers it necessary. The committee may include external
experts in addition to University employees. The committee will conduct collective
reviews of candidates and offer advice and recommendations concerning thecandidates.
31.3.2.3 To hire the Senior Level Executive provided in item 7, paragraph 2,
Article 6 of the Bylaws, the CEO/President must obtain an approval from the Boardof Governors.
31.3.2.4 All applicants for employment must be processed through the Recruiting
and Training Section or/and Academic Human Resources Section.
31.3.3 Travel Reimbursement for Candidates
The University reimburses employment candidates for reasonable expenses incurred
when traveling to the University or any other convenient place for an employment
interview. To be eligible for reimbursement, candidates must be invited to theinterview by the University and must follow the Travel Policy regarding recruitment.
31.3.4 Documents to be Submitted
Details are described in Article 12, Rules of Employment and Article 12, Rules ofEmployment for Part-time Employees.
31.3.5 Probationary Period
Details are described in Article 13, Rules of Employment and Article13, Rules ofEmployment for Part-time Employees.
A newly hired employee, must serve a probationary period, to allow him/her time tobecome proficient in the basic responsibilities of a new position, and permit the2ch31_recruitment-and-hiring_en_20240801_clHiring Executive to evaluate the individual’s performance and suitability for theposition.
31.3.5.1 Any decision about an extension of the Probationary Period or about
dismissal of the employee must be approved by the Approver (in consultation withthe selection committee, if one was formed for selecting the new hire for theposition).
31.3.6 Reassignment (Transfer) and Temporary Transfers31.3.6.1 Eligibility:
University employees are eligible to apply for a different position after 6 months intheir current position. The 6 month requirement may be waived if approved by theVice President for Human Resource (VPHR). However, employees are not allowed
to apply for other positions during the probationary period.
31.3.6.2 Other details are described in Article 61 and 62, Rules of Employment
and Article 55 and 56, Rules of Employment for Part-time Employees.
31.4 Responsibilities
31.4.1 Hiring Executive
The Hiring Executive must follow the established rules and procedures to ensure that
equitable and efficient hiring practices are used throughout the University.
Delegation of the hiring process role, for below Manager-level employees, may beallowed at the discretion of the Hiring Executive, to the Supervisor of Section or Unit.
Even in this case, however, the Hiring Executive remains responsible for the hiring
process including the final decision and is accountable for the supervision of relevant
employee.
31.4.2 Recruiting and Training Section
The Recruiting and Training Section is responsible for posting jobs, processing
applications, and providing necessary support to the Hiring Executive. The
Recruiting and Training Section serves as the secretariat of the selection committees.
31.4.3 Newly hired employees
Newly hired employees must submit documents specified in Article 12, Rules ofEmployment and Article 12, Rules of Employment for Part-time Employees.
Employees must inform HR Management Section without delay, when any changes
occur to details stated in the documents.
31.5 Procedures
31.5.1 How to Request a job opening.
31.5.1.1 When the need to fill a position is identified, the job description will beapproved after the prescribed procedures are completed, and the job description
will be opened upon receipt of approval. The Hiring Executive is accountable formaking the job description when requesting approval.
3
ch31_recruitment-and-hiring_en_20240801_cl

(Delete)
31.5.2 Hiring Process after Selecting Candidates.
31.5.2.1 The Hiring Executive initiates the prescribed procedures to proceed withthe hiring process and submit a request for hiring approval.
31.5.2.2 With approval of the Hiring Approver, the Recruiting and Training
Section sends out the employment documents including the employment
agreement to the selected candidate.
31.5.3 Background Check
OIST Graduate University is committed to provide a safe and secure workplace tofoster outstanding research environment with qualified employees. To this end,
OIST may conduct Background Checks to verify academic and employment history
as part of the condition of employment. When conducting background checks, OIST
will comply with relevant Japanese laws and the University’s Policies, Rules andProcedures.
(Delete)(Delete)31.5.4 Relocation
To obtain more information, consult the “Relocation Allowance Guidelines”.
31.5.5 OIST ID Card
To issue OIST ID Card, please refer to "Regulations for OIST ID Cards".
31.6 Forms
See HR website
31.7 Contacts
31.7.1 Policy Owner
Vice President for Human Resource (VPHR)
31.7.2 Other Contacts
Recruiting and Training Section
31.8 Definitions
31.8.1 Hiring Executive
Hiring Executive is a Senior Level Executive with the ultimate decision on offering ajob to potential candidates.
31.8.2 Hiring Approver4
ch31_recruitment-and-hiring_en_20240801_clHiring Approver is a person who has an authority to approve the job description andthe hiring process. Hiring Approver is normally the Vice President for Human
Resource (VPHR), but the Hiring Approver may be the President with regard toSenior Level Executives [Link: 30.2.2] and other positions specified by the President.

5ch31_recruitment-and-hiring_en_20240801_cl