Strategies for Effective HR Excellence in Research Management

Mary ORegan University College Cork HR Research Manager @marykateucc Mary O'Regan June 2022 1

Starting point So that we are clear this session is for those who are preparing for their first HR Excellence in Research Award Renewal. Mary O'Regan June 2022 2

What I am going to talk about today Working Groups/ Surveys Embedding Level of Ambition Updating the Action Plan Mary O'Regan June 2022 3

4 main areas to look at Working Groups & Surveys Updating the Action Plan Embedding Level of Ambition Mary O'Regan June 2022 4

Where to begin? 1. Complete actions by due date if possible, for your current action plan 2. 3. Explain where there are delays Indicate with links to policy etc when actions are complete Identify new actions for your action plan for the next 3 years (more on this later). 4. Mary O'Regan June 2022 5

Start with the Working Group Your University working group may be tired, disinterested, the gloss has worn off the project. You may find that you are alone in trying to progress the evolution of HR Excellence in Research within your organisation. Put your committee to work make them work for you! Give them focus but how do you do that? Mary O'Regan June 2022 6

When Working Groups dont work Lack of long term agenda for HR Excellence in Research Not focussed on overall strategy or evolution of HR Excellence within the organisation Poor involvement by some or all members Lack of clear purpose of the working group Mary O'Regan June 2022 7

When Working Groups do work Written Working Group Description An Effective Working Group Chair Effective Members Appointed Accountability to the University Well-run Meetings Mary O'Regan June 2022 8

Run that meeting.. Set the agenda Take minutes Clarify the decision making process Start on time and end on time End with actions - Determine who is responsible for what and what the timelines are Mary O'Regan June 2022 9

Terms of Reference UCC Example Statement of Purpose The university shall establish a working group to be known as the HR Excellence in Research Working Group which shall be responsible to the university for the oversight, development, evolution and implementation of the University HRS4R Action Plan. Mary O'Regan June 2022 10

The working group shall.. oversee and support the successful development and evolution of the University s HR Excellence in Research HRS4R action Plan; work to further embed HRS4R in UCC s policies and overall culture monitor the development of the HRS4R Action Plan against the set of key performance indicators as detailed by the European Commission; monitor implementation of current HRS4R Action Plan and advise all stakeholders accordingly; assure the implementation of recommendations by External Reviewers of the HRS4R Action Plan arising from site visits and various external and internal reviews; Mary O'Regan June 2022 11

More on Working Groups Define the role your of the committee throughout the project evolution (action owners, committee member owner etc) Maintain close communication and flag all relevant issues Include researchers from all over the organisation Include members of the senior management team in the HRS4R advisory/working group Set up focus groups or smaller working groups Mary O'Regan June 2022 12

Surveys They are important because they re a reliable method to get feedback from your researchers if it is an anonymous survey Survey researchers every 3 to 4 years for HR Excellence in Research Establish what you want to know from the 4 pillars: 1. Ethical and Professional Aspects 2. Recruitment (OTM-R) 3. Terms and Conditions of employment 4. Training and Development of research staff. Mary O'Regan June 2022 13

Make sure your Survey Has a clear purpose Is easy to administer Is easy to take Produces accurate data Lets you confidently make informed decisions about future actions Mary O'Regan June 2022 14

Surveys Plan your survey so that the results are known and written up prior to submitting for your renewal Highlight areas for improvement Highlight areas where you have a good result Use the gaps identified to point to future actions regarding areas for improvement Use the progress to point to the completion of older actions and embedding if relevant Mary O'Regan June 2022 15

Example: UCC Survey UCC Researcher Survey 63% of all researchers are willing to participate on School and College Committees So . Researchers want more involvement with decisions that affect them Mary O'Regan June 2022 16

Work your working group Agenda of HRS4R working Group 1 Survey says 2 Put it on the agenda of the HRS4R Working Group 3 Discuss and consult with stakeholders possible solutions 4 Form an action with an owner and time limit on the action plan Survey Results 63% Discuss the Issue HRS4R Action Plan Action Discuss Possible Solutions and Challenges Mary O'Regan June 2022 17

HR Excellence in Research WG minute notes Researcher engagement on School and College Committees how do we enable that? (Agenda Item) Challenges Identified by HRS4R working group Who are School/Unit/Department researchers? Researchers may identify with different schools due to the multidisciplinary nature of research projects and research centres Action Arising Strong statement of inclusion towards the research community from the hierarchy. Jan 2020. It s a start its an opening conversation Mary O'Regan June 2022 18

Survey Results Areas of Improvement for UCC Many researchers do not have anyone to advise them on career development Despite having various channels for internal communication around training and other initiatives many Researchers believe that these channels could be improved Majority of researchers have concerns about the UCC Researcher Framework Majority of Research Support Officers have concerns regarding career progression Mary O'Regan June 2022 19

Survey Results Areas of Improvement for UCC Researchers want more involvement with decisions that affect them Most senior research roles are held by males Further embed HR Excellence in Research Award in policy and culture of the university Target training to those areas as indicated by past and present research staff Mary O'Regan June 2022 20

Survey to Updated Action Plan Many researchers do not have anyone to advise them on career development Action: 11. To identify the career Jan HRS4R Working Introduction of UCC Odyssey Programme Complete planning requirements of 2019 Group in UCC plus many workshops on Implementation on- Post-Doctoral Researchers importance of training and development going HR Research and where more work is for Research Staff delivered to PI s Committee required with regards to career planning questions in this regard are addressed in the researcher survey 2016. Mary O'Regan June 2022 21

Survey to Updated Action Plan Most senior research roles are held by males: Action: 21. Following a gender review UCC acknowledges that most senior post doc roles are held by males. UCC wishes to address this imbalance and encourage and enable women to transition to Senior Post Doctoral/Mid-Career roles 2021 Office of VP Research and Innovation and Human Resources Run Professional Skills for Research Leaders for female post docs only with an emphasis on raising the proportion of female senior post docs. In Preparation Mary O'Regan June 2022 22

Result Do not despair .. It took us two years to get here. Now we need to prepare for Jan 2021 UCC second award renewal application. Some Actions Cannot Be Moved Forward Because Of National Public Service Legislation .. Mary O'Regan June 2022 23

Progress If there is no struggle, there is no progress. Frederick Douglass True progress quietly and persistently moves along without notice. St. Francis of Assisi Mary O'Regan June 2022 24

Where do they come from? Ideas for New Actions Mary O'Regan June 2022 25

Ideas for New Actions Where to start Built from Previous Actions Survey Results Focus groups with Researchers & Stakeholders HR Excellence Working Groups Feedback from previous assessment Collaborations with other Units in the University don t reinvent the wheel Collaborations with other Universities Mary O'Regan June 2022 26

Embedding??? How can we embed HR Excellence in Research within our Universities? Which practices are most effective? Embedding sustainability in Organisational Culture by Bertels, Papania and Papania http://www.fusbp.com/pdf/Embedding%20Sustainabilty%20Cul ture%20Review%20of%20Knowledge%20body.pdf Mary O'Regan June 2022 27

Organisational Culture Organisational culture plays a major role in the embedding process for HR Excellence in Research What can happen is that we as HR practitioners may lack a clear understanding of how to embed HR Excellence in Research within our organisation Mary O'Regan June 2022 28

Organisational Culture The motivation for HRS4R can be driven from external forces (EC) to your University and so at times the benefits may not appear to directly equate to the value of effort. Also, transitioning to a culture of HR Excellence in Research may involve seismic changes within your organisation Mary O'Regan June 2022 29

Framework for embedding Intent: What are we trying to accomplish? Fulfilment of the Principles of the Charter and Code through HR Excellence in Research gap analysis, action plans and all the other operational procedures required Innovation actions that find ways of doing things better or differently. Experimenting, learning and trying new things Mary O'Regan June 2022 30

Framework for embedding Approach: Practices are grouped into two different approaches to meeting goals formal and informal Informal: People s values and social norms (expecting people to behave in a certain way) Norms and values are generally passed on and shaped through observation and experience Formal: Trying to guide behaviour through the HRS4R rules and systems Mary O'Regan June 2022 31

Framework for embedding Fulfilment: Practices for delivering on current HRS4R commitments Innovation: Practices that move the organisation further along in the HRS4R process Informal: Practices that effect values and behaviours Formal: Practices that establish rules and procedures Mary O'Regan June 2022 32

Fulfilment of Processes Action plans benchmark, gap analysis etc Develop New Actions Build on feedback etc as discussed earlier Embedding sustainability in Organisational Culture by Bertels, Papania and Papania Mary O'Regan June 2022 33

Informal Engage Educate, challenge, link, support, leverage, capture quick wins, recognise Signal Commit, model, allocate resources, self regulate, adhere to standards Communicate Tell stories, customise, Reinforce Inform, repeat, follow-up Mary O'Regan June 2022 34

Formal Codify Set goals, create policies, operationalise Integrate Into mission, strategy, vision, values, Assign Responsibility, senior leaders Verify/Assess Monitor, audit, track Mary O'Regan June 2022 35

Innovate Raise awareness Frame HRS4R within your organisation Champion/Invite Champion, ask, listen, seek external help Experiment Pilot, risk Share Share knowledge internally, externally, collaborate Mary O'Regan June 2022 36

Framework for embedding: Action Plans etc New Training initiatives Fulfilment Innovation Informal Formal Support from the top, peers, working groups etc OTM-R Policy Mary O'Regan June 2022 37

Framework for embedding: UCC Examples Fulfilment: Action Plan etc Innovation: New training programmes Informal: Peer groups and Researcher Groups Formal: Policies Mary O'Regan June 2022 38

Ambition: Be clear and and articulate it! Our ambition is to: identify and remove factors that impede representation, development and career development of research staff ? develop practices and policies that are responsive to the needs of research staff ? engage research staff from all parts of the university in HR Excellence in Research activities ? demonstrate sustained impact from HR Excellence in Research activities ? Mary O'Regan June 2022 39

Ambition: UCC examples Our ambition is to: Promote and support large scale interdisciplinary research projects and new emerging areas of research that are consistent with national and international priorities; support leading researchers working in groups or individually and researchers at all scales and stages of activity; Improve the international profile of UCC as a centre of excellence for research training and ensuring that UCC is a location of choice for internationally competitive junior and senior researchers; Mary O'Regan June 2022 40

Ambition: UCC examples Our ambition is to: Making strategic academic appointments, at all career levels, and with European Research Council (ERC) awardee potential, that are aligned with key research areas, existing and new; Resourcing research and infrastructural supports that empower UCC s researchers to achieve their ambitions and to nurture the next generation of research leaders; Develop strategic alliances with other internationally-minded peer universities; Mary O'Regan June 2022 41

Ambition: UCC examples Our ambition is to: Provide a dynamic and supportive research environment that will enhance our position as a leading research university; Develop improved career structures, including research career paths, in line with national policy; Develop strategic alliances with other internationally-minded peer universities; Mary O'Regan June 2022 42

4 main areas working together Working Groups & Surveys Updating the Action Plan Embedding Level of Ambition Mary O'Regan June 2022 43

Thank you Any Questions? Mary O'Regan June 2022 44