Doctoral Employees Unit

To better support the PhD community, including PhD candidates and supervisors, in navigating the challenges of a PhD and maintaining a healthy work dynamic, the Vice Presidency for Human Development (VPH) has set up a dedicated team within its People Experience department.

The Doctoral Employees Unit acts as a confidential and neutral resource, providing an individual space for listening, guidance, and support. We work proactively to help prevent challenges affecting the doctoral journey and, where appropriate, we may offer facilitation services to support constructive dialogue.

Facilitation is an informal and collaborative process that can help clarify concerns, improve communication, and explore solutions at an early stage, potentially before a formal mediation process becomes necessary. Facilitation may be proposed by either the doctoral employee or the thesis director. It is only conducted when all parties have explicitly agreed to engage in the process.

Academic matters (doctoral milestones, study plan, examinations, supervision, etc.) remain the responsibility of the respective Doctoral Programs.

What is changing?

Previously, all categories of employees were supported by each HR dedicated to their respective School.

Now, VPH – People Experience is introducing our dedicated team to provide specialist support tailored to the PhD candidates’ unique situation as both student and employee enrolled in a degree program.

Our expertise

Our ambition is to contribute to a healthy, respectful, and sustainable work and study environment.

→ Guidance and support in managing difficult situations

We can provide individual support or guidance in situations that may affect you in your work and study environment or wellbeing, for example:

  • Interpersonal or organizational challenges in the workplace
  • Situations where constructive dialogue between stakeholders may help clarify concerns and identify solutions
  • Situations where you are unsure whom to contact or how to proceed

→ Employment and contractual matters

You may contact us if you have questions or concerns related to your employment status, for example:

  • Employment contracts, renewals, or extensions
  • Clarification regarding employment conditions as a doctoral employee (workload, leave, absences etc.)
  • HR related procedures

→ Navigating institutional processes

Institutional processes can sometimes be difficult to navigate. We can help:

  • Identify the appropriate contact person or service
  • Clarify internal procedures or practices
  • Facilitate coordination across services

Our ambition is to contribute to a healthy, respectful, and sustainable working environment.

→ Guidance and support in managing difficult situations

We provide guidance and opportunities for reflection on workplace dynamics, collaboration and communication, for example:

  • Serving as a sounding board for the daily life of the lab, providing a space to discuss ways of working and the integration of new members
  • Contexts where early support may help prevent the escalation of difficulties and contribute to a positive working environment
  • Situations where constructive dialogue between stakeholders to help clarify concerns, align expectations, and identify appropriate solutions

→ Collective reflection and shared practices

We may also contribute to themed collective reflections and exchanges on recurrent challenges, in order to share practices, and foster greater collective alignment on expectations and needs.

→ Navigating institutional processes

For new PIs at EPFL, we offer guidance to help them better understand the institutional framework and the specificities of the Swiss doctoral employment system.

Contact

Don’t hesitate to contact us!

Our team brings in-depth knowledge of the institution and strong experience in facilitating sensitive situations, with a collaborative and a confidentiality-respecting approach:

For any questions, please send us an e-mail to:
[email protected]

Access map