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Research Funded Resourcing

Overview

Welcome to the updated UCD Research Funded Resourcing webpage. This page contains guidelines and documentation required to advertise and recruit research funded staff into the University. Here you will also find guidelines on making adjustments to the contract arrangements of current staff e.g. change in hours/change in r-code or salary where appropriate.  Information on Service Level Agreements (SLAs) is also available.

UCD recently introduced a comprehensive Research Careers Framework in line with the Advisory Science Council Report ‘Towards a Framework for Researcher Careers’. This model provides a structured and supportive Career and Skills Development system designed to ensure that Post-docs in UCD are able to plan their careers and prepare for future opportunities in academia, industry or the public sector. 

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Contents

  1. Recruitment under the Research Careers Framework: relevant documents and policies for the recruitment of Post Doctoral Researchers/Research Fellows.

    1.1 For Colleges under the areas of Science Engineering & Technology Colleges (SET Colleges)

    1.2 For Colleges under the areas of Humanities & Social Sciences (HSS Colleges)

  2. Non-Research Careers Framework Recruitment: relevant documents and policies for the resourcing of non-Research Careers Framework (RCF) positions
  3. Recruitment Process: Outline and Summary
  4. Contract Adjustments for existing research staff
    4.1 Changing the payment source
    4.2 Changing working hours
    4.3 Salaries for Research Staff
    4.4 Ending a Research Contract

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1. Resourcing under the Research Careers Framework

This section specifically covers the resourcing of:

  • UCD Post Doctoral Research Fellow Level 1
  • UCD Post Doctoral Research Fellow Level 2
  • Research Fellow

Relevant University Policies / Guidelines:  

Full details of the Resourcing process are available within the Recruitment and Selection Policy - Research Funded Staff, at the link above. Under the Research Careers Framework (RCF), it is expected that all research positions must be advertised to ensure transparency and openness.

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1.1 For Colleges under the areas of Science, Engineering & Technology Colleges (SET Colleges):

SET Colleges include: College of Engineering, Mathematical & Physical Sciences, College of Health Sciences and UCD Research:

Employment Contract Management Policy (SET Colleges) - UCD staff access only

The following documents are required for the recruitment process.

Pre-Resourcing:

Shortlisting Stage:

Interview Stage:

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1.2 For Colleges under the areas of Humanities & Social Sciences (HSS Colleges) and Business:

Including: College of Arts & Humanities, College of Social Science and Law and the College of Business

Employment Contract Management Policy HSS Colleges - UCD Staff access only 

The following documents are required for the resourcing process.

Pre-Resourcing:

 Shortlisting Stage:

Interview Stage:

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2. Non-Research Careers Framework Posts:

Non-RCF posts includes all other research funded roles you wish to advertise or recruit for that don’t fit under the banner of the Research Careers Framework (ie: posts that are not postdoctoral researchers or research fellows).

You must complete an Online Hiring Form in order to commence the process.

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3. Resourcing Process: Outline & Summary for posts under the Research Careers Framework

A detailed description of the selection process is contained in the UCD Recruitment & Selection policy however you will find a brief outline below.  For information on timelines see Resourcing's Service Level Agreements (SLAs).

 Selection & Appointment Process Actions Required
Step 1: Pre-Advertising requirements Review Skilled Resource Pool (SRP) and Employment Contract Management Guidelines for SET/HSS as relvant
(UCD Staff access only - enter UCD Connect username & password)
Step 2: Advertise post Contact the Resourcing Consultant for your area to discuss the objective grounds, salary & to review the job description before completing an Online Hiring Form
Step 3: Formation of an assessment board Complete Board of Assessors Form for Research Funded Posts and send electronically to the HR Administrator assigned to your post.
Step 4: Interview board Prepares Shortlist View applications through ESS and complete the relevant Shortlisting Score Sheet for your position and College/Unit
Step 5: PI arranges interviews for shortlisted candidates Interview schedule confirmed with candidates and Board of Assessors
Step 6: Interviews Board completes the relevant Interviews Score Sheets for your position and College and all Board Members sign Definitive interview Score Sheet
Step 7: Choose recommended candidate(s) Board completes and signs Recommendation Form - with recommended candidate and reserve candidate listed (if any) and sends to the Resourcing administrator tied to the competition. Then, the Resourcing administrator will advise successful and unsuccessful candidate(s) of their results.
Step 8: Contractual discussions/Contract issued PI discusses the start date and salary with the Resourcing administrator who will ask the Research Finance Office to validate  prior to contract generation
Step 9: Feedback Candidates who have been informed they are unsuccessful may request feedback from the Chairperson through UCD HR.

Further information specific to the Research area

  • Arranging Interviews

Once the board has agreed a shortlist, the PI or nominee (rather than UCD HR) should contact the candidates and arrange interviews for the post. Please note, the minimum notice requirement is 1 week.

  • Interview Training

Interview training for board members is available through UCD HR

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4. Contract adjustments for existing staff

4.1 - Changing the payment source

On occasion it may be necessary to alter the funding source listed on a research contract / research funded online hiring form/Research Authorisation Form. Please follow the steps below if you wish to change or replace an existing code or introduce split a payment between a number of codes.

Step 1: The PI logs into InfoHub, clicks on Human Resources and then selects the Resourcing tab.

Step 2: The PI then selects the Hiring & Employee Changes (Research Funded) form and within the menu selects “Change Employment Details”.

Step 3: The PI enters either the Name, Email or Personnel Number of the employee into the search field. *Please note: a PI can only change the details of an employee currently assigned to their cost centre. 

Step 4: Select the "Change Grant Code" option for the employee in question.

Step 5: Once you have completed the mandatory fields on the form click on the submit button so that the form can move to the next stage in the approval workflow. 

Note: A change in the Research Account Number will also mean that the new Research Account has to be verified by the Research Finance Office

 

4.2 - Changing working hours

On occasion it may be necessary, or desirable, to change the working hours listed on a research contract / research authorisation form. Please follow the steps below if you wish to change a researchers working hours.

Step 1: The PI logs into InfoHub, clicks on Human Resources and then selects the Resourcing tab.

Step 2: The PI then selects the Hiring & Employee Changes (Research Funded) form and within the menu selects “Change Employment Details”.

Step 3: The PI enters either the Name, Email or Personnel Number of the employee into the search field. *Please note: a PI can only change the details of an employee currently assigned to their cost centre. 

Step 4: Select the "Change Hours" option for the employee in question.

Step 5: Once you have completed the mandatory fields on the form click on the submit button so that the form can move to the next stage in the approval workflow. 

 

4.3 - Salaries for Research Staff

The Principal Investigator is responsible for proposing a salary at a point that is compatible with the applicant’s skills and experience and competitive with their existing remuneration or remuneration being offered by other prospective employers. Where a PI wishes to appoint at a salary point other than the agreed fixed salary points or outside the scope of this policy, they must have explicit approval of the Head of School/Unit, College Principal/Vice-President/Head of Function as well as the Research Finance Office prior to submitting this to the UCD HR Helpdesk (hrhelpdesk@ucd.ie).

Off-scale appointments at salaries other than the fixed salary points or outside the scope of the policy must also have the explicit approval of the Head of School/Unit, College Principal/Vice-President/Head of Function as well as the Research Finance Office prior to submitting this to UCD HR Research Funded Resourcing Team.

The approved fixed salary points for Research Assistant, Post-Doctoral Fellow 1, Post-Doctoral Fellow 2 and Research Fellow are listed below:

 

Update- 1 September 2019

 

RESEARCH ASSISTANT:

  1. €22,496
  2. €23,467
  3. €24,527
  4. €25,232
  5. €25,958
  6. €26,704
  7. €27,087
  8. €27,869
  9. €28,673
  10. €29,502
  11. €30,358
  12. €30,925
  13. €31,798
  14. €32,698
  15. €33,301
  16. €34,245
  17. €35,218

POST DOC LEVEL 1:

  1. €37,874
  2. €38,418
  3. €40,221
  4. €41,373
  5. €42,559
  6. €43,782

POST DOC LEVEL 2:

  1. €45,041
  2. €46,337
  3. €47,673
  4. €49,049

RESEARCH FELLOW:

  1. €54,717
  2. €56,304
  3. €57,938
  4. €59,622
  5. €66,559
  6. €68,501
  7. €69,423
  8. €71,429

The lowest fixed salary point should be used for all Post-Doctoral Fellow 1 appointments, unless the appointee has significant post-doctoral research experience.

 

Changing a Salary:

It is important to note that the fixed salary levels are not scales, and automatic incremental progression does not apply. In line with other non-scale staff, the PI may make a case for a change in salary level taking account of the individual’s performance and availability of budget (though subject to the salary alignment/increase guidelines outlined below). A twelve month period must elapse between such submissions.

For aligned research funded staff i.e. Post Doctoral Research Fellows, Research Assistants & Research Fellows the key principles are: that the employee has already been aligned to the agreed rates for Research funded staff, funding permits this salary increment being applied (as approved by Research Finance Office), performance objectives have been met, the effective date will be in line with the Haddington Road/Lansdowne Road Agreement and the increment will allow an employee move to the next salary point only. Note: This will not apply in the case where the funding body determines salary for an individual eg. Marie Curie/IRCHSS etc.

For non-Research Careers Framework staff, the key principles are that no more than a 5% increase is permitted, the effective date will be in line with the Haddington Road/Lansdowne Road Agreement and funding permits this salary increase being applied (as approved by Research Finance Office).

 

Please follow the steps below if you wish to change a salary for research staff.

Step 1: The PI logs into InfoHub, clicks on Human Resources and then selects the Resourcing tab.

Step 2: The PI then selects the Hiring & Employee Changes (Research Funded) form and within the menu selects “Change Employment Details”.

Step 3: The PI enters either the Name, Email or Personnel No of the employee into the search field. *Please note a PI can only change the details of an employee currently assigned to their cost centre. 

Step 4: Select the “Change Salary” option for the employee in question. *Please note This option can not be used for salary alignment of historic 2010/2011 salaries (please see the details below).

Step 5: Once you have completed the mandatory fields on the form click on the submit button so that the form can move to the next stage in the approval workflow. 

*Please note: the alignment of older research funded salaries still on the 2010/2011 fixed rates rates to the current fixed salary points must be completed through the paper based application form below and returned to the hrhelpdesk@ucd.ie. These applications are subject to the salary alignment/increase guidelines outlined in the form.

 

Salary Alignment Form:

Salary alignment form – Research Funded Staff  
(Post Doctoral Research Fellows, Research Assistants & Research Fellows only)

 

4.4 - Ending a Research Contract:

An employment contract can end in two ways – either the contract ends at the original term or the contract is ended prematurely.

If the contract is ending:

Step 1: The PI should notify UCD HR Contracts Team by email: hrcontracts@ucd.ie in writing that a contract is ending (This notification often follows a reminder from UCD HR as part of the general renewal process).

Step 2: The PI should indicate if the employee has any outstanding holiday payments due.

Note: PIs who have researchers approaching the end of their contracts will be sent notifications on a monthly basis to keep you up to date. We ask that you to confirm to us as soon as possible that your researchers will end as planned.

If the contract is being ended due to a researcher resigning

Researchers who intend to resign from their position prior to its end date should follow the steps outlined in the UCD Resignation Policy.

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Onboarding Employer Checklists

View or download helpful checklists to assist you with the onboarding of your new team member and setting them up for success in their new role.

Here you will find useful hints/actions to complete prior to joining, first week (induction) and regular follow up.

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Payroll Deadlines

Documents must reach UCD HR by the 20th of the month prior to the month of payment/end or adjustment

e.g. for payment at the end of November, the deadline is 20th October.

Files must reach the Research Finance Office by 15th of the month for processing and sending on to UCD HR.  Documents that arrive with Research Finance by this date will be given first priority, if your documents arrive in their Office after the 15th of the month they may not be processed in that coming payroll month.

 Note: As the university is closed for some time at Christmas, the payroll deadline for December is generally in mid-late November.

 Note: It is important for all parties to note that advances will not be issued to employees whose contract is submitted after the payroll deadline and payment will be made in the following months payroll.

 

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PPS & Tax

Learn about Tax Certs and find out how to apply for a PPS Number.

 

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Ask HR

If you cannot find the information you are looking for please 'Ask HR' by completing this form below.

Your Name: *
Personnel No: (optional)
Your Email: *
Your Telephone: *
 

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If you need to speak to a member of UCD HR Resourcing team  please contact +353 (01) 716 4932

Alternatively, please go to UCD HR Resourcing Contact List to visualise the contact details from all members of the UCD HR Resourcing: Resourcing Contact List