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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):

Including: College of Arts & Celtic Studies and College of Human Sciences:

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).

The following documents are required for the resourcing process.

Research Authorisation Form (HSS) or Research Authorisation Form (SET) as relevant to your College/Unit.

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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 Submit approved Research Authorisation Form (HSS or SET) and relevant completed Job Description template (Word version) to HR Research Funded Resourcing - researchfundedrecruitment@ucd.ie 
Step 3: Formation of an assessment board Complete Board of Assessors Form for Research Funded Posts and send electronically to HR Research Funded Resourcing - researchfundedrecruitment@ucd.ie 
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 HR Research Funded Resourcing - researchfundedrecruitment@ucd.ie . Then, the HR Research Funded Resourcing Team HR will advise successful and unsuccessful candidate(s) of their results.
Step 8: Contractual discussions/Contract issued PI discusses objective grounds and salary with the HR Research Funded Resourcing Team who will draft the contract of employment afterwards
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.

  •  Work Permits

Staff or managers seeking information on Work Permits / Green Cards / Hosting agreements should consult our Work Permits page for information.

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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 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 downloads, completes and returns the Research Funded R Code Change Form

Step 2: The PI should ensure the form is signed by all relevant parties

Step 3: The PI sends the Research Staff - Change in R-Code Form to UCD HR Research Funded Resourcing Team by email: researchfundedrecruitment@ucd.ie

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 downloads, completes and returns the Research Staff - Change in hours Form

Step 2: The PI ensures the form is signed by all relevant parties

Step 3: The PI sends the form to UCD HR Research Funded Resourcing Team by email: researchfundedrecruitment@ucd.ie

4.3 - Salaries for Research Staff

UPDATE- 1 April  2017

In accordance with the Public Service Stability Agreement 2013 – 2018 (Haddington Road Agreement/Lansdowne Road Agreement) and the Financial Emergency Measures in the Public Interest Act 2015 full-time annual basic salaries up to €65,000 will be increased by €1,000 with effect from 1 April 2017.

Where a public servant currently in receipt of annualised remuneration of between €65,000 and €110,000 had their salary reduced under the terms of the Haddington Road Agreement/FEMPI Act 2013, one half of the reduction will be restored to his/her salary with effect from 1 April 2017. The second half of the reduction will be restored on 1 January 2018. This figure includes the first installment of the restoration.

Where a public servant currently in receipt of annualised remuneration above €110,000 had their salary reduced under the terms of the Haddington Road Agreement/FEMPI Act 2013, one third of the reduction will be restored to his/her salary with effect from 1 April 2017. The second third of the reduction will be restored on 1 April 2018 and the final third on 1 April 2019.

This pay restoration has been reflected in the Research salaries listed below.

 

For new entrants to the Public Sector effective 1st January 2011:

The BRC has confirmed that with effect from 1 January 2011, research appointments will continue to be made ‘off scale’, however appointments will be made at a set of fixed salary points. 

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 BRC prior to submitting this to UCD HR Research Funded Resourcing Team by email: researchfundedrecruitment@ucd.ie

Off-scale appointments at salaries other than the fixed salary points or outside the scope of the policy will be made only with the prior approval of BRC. The approved fixed salary points for Research Assistant, Post-Doctoral Fellow 1, Post-Doctoral Fellow 2 and Research Fellow are as follows:

New to the Public Sector since January 2011

RESEARCH ASSISTANT:

  1. €21,157
  2. €21,761
  3. €22,385
  4. €23,025
  5. €23,686
  6. €24,367
  7. €25,068
  8. €25,428
  9. €26,160
  10. €26,915
  11. €27,672
  12. €28,452
  13. €29,255
  14. €30,082
  15. €30,933

POST DOC LEVEL 1:

  1. €34,975
  2. €35,974
  3. €37,003
  4. €38,063

POST DOC LEVEL 2:

  1. €39,155
  2. €40,279
  3. €41,437
  4. €42,630

RESEARCH FELLOW:

  1. €47,544
  2. €48,921
  3. €50,338
  4. €51,798
  5. €57,813
  6. €59,496
  7. €61,197
  8. €62,935

2010 range: For existing Public Sector Staff prior to 1st January 2011:

Salary ranges are as follows:

RESEARCH ASSISTANT:

  1. €23,396
  2. €24,069
  3. €24,761
  4. €25,473
  5. €25,838
  6. €26,583
  7. €27,351
  8. €28,142
  9. €28,956
  10. €29,794
  11. €30,635
  12. €31,502
  13. €32,083
  14. €32,993
  15. €33,930

POST DOC LEVEL 1:

  1. €38,750
  2. €39,860
  3. €41,003
  4. €42,181

POST DOC LEVEL 2:

  1. €43,394
  2. €44,643
  3. €45,930
  4. €47,255

RESEARCH FELLOW:

  1. €52,716
  2. €54,245
  3. €55,820
  4. €57,442
  5. €64,125
  6. €65,996
  7. €65,996*
  8. €66,925*

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

* Where a public servant currently in receipt of annualised remuneration of between €65,000 and €110,000 had their salary reduced under the terms of the Haddington Road Agreement/FEMPI Act 2013, one half of the reduction will be restored to his/her salary with effect from 1 April 2017. The second half of the reduction will be restored on 1 January 2018. These points include the first installment of the restoration.

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 to the BRC or nominated forum for a change in salary level to a maximum of 5% taking account of the individual’s performance and availability of budget. A twelve month period must elapse between such submissions.

Forms:

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

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

Salary increase form – Non-RCF Research Funded Staff 

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 Research Funded Resourcing Team by email: researchfundedrecruitment@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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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.

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If you need to speak to a member of UCD HR Research Funded Resourcing Team (Research posts only), please call us on +353 (01) 716 4904 - 4905 - 4963

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