Below is a high-level outline of the interview & Selection process for all research funded staff whether they are under the Research Careers Framework (RCF) or not.

Step 1: Form Interview Board

Step 2: Prepare Shortlist

Step 3: Contact Candidates

Step 4: Conduct Interview (+optional presentation)

Step 5: Choose recommended candidate

Step 6: Provide Feedback

Step 7: Conduct Post interview process

Step 8: Finalis contractual discussions / issue contract

The Chairperson will normally be the Principal Investigator (PI) who 'owns' the vacant position

It is the role of the Chairperson to:

• Liaise with the Recruitment Administrator regarding the set up of the Board of Assessors
• Ensure all board members are kept informed of any changes affecting the boards composition
• Ensure the overall integrity of the recruitment and selection process
• Lead the short-listing and interview process - including the introduction of candidates to the Assessment Board and explanation of procedures
• Ensure that a Selection Report and recommendation is prepared and signed by all Assessment Board members
• Ensure that all Interview Notes generated during the interview process are collated at the end of the process for retention by UCD HR (Recruitment)

Board of Assessors Form

• Board of Assessors Form - All Research Posts (24/11/23)

The Recruitment & Selection Policy contains further information on replacing board members, conflict of interest and board composition.

All applications (UCD’s on line application form, applicant’s cover letter and curriculum vitae) are distributed on line to designated Board members within the period outlined in the Service Level Agreement (Currently 3 days).

The Chairperson must complete a selection report in order to verify and record the Board’s decisions. These reports will facilitate any subsequent feedback requests from candidates and should provide clear and comprehensive reasoning as to why candidates were excluded.

Please note that Board of Assessors must screen candidates' experience based on their alignment with the Research Careers Framework. Candidates who are overqualified for a PD1 or PD2 ie. those whose total Postdoctoral experience, inclusive of the duration of the advertised post, would exceed 4 years for PD1 roles or 6 years for PD2 roles would be deemed ineligible to be shortlisted. Please refer to the RCF or contact your local Resourcing Consultant if you are unsure before proceeding to shortlist candidates to interview.

Shortlisting Scoresheets - SET colleges

• Shortlisting Score Sheet – UCD Postdoctoral Researcher I (SET)
• Shortlisting Score Sheet – UCD Postdoctoral Researcher II (SET)

Shortlisting Scoresheets - HSS colleges

• Interview Score Sheet – UCD Postdoctoral Researcher I (HSS)
• Shortlisting Score Sheet – UCD Postdoctoral Researcher II (HSS)

Shortlisting scoresheets - Research Fellow

• Shortlisting Score Sheet – UCD Research Fellow

Further information on Rating Scales and other aspects of the shortlisting process can be found in the Recruitment & Selection Policy.

Once the Board has agreed a shortlist the PI (or nominee) should contact candidates and arrange the interviews for the position.

The minimum notice requirement is:

• 1 week if its local candidates (i.e. those living in Ireland) and no presentation is involved
• 2 weeks if there is a presentation involved and also if candidates from outside of Ireland are shortlisted

Should the candidate not be able to attend on the allotted date, the Board will decide whether or not an alternative interview date can be facilitated.

Interview scoresheets - SET colleges

• Interview Score Sheet – UCD Postdoctoral Researcher I (SET)
• Interview Score Sheet – UCD Postdoctoral Researcher II (SET)

Interview scoresheets - HSS colleges

• Interview Score Sheet – UCD Postdoctoral Researcher I (HSS)
• Interview Score Sheet – UCD Postdoctoral Researcher II (HSS)

Interview scoresheets - Research Fellow

• Interview Score Sheet – UCD Research Fellow

The selection decision should be made based on the outcome of all selection tools and consideration should be given to how candidates rated across all of the areas of the job’s requirements, be they research, publication, teaching, leadership, or administrative factors. The best person for the job will not necessarily be the person who performed best in the interview.

Applicants should be ranked suitable/unsuitable for appointment based on:

• Performance at interview(s).
• The written application.
• Further evidence (for example, alternative forms of assessment such as publications, skills testing).

The selection decision and any supporting evidence must be documented. This document is called the Selection Report and consists of the signed recommendation and completed score sheets for each candidate.

Candidates awaiting Phd

Where a PI wishes to recruit someone who has submitted their thesis but is still awaiting examination, they will be offered a post as a Research Assistant and on the Research Assistant pay rates until the achievement of the required criteria  Further details can be found in the Policy.

Recommendation Forms

• Recommendation Form – Research Funded Staff (2023)

The Chairperson will normally be the Principal Investigator (PI) who 'owns' the vacant position

It is the role of the Chairperson to:

• Liaise with the Recruitment Administrator regarding the set up of the Board of Assessors
• Ensure all board members are kept informed of any changes affecting the boards composition
• Ensure the overall integrity of the recruitment and selection process
• Lead the short-listing and interview process - including the introduction of candidates to the Assessment Board and explanation of procedures
• Ensure that a Selection Report and recommendation is prepared and signed by all Assessment Board members
• Ensure that all Interview Notes generated during the interview process are collated at the end of the process for retention by UCD HR (Recruitment)

Board of Assessors Forms

• Board of Assessors Form - All Research Posts (24/11/23)

The Recruitment & Selection Policy contains further information on replacing board members, conflict of interest and board composition.

All applications (UCD’s on line application form, applicant’s cover letter and curriculum vitae) are distributed on line to designated Board members within the period outlined in the Service Level Agreement (Currently 3 days).

The Chairperson must complete a selection report in order to verify and record the Board’s decisions. These reports will facilitate any subsequent feedback requests from candidates and should provide clear and comprehensive reasoning as to why candidates were excluded.

Shortlisting Scoresheets - Non-RCF posts

• Issued by HR

Further information on Rating Scales and other aspects of the shortlisting process can be found in the Recruitment & Selection Policy.

Once the Board has agreed a shortlist, HR will contact the candidates and arrange the interviews for the position, however, the PI may choose to do this instead of HR.

The minimum notice requirement is:

• 1 week if its local candidates (i.e. those living in Ireland) and no presentation is involved
• 2 weeks if there is a presentation involved and also if candidates from outside of Ireland are shortlisted

Should the candidate not be able to attend on the allotted date, the Board will decide whether or not an alternative interview date can be facilitated.

Interview scoresheets - Non-RCF staff

• Issued by HR

The selection decision should be made based on the outcome of all selection tools and consideration should be given to how candidates rated across all of the areas of the job’s requirements, be they research, publication, teaching, leadership, or administrative factors. The best person for the job will not necessarily be the person who performed best in the interview.

Applicants should be ranked suitable/unsuitable for appointment based on:

• Performance at interview(s).
• The written application.
• Further evidence (for example, alternative forms of assessment such as publications, skills testing).

The selection decision and any supporting evidence must be documented. This document is called the Selection Report and consists of the signed recommendation and completed score sheets for each candidate.

Candidates awaiting Phd

Where a PI wishes to recruit someone who has submitted their thesis but is still awaiting examination, they will be offered a post as a Research Assistant and on the Research Assistant pay rates until the achievement of the required criteria  Further details can be found in the Policy.

Recommendation Form

• Issued by HR