Interview & Selection (Research Funded posts)

This section contains summary information on all aspects of the Research Funded Interview & Selection process from board formation to offers and contracts. The information in this section is primarily aimed at those setting up and running the interview process. For an applicant / candidate perspective visit the Work at UCD site.

There are minor differences in the process for posts under the Research Careers Framework and these have been called out below.

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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

RCF posts

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

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 - SET colleges

Shortlisting Scoresheets - HSS colleges

Shortlisting scoresheets - 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 scoresheets - HSS colleges

Interview scoresheets - 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

Non-RCF posts

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

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

Contact the HR Helpdesk

The HR Helpdesk is the primary point of contact for all your employment-related queries.  We are here to help you with any queries on employee benefits, terms & conditions and HR policies & procedures. If we can’t help you directly we will refer your query to a HR specialist area.

hrhelpdesk@ucd.ie

353-1-716-4900

HR Helpdesk,
2nd Floor Roebuck Offices,
UCD Belfield Campus.