Guidelines for Recruitment of Researchers

Guidelines for Recruitment of Researchers

The purpose of this document is to provide guidelines for the recruitment of contract Researchers. If you have any queries on this document or would like to seek clarification, please contact Alison O’Regan, Human Resources.

These Guidelines should be read in conjunction with Appendix 1 – Roles and Responsibilities for Research Recruitment.

Applicability of Guidelines

These Guidelines apply to all contract research posts of 12 months or longer.

1. Planning

1.1 Available funding should be used to gain the best mix possible to achieve the project objectives. Your decisions should primarily reflect the needs of the project. Levels of appointment should be in line with levels of qualification and experience (see salary scales at ).

1.2 Contract duration will be determined by the length of the project, provided that sufficient funding is available.

1.3 The researcher salary scales provide an overview of the qualifications and experience that should apply at each level. The skills required for the role should also be taken into account at this stage.

2. Funding and Authorisation

2.1 Recruitment Sub-Committee. All research recruitment must have the prior approval of the Recruitment Sub-Committee.

2.2 Recruitment Pack. This form must be fully signed off prior to the advertisement. In cases of contracts less than twelve months, it must be fully signed off two weeks prior to the commencement of the researcher. Responsibility for seeking signatures lies with the Project Leader or relevant administrator. This form requires four signatories; Project Leader, Head of Department/Dean, Finance (Research Accountant), and HR Officer for Research. A copy of this form is available at ).

2.3 Please be aware of requirements to allow for overheads. These requirements are outlined on the Finance website.

2.4 Once signed by the Project Leader and Head of Department/Dean, this form should be sent to HR. This will then be reviewed by HR and Finance at the weekly Wednesday meeting.

3. Advertising

3.1 All posts must be advertised on ITD mail, the UL website, and . Decisions regarding any other location(s) of advertisements lie with the Project Leader.

3.2 All Research Ads should contain the following logos; UL, the funding body, and (where applicable) NDP.

3.3 All job advertisements should be concise and easy to read. The required information is outlined in the recruitment pack. Sample ads can be provided on request.

4. Selection

4.1 .Pre-screen. In line with best practice, all applications for a post must be reviewed by two relevant people, one of whom must be the Project Leader. Applications will be considered against the requirements for the role and this will be recorded (see sample form attached).

4.2 Shortlist. Those applicants who most closely match the criteria for the role should be invited to interview. If a large number of candidates match the essential criteria, the desirable criteria should then be applied. All records must be retained by the Project Leader and a copy sent to HR for storage.

4.3 Interviews. Interview panels must contain a minimum of three members, one of whom must be the Head of Department or Project Leader. The other two must be senior members of the research centre or academic department. One of the two may be an external expert in the field. Gender balance is important on interview boards. All interviewers should attend interview skills training.

In cases were candidates are overseas, video conference interviews may apply. Telephone interviews are not acceptable.

6. References

6.1 References should be gained prior to interview.

7. Recruitment and the Law

7.1 Appendix 2 provides a summary of your responsibilities under Equality Legislation when recruiting new staff. Information on Freedom of Information is also provided.

8. Work Authorisation and Visas

8.1 Any appointments will be subject to the receipt of work authorisation/visas where applicable. Please contact the Research HR Office or see the website for a step-by-step guide.

9. Contracts

Contracts will be issued by the Research HR Office on receipt of the completed Interview Report form, contingent on work authorisation where applicable.

Appendix 2

Freedom of Information Acts 1997 and 2003

Objective and main features of the Act

The main objective of the Freedom of Information Acts 1997 and 2003 is to foster and develop a culture of openness, transparency and accountability in public bodies. The Freedom of Information Acts assert the right of members of the public to obtain access to official information to the greatest extent possible, consistent with the public interest and the right to privacy of individuals. The Act is designed to allow public access to records held by public bodies, which are not routinely available through other sources.

The Act, effective from 21 April 1998, establishes three statutory rights:

• A legal right for each person to access records held by public bodies
• A legal right to have information relating to oneself amended where it is incomplete, incorrect or misleading, and
• A legal right to obtain reasons for decisions affecting oneself.

Access to information under the Act is subject to certain exemptions, involves specific procedures and time limits and includes provisions for internal review and external appeal.

What types of records are accessible?

A record is defined as including any memorandum, book, plan, map, drawing, diagram, pictorial or graphic work or other documents, any photograph, film or recording, or any form in which data are held. The Act therefore applies to all record types, stored in any format, manual, mechanical or electronic and includes letters, emails, diaries, post-its, handwritten notes, computer print-outs, voicemails, x-rays etc. The Act also covers drafts, parts and copies of records.

How does this affect the Selection Process?

Selection Board members should be aware that any notes that they make about any of the candidates may be discoverable under Freedom of Information legislation. Best practice dictates that proper notes are kept from interviews. A signed selection board report, master scoring sheet and interview notes should be placed on each file.

When recording information:

• Write objectively, support opinion with facts
• Ensure what you write is relevant to the issue
• Document reasons for decisions carefully and accurately

It is important to remember that the FOI Act obliges the University if so requested, to provide a statement of reasons for decisions including the decision taken by a Selection Board. This statement must be sufficiently clear to enable the requester to understand without undue difficulty why the University acted as it did. The application of clear unambiguous criteria, adhered to in a fair and equitable manner, is vital to ensure the University can comply with this requirement.

Contracts

This document sets out information in relation to the different forms of contracts, which cover the various types of employment relationships, for example:

• fixed term employment – temporary,
• specified purpose employment - temporary

The following is a Guide to managers in relation to the proper use of these contracts.

Fixed Term Contracts

Employees who are employed to cover short-term emergencies should be issued with contracts of employment which reflect the specific circumstances for which they are employed, including all of the standard temporary emergencies (eg. annual leave, sick leave, maternity leave, term-time leave, parental leave etc.). A fixed term temporary contract may be issued to cover all temporary requirements. To ensure compliance with the Protection of Employees – Fixed Term Work Act 2003, the purpose / duration of the temporary contract should be identified. It is important to determine at the outset which circumstance will bring about the termination of the contract:

• Reaching a specific date, e.g. 31st December (the end of the maternity leave period)

It is important to note that there is no barrier in the legislation to the renewal of this type of contract but the employer must have objective reasons for doing so (e.g. the staff member now wishes to take annual leave at the end of their maternity leave). Fixed Term Staff must be provided with a reason justifying the renewal and the reason why a permanent/multiannual contract is not offered (e.g. the staff member who is on maternity leave is extending their leave period by availing of their annual leave entitlement. Therefore the staff member will be returning to their permanent/multiannual post at the end of their leave which means the post you are filling remains a temporary post).

If Fixed Term Contracts are not managed carefully they may lead to contracts of indefinite duration after certain time periods (see Fixed Term Working Act 2003).

Specified Purpose Contracts

A specified purpose contract should be issued where there is a clear need to employ an individual on a once off basis, for example:

• to carry out a particular project (to conduct a research programme). The contract will not necessarily be for a specific period of time but rather it will be for the purpose of completing the project; or
• to replace a staff member whose absence is clearly determined in advance, e.g. a career break, secondment, leave of absence, long term sick leave; or
• to fill a vacant post on a temporary basis pending the filling of a the particular vacant post on a permanent basis through open competition.

The specified purpose contract can be issued for longer than three or four years without being automatically deemed a permanent/ multiannual contract (it can be issued without an end date). What is important about this contract is that it is issued for a specified purpose e.g. to provide cover for a career break, or pending the filling of the post in a permanent/multiannual capacity. Renewals of this type of contract will be a rarity, however, there may be a need for an extension of the contract and a renewal can be granted provided that there are objective reasons justifying the renewal and these are communicated to the employee (e.g. a genuine reason for renewal of the specified purpose contract is the fact that the research project has received additional funding).

The reason as to why s/he is not being offered a permanent/multiannual contract must also be outlined e.g. the funding is only available for a defined period of time. The purpose for which the individual is engaged must be clearly communicated to the temporary employee.

Contracts of Indefinite Duration

A contract of indefinite duration is ‘de facto’ a permanent/multiannual contract. In certain circumstances such contracts may come to an end for reasons such as redundancy, incapacity, incapability, retirement, etc.

Recruitment Guidelines for ResearchPage 1 of 5Document Number RSD001.5