Research Recruitment Guide - Human Resources

By Leonard Wright,2014-05-16 02:37
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At the shortlisting meeting, the Board of Assessors should agree on a suitable interview date (at least 2 weeks forward) and any specific assessment methods

    Recruitment and Selection Procedures for Research Posts


    Research posts are funded by external funding grants and agencies and are usually

    on a fixed term contract basis. The University recognises the need for research

    centres to be in a position to recruit research staff in as expedient manner as

    possible while adhering to best practice methods of recruitment and selection and in

    compliance with legislation. The Human Resources Office will assist and advise staff

    of Research Centres/Schools/Colleges in managing the recruitment of research staff.

    All offers of employment at NUI Galway must be processed by the HR office.

    It is University policy to advertise all research vacancies except in the case of;

    ? Personal awards such as some Marie Curie and Government of

    Ireland Fellowships,

    ? Researchers mentioned in grant applications,

    ? New posts with duration of less than one year without prospect for



    ? It is recommended that the Principal Investigator who wishes to recruit a

    researcher must first meet with the HR Officer for Research this meeting

    would be expected to take 30 minutes.

    ? It is the responsibility of the Principal Investigator to demonstrate to the HR

    Officer for Research that the post is a Contract Research Post and that the

    primary function of the post is research.

What we need from you.

Posts will be advertised by Human Resources on receipt of all the necessary

    documentation from the coordinator of the Post.

     A completed Post Proposal Form which must first be approved by the office of

    Research Accounts.

     A completed Initialising Post Form Research Posts.

     A copy of the proposed advertisement and any other information on the post.

    (Sample advertisements available from HR)

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     Research posts will be advertised with University and other appropriate logos

     (signpost adverts) in requested publications with the standard closing dates

     as follows:

     Nationally 2 to 4 weeks

     Internationally 3 to 6 weeks

     For externally funded research posts the cost of advertisement will be

    covered from the funding agency/ grant funds

     Posts will be automatically advertised on HR website, HEAnet and any

    contracted service providers (incl. free websites) to NUI Galway.

     Human Resources Office will confirm date post will be advertised and

     recommend that you circulate the advertisement to colleagues and possible

     interested parties.

What we need from you:

     Completed text of Advertisement

     Further information for applicants if there is additional information on the

    School, Centre or Unit, this should be forwarded to the HR Office prior to


     Post Coordinator will submit a Purchase Order to cover the costs of the total

    advertising campaign when advised by HR.

Turnaround Time

     Posts will generally be advertised within two weeks of receipt of all the

    completed documentation.


     The individual Research Centre or Post Coordinator will receive the

    applications directly, either via post or e-mail

     It is essential that a record of all applications be recorded by the post

    coordinator an excel spreadsheet is useful for this purpose

     The post coordinator will agree a meeting with the board of assessors so that

    all applications can be reviewed

     The Shortlisting form should be completed and signed by all members of the

     Board of Assessors

     The Shortlisting form should indicate the decisions from the shortlisting

     meeting and the reasons for the decisions in relation to each applicant.

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     This includes the Essential and Desirable Selection criteria for the post and

     the agreed decision of the Board of Assessors in respect of each candidate

     vis a vis the specified criteria.

     At the shortlisting meeting, the Board of Assessors should agree on a suitable

    interview date (at least 2 weeks forward) and any specific assessment

    methods required e.g. Presentation.

     All members of the Board of Assessors are required to keep all matters

     pertaining to recruitment and selection as confidential.

     Shortlisted candidates will be invited to interview

     Those candidates not shortlisted should receive a regret letter from the post

    coordinator within one week of the shortlisting meeting.

     HR will provide the post coordinator with samples of all required letters.

What do we need from you

     A copy of the completed and signed shortlisting form should be returned to

    the HR Office


     Ideally, a minimum of 10 working days notice will be given to candidates to

    attend for interview

     The candidates should receive an invitation letter from the post coordinator

    containing details of the interview venue, time of interview, expense claim

    information (if applicable) and any other information sample invitation letters

    available from HR.

     For the interview;

     Each board member should receive an Interview pack containing the

     following information:

     Interview schedule

     Job advert/Job description

     Copies of all candidates applications

     Guidelines for non-discriminatory interview

     Research assessment form It is recommended that each member of

     the Board of Assessors complete an individual Interview Assessment

     Form for each candidate

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     Additional forms are required for the Chairperson

     who must also complete an Interview Assessment Summary Form for

     each candidate to contain the agreed marks and constructive

     comments for feedback for each applicant signed by each board


     The Chairperson of the Board of Assessors then completes an

     Interview Report outlining the Agreed Panel Mark and Comments on

     how the decision was made. The report must be signed by all

     members of the Board of Assessors.

     Required documentation from the Interview process to be collated by the

     Chair of the Board of Assessors and submitted to the Human Resources

     Office in advance of the post being offered to the successful candidate

    What we need from you:

     Once the interview process has been concluded the post coordinator must

    send the following items to the HR Officer Research

    1. Completed Interview report

    2. CV and contact details of successful candidate

    3. Confirmation of proposed salary and start date

    4. References may be sought with the permission of the candidate

    before or after the interview (sample request letter from HR)

     Post interview regret letters must be sent to unsuitable candidates within 3

    weeks of the interview date. Reserve candidates should be notified once the

    successful candidate has confirmed their acceptance. (sample letters

    available from HR)


     Post will be offered to successful candidate upon receipt of all the required


     HR staff will issue offer letter, contract, work authorisation (if applicable), pre-

    employment health assessment forms, Gárda clearance (for some posts) and

    any other required paperwork. Turnaround Time

     The successful candidate should receive their letter of offer within 5 working


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     A personal file will be kept of the new employee in HR

     What we need from you

     Information and Records on each recruitment campaign must be kept by the Post

    Coordinator for 2 years. (HR archives certain documents)

    ? list of applicants

    ? copies of application/cvs received for the post

    ? completed shortlisting form

    ? Interview Assessment Forms

    ? Interview Summary Report

     All queries on the Recruitment process for researchers should be directed to the

    Human Resources Office

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