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
? Researchers mentioned in grant applications,
? New posts with duration of less than one year without prospect for
STEP 1. ESTABLISHING THE POSITION
? 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
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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STEP 2. ADVERTISING
Research posts will be advertised with University and other appropriate logos
(signpost adverts) in requested publications with the standard closing dates
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
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.
Posts will generally be advertised within two weeks of receipt of all the
STEP 3. SHORTLISTING
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
STEP 4. INTERVIEW
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
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)
STEP 5. OFFER OF POST - BY HR OFFICE
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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