Research Employment and Career Management Structure

BRIEFING SESSION

Implementation TeamUCC Research Careers Framework Steering Group Mr Diarmuid Collins, Bursar and Chief Financial Officer Professor Caroline Fennell, Head of College, Arts, Celtic Studies and Social

Sciences Mr. Michael Farrell, Corporate Secretary Professor Patrick Fitzpatrick, Head of College, SEFS Professor Paul Giller, Registrar and Senior Vice President Academic Dr Jim Greer, Tyndall Professor Anita Maguire, Vice President for Research and Innovation Professor Geraldine McCarthy, Acting Head of College, Medicine & Health Professor Irene Lynch-Fannon, Head of College, Business and Law

UCC Research Careers Framework Project Team Mr Michael Farrell, Corporate Secretary Ms Alison O’Connell, Human Resources Research Support Advisor Dr Maeve Lankford, EODS Partner, Learning and Development Professor Anita Maguire, Vice President for Research and Innovation Ms Mary McSweeney, Finance Office Ms Susan O’Callaghan, Human Resources Operations Partner Ms Helen O’Donoghue, HR Business Partner, SEFS Mr Paul Ryan, EODS Partner, Employee Relations

Session Objective & Overview

During this briefing session we plan to cover:

Context and Background

Summary of Key Changes on the: -Research Career Structure;

-Career Development and Training for research staff;-Recruitment Policy; -Contract Management Policy;-Salary Guidelines

Next steps

Q&A

1: Context and Background to Initiative

Context & Background

Current Situation

-Requirement for formal policy for researchers on a • Career structure• Training and development• Recruitment• Contract management • Salary administration

-Research staff comprise 30% (800 approx.) of staff population

-75% of Researchers are Postdoc and Senior Postdoc

- Policy will continue to be developed with regard to Research Assistants, Research Fellow and Senior Research Fellow

Context & Background (contd)

Focus on Research and Innovation part of national strategy - SSTI and Smart Economy

HERG Report and ASC Report

Protection of Employees (Fixed-Term Work) Act 2003

UMTO Approval for Research Career Structure

Main Headline Topics

Provide clearer research career pathways and related training and development activities

Consistent titles and job descriptions

Open and transparent recruitment

Post approval process

Employment contract management

Salary policy

Management information reports

Benchmarking

Irish University Sector Interview with relevant staff in UCD and Trinity UK Concordat on Research Careers Academic Research Careers in Scotland

2: UCC Research Career Structure

UCC Research Career Structure - PrinciplesResearch Career Structure includes:

Clearly defined levels in the research career path including: -Post-doctoral Researcher -Senior Post-doctoral Researcher -Research Fellow -Senior Research Fellow

Post-Doctoral and Senior Post-Doctoral training to complete doctoral development

Post-Doctoral/Senior Post-Doctoral generally to a maximum of 6 years, subject to term of project

Compete for Senior Postdoc after 3 years

All Post Doc & Senior Post Doc posts will be advertised

Research training and career development

UCC Research Career Structure

Sese

Sese

Post Doc

Senior Post Doc

Direct Entry/Open Competition

Research Fellow

Independent researcher/secures own funding

Senior Research Fellow

Independent researcher/secures own funding

Direct Entry/Open Competition

3: Career Development and Training Framework

Career Development and Training Framework for Research Staff

Establishment of skills and career development framework

Key skills categories identified

Development objectives agreed by PI and researcher

Web based system for personalised skills analysis, monitoring and recording of training

Balance maintained between the researchers role and training and development

Career Development and Training Framework for Research Staff

 

Research Fellow and Senior Research Fellow

Leadership DevelopmentManaging Research TeamsMentoring TrainingNegotiating SkillsCommercialisation and IPCertificate in Teaching and Learning

Senior Post Doctoral Researcher

ResearchThe Research Process and Effective Communication- from grant proposal to Research PublicationWorking with Postgraduate Research StudentsFunder review panelsSecuring FundingAcademiaTeaching and Learning SkillsSupervising PhD studentsIndustry Industry led workshops (e.g. leadership)Commercial awarenessKnowledge TransferCareer PlanningCV, Job Application and Interview Techniques

Postdoctoral Researchers

The Research Process and Effective Communication- grant-writing to publicationScientific WritingEpigeum Module on Ethics in ResearchCommunication Skills TrainingPresentation SkillsCareer PlanningCV, Job Application and Interview Techniques

UCC Research Skills Ladder

4: Recruitment and SelectionSummary of Key changes & benefits

Recruitment – Key Changes in Policy

Clear role descriptions / generic template Research Assistant Post Doctoral Researcher Senior Post Doctoral Researcher Research Fellow Senior Research Fellow

Posts advertised HR website minimum 1 week

Approval by HOS or nominee or Director of Research Centre/Institute/Unit or nominee

R code will not necessarily be set up for advertising

Short-listing and interview process managed by PI

PI submits form to HR advising candidate being appointed, along with CV

HR make the offer and issue the contract of employment

Search by PI, details of appointee & salary sent to HR

HR obtains Finance approval for salary

HR issues contract, copy sent to Payroll & Research Accounts

YesResearcher appointed HR system

Consult with PI regarding query

PF submitted to HR, HR obtains approval HOS or Head Research Centre, post advertised

Stage One Stage Two Stage Three Stage Four Stage Five

New Research Appointment Process

No

5: Contract RenewalsSummary of Key changes & benefits

Contract Renewal Process

Contract reminders report sent PI 3 months before expiry, automated process through Agresso

PI sent contract reminder form, information populated on current appointment

PI completes details on contract renewal

Form includes workflow for electronic signatures

PI obtains sign off by HOS or nominee or Director of Research Centre or nominee, Research Accounts and submit to HR for contract renewal

Process timelines for a contract to be issued or renewed i.e. for a researcher starting on the 1st of the month, HR must receive approved form by the 20th of month before

HR monitor and control contract process centrally

Non Standard Contracts of less than 12 months duration

Where term of project less than 12 months

Exceptional circumstances-Specific skill required on research project-Replacement for resignation during term of the project-To cover period of leave of less than 12 months duration

Single specified purpose contract

Alignment of Existing Researchers to new policy framework

Mapping of existing researchers to new policy framework – within 12 months including:

-Research career structure -Salary scales -Development framework

HR will contact the Principal Investigator 3 months before contract expiry to discuss alignment

HR will provide advice to Principal Investigators on managing the expiry of a fixed term contract

6: Salary Policy Guidelines

Salary Administration Guidelines

Structured and transparent approach to salary determination for research staff

The IUA Scales will be used for research projects where funding allows

Researchers will be placed on a point on the scale and PI’s required to budget for increments

At contract renewal HR will discuss the salary with the PI

Alignment can only occur over time, to ensure that there is no unintended impact on funding for existing projects

For awards with designated fixed salaries e.g. Marie Curie, IRCHSS, IRCSET etc, payments will continue to be according to the award guidelines

or awards with designated fixed salaries e.g. Marie Curie, IRCHSS, IRCSET etc, payments will continue to be according to the award guidelines.

7: Communication

Communication of the New Policy Framework

College & College Management

College Research Committees

Trade Unions

Research Institute Centre Directors/Managers/Administrators

PI Briefing Sessions

Research Staff

8: Next Steps for Principal Investigators

Next Steps for Principal Investigators

PI’s support the implementation of the Research Career Structure

Support the training and career development of research staff

Recruitment: -Research roles must be filled by advertisement, open competition and transparent

selection; -Approval HOS or nominee or Head Research Centre or nominee; -Only HR can make an offer of appointment and issue a Contract of Employment.

Contract Management -Consider contract management policy at grant proposal stage;

-Ensure contract is issued for as long as possible, subject to project requirements & funding; -If a non standard contract is being issued be clear on grounds which apply.

Discuss the relevant changes with your Heads of Schools and Heads of Research Centres and explore any additional local processes/ mechanisms needed to enable the framework to operate effectively in your School

An evolving area - let Human Resources know if you have suggestions around improving the processes – these may be incorporated overtime

Note the deadline for changeover to the recruitment for new research positions is the 1 November, 2011 and the contract renewals will commence early in 2012

Next Steps for Principal Investigators

Q&A