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 http://www.ul.ie/hrresearch/comps.html ).
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 http://www.ul.ie/hrresearch/comps.html 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 http://www.ul.ie/hrresearch/recruit.html ).
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 www.irishjobs.ie .
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.
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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.
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Appendix 1 - Roles and Responsibilities for Research Recruitment
Owner: HR
Owner: HR and Project Leader
Owner: Project Leader
Planning
- Secure Funding
- Identify Appropriate
Level
Recruitment SubCommittee
Role Approved by
Recruitment SubCommittee
Agree Recruitment
Pack..
Complete
Recruitment Pack
Signed and Agreed
Advertise Post
Send Pack to PL after
closing date
Pre-Screen and
Shortlist. Inform HR
of list for interview,
interview date,
confirm board and
venue.
Refreshments.
Send Regret Letters.
Contact candidates
for interview.
Organise video
conference/web cam
with ITD if necessary.
Prepare and send
interview packs.
Gather references.
Conduct Interviews.
Return interview
documentation to
HR, including
Selection Board
Report.
Draw up contract.
Work Authorisation if
ncessary.
Send Regret Letters.
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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.
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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.
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