Research Employment and Career Management Structure BRIEFING SESSION

Implementation Team UCC Research Careers Framework Steering Group n Mr Diarmuid Collins, Bursar and Chief Financial Officer n Professor Caroline Fennell, Head of College, Arts, Celtic Studies and Social Sciences n Mr. Michael Farrell, Corporate Secretary n Professor Patrick Fitzpatrick, Head of College, SEFS n Professor Paul Giller, Registrar and Senior Vice President Academic n Dr Jim Greer, Tyndall n Professor Anita Maguire, Vice President for Research and Innovation n Professor Geraldine Mc. Carthy, Acting Head of College, Medicine & Health n Professor Irene Lynch-Fannon, Head of College, Business and Law UCC Research Careers Framework Project Team n Mr Michael Farrell, Corporate Secretary n Ms Alison O’Connell, Human Resources Research Support Advisor n Dr Maeve Lankford, EODS Partner, Learning and Development n Professor Anita Maguire, Vice President for Research and Innovation n Ms Mary Mc. Sweeney, Finance Office n Ms Susan O’Callaghan, Human Resources Operations Partner n Ms Helen O’Donoghue, HR Business Partner, SEFS n Mr Paul Ryan, EODS Partner, Employee Relations

Session Objective & Overview During this briefing session we plan to cover: n Context and Background n Summary of Key Changes on the: -Research Career Structure; -Career Development and Training for research staff; -Recruitment Policy; -Contract Management Policy; -Salary Guidelines n Next steps n Q&A

1: Context and Background to Initiative

Context & Background n Current Situation -Requirement 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) n Focus on Research and Innovation part of national strategy - SSTI and Smart Economy n HERG Report and ASC Report n Protection of Employees (Fixed-Term Work) Act 2003 n UMTO Approval for Research Career Structure

Main Headline Topics n Provide clearer research career pathways and related training and development activities n Consistent titles and job descriptions n Open and transparent recruitment n Post approval process n Employment contract management n Salary policy n Management information reports

Benchmarking n n 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 - Principles Research Career Structure includes: n Clearly defined levels in the research career path including: -Post-doctoral Researcher -Senior Post-doctoral Researcher -Research Fellow -Senior Research Fellow n Post-Doctoral and Senior Post-Doctoral training to complete doctoral development n Post-Doctoral/Senior Post-Doctoral generally to a maximum of 6 years, subject to term of project n Compete for Senior Postdoc after 3 years n All Post Doc & Senior Post Doc posts will be advertised n Research training and career development

UCC Research Career Structure Senior Research Fellow Independent researcher/ secures own funding Sese Senior Post Doc Direct Entry/Open Competition

3: Career Development and Training Framework

Career Development and Training Framework for Research Staff n Establishment of skills and career development framework n Key skills categories identified n Development objectives agreed by PI and researcher n Web based system for personalised skills analysis, monitoring and recording of training n 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 Development Managing Research Teams Mentoring Training Negotiating Skills Commercialisation and IP Certificate in Teaching and Learning UCC Research Skills Ladder Senior Post Doctoral Researcher Research The Research Process and Effective Communicationfrom grant proposal to Research Publication Working with Postgraduate Research Students Funder review panels Securing Funding Academia Teaching and Learning Skills Supervising Ph. D students Industry led workshops (e. g. leadership) Commercial awareness Knowledge Transfer Career Planning CV, Job Application and Interview Techniques Postdoctoral Researchers The Research Process and Effective Communication- grant-writing to publication Scientific Writing Epigeum Module on Ethics in Research Communication Skills Training Presentation Skills Career Planning CV, Job Application and Interview Techniques

4: Recruitment and Selection Summary of Key changes & benefits

Recruitment – Key Changes in Policy n Clear role descriptions / generic template Ø Research Assistant Ø Post Doctoral Researcher Ø Senior Post Doctoral Researcher Ø Research Fellow Ø Senior Research Fellow n Posts advertised HR website minimum 1 week n Approval by HOS or nominee or Director of Research Centre/Institute/Unit or nominee n R code will not necessarily be set up for advertising n Short-listing and interview process managed by PI n PI submits form to HR advising candidate being appointed, along with CV n HR make the offer and issue the contract of employment

New Research Appointment Process Stage One PF submitted to HR, HR obtains approval HOS or Head Research Centre, post advertised Stage Two Search by PI, details of appointee & salary sent to HR Stage Four Stage Three HR obtains Finance approval for salary Researcher appointed HR system Yes HR issues contract, copy sent to Payroll & Research Accounts No Consult with PI regarding query Stage Five

5: Contract Renewals Summary of Key changes & benefits

Contract Renewal Process n Contract reminders report sent PI 3 months before expiry, automated process through Agresso n PI sent contract reminder form, information populated on current appointment n PI completes details on contract renewal n Form includes workflow for electronic signatures n PI obtains sign off by HOS or nominee or Director of Research Centre or nominee, Research Accounts and submit to HR for contract renewal n Process timelines for a contract to be issued or renewed i. e. for a researcher starting on the 1 st of the month, HR must receive approved form by the 20 th of month before n HR monitor and control contract process centrally

Non Standard Contracts of less than 12 months duration n Where term of project less than 12 months n 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 n Single specified purpose contract

Alignment of Existing Researchers to new policy framework n Mapping of existing researchers to new policy framework – within 12 months including: -Research career structure -Salary scales -Development framework n HR will contact the Principal Investigator 3 months before contract expiry to discuss alignment n HR will provide advice to Principal Investigators on managing the expiry of a fixed term contract

6: Salary Policy Guidelines

Salary Administration Guidelines n Structured and transparent approach to salary determination for research staff n The IUA Scales will be used for research projects where funding allows n Researchers will be placed on a point on the scale and PI’s required to budget for increments n At contract renewal HR will discuss the salary with the PI n Alignment can only occur over time, to ensure that there is no unintended impact on funding for existing projects n For 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 n College & College Management n College Research Committees n Trade Unions n Research Institute Centre Directors/Managers/Administrators n PI Briefing Sessions n Research Staff

8: Next Steps for Principal Investigators

Next Steps for Principal Investigators n PI’s support the implementation of the Research Career Structure n Support the training and career development of research staff n 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. n 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.

Next Steps for Principal Investigators n 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 n An evolving area - let Human Resources know if you have suggestions around improving the processes – these may be incorporated overtime n 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

Q&A