SIUC SPONSORED PROJECT GUIDE

8.1.2  Offices That Oversee Hiring

The following offices coordinate the hiring process for the various types of personnel who might work on a sponsored project:

• Research Faculty: University Affirmative Action Office (536-6618).
• Administrative/Professional Staff: University Affirmative Action Office (536-6618).
• Civil Service Staff: Employment/Classification division of Human Resources (536-3369).
• Postdoctoral Fellows: Graduate School Assistantship and Fellowship Office (453-4555).
• Graduate Assistants: Graduate School Assistantship and Fellowship Office (453-4555).
• Student Workers and Undergraduate Assistants: Financial Aid Office (453-4334).
• Internal Consultants: Continuing Education (536-7751).
• External Consultants: check with the Employment/Classification division of Human Resources (536-3369).

8.1.3  Temporary Help

Two options exist for hiring employees on a short-term basis. The first option, the Short-Term Office Service (S.O.S.; administered by Plant and Service Operations), is most often used for clerical workers, but can be used for other types of employees. S.O.S. employees are paid from contractual services funds, not from a salary line. This can be an especially helpful arrangement for grants and contracts, which usually have contractual services money.

The second option is the civil service "extra-help" category. These employees must be paid from a salary line but can sometimes be hired for a longer period than S.O.S. employees. They can be hired for a wide range of positions. For more information, call the Employment/Classification division of Human Resources (536-3369).

8.1.4  Budget Lines for Project Personnel

All personnel are paid from a salary line except for the following: student workers (wages), external consultants who are independent contractors (contractual services), and short-term clerical help hired via the University's Short-Term Office Service (contractual services). Undergraduate assistant positions are paid from state funds, not from grants.

8.1.5  Fringe Benefits

Fringe benefits must be budgeted in grants for all faculty, A/P staff, civil service staff, postdoctoral fellows, extra-help employees, internal consultants, and retired SIU employees who have salary being charged to the grant. If the grant includes salary for such personnel (including the principal investigator), it must also include the appropriate amount for fringes. See fringe benefit rates.

Fringe benefits are not provided to graduate assistants or student workers.

The SIUC Employees Handbook has more information on the University's benefits package.

8.1.6  Leave Policies

Faculty, A/P, Civil Service: Vacation and sick leave is accrued only by faculty and A/P staff on continuing appointment and by civil service staff with permanent appointments. Faculty and A/P staff on term appointment receive non-accruable vacation and sick leave benefits. Temporary/extra-help civil service staff do not receive any paid leave; they are paid only for actual hours worked.

There are various other types of paid and non-paid leave, including leaves under the Family and Medical Leave Act, leaves of absence without pay, etc. The SIUC Employees Handbook has full information on leave policies that apply to faculty, A/P staff, and civil service staff.

Postdoctoral fellows, graduate assistants: Postdocs and GAs receive non-accruable sick leave benefits. Those who are on fiscal-year appointments also receive non-accruable vacation benefits. For details, see Section III (Stipends and Benefits) of the Graduate Assistant Handbook or call the Graduate School Assistantship and Fellowship Office (453-4555).

Student workers: Student workers do not receive any paid leave; they are paid only for actual hours worked.

8.1.7  When an Employee Resigns—Payout Obligations

When a project employee whose salary is paid by the funding agency leaves the University, the grant or contract must pay for any vacation/sick leave benefits accrued by that employee, including those benefits earned in University employment prior to being hired on the grant. If the employee's percentage of assigned time paid for by the funding agency is less than 100%, the grant is responsible only for the relevant percentage. For example, if a faculty or A/P staff member on continuing appointment at the University is employed at 10% of assigned time on the grant, and if that 10% is paid for by the funding agency rather than contributed by SIUC, the grant is responsible for 10% of the vacation/sick leave payout if the employee retires or resigns during the grant period.

Vacation/sick leave payout can constitute a substantial financial obligation, depending on the amount of leave time the employee has accrued and his or her time percentage on the grant. If you have questions about accrual or payout policies, contact Employee Records (453-6698) at Human Resources. The SIUC Employees Handbook has information about separation from employment.

8.1.8  Hiring Foreign Nationals

Some special procedures apply when you hire a foreign national. In particular, be aware that you will need to verify and keep track of the visa status of any foreign national working on your grant. This requirement includes students. Any questions about hiring foreign nationals should be directed to Human Resources.

International Students and Scholars at SIUC is authorized to issue DS2019 forms for visiting faculty and research scholars under the Exchange-Visitor Program governed by the U.S. State Department. Appointments under the Exchange-Visitor Program involving paid University employment must have prior approval through a search waiver process, with approval by Affirmative Action, before an appointment is finalized. Exchange-Visitor Program appointments that are non-paid (0%/$0) status can be initiated by the consenting unit through the appropriate administrative head (chair, dean/director, and vice chancellor).

>> Top | Contents | Index | ORDA Home

---

8.2  Faculty

The recruitment, search, and hiring process for faculty is coordinated through the University Affirmative Action Office (536-6618). Approval by that office is required (1) before the position can be advertised, (2) before interviews can be scheduled, and (3) before any job offer can be made to a candidate. Approval for any search waivers also must be obtained from Affirmative Action.

• Faculty Hiring Process. This PDF document has links to necessary forms, most of which are obtainable on the eForms web site.

8.2.1  Research Faculty

Research faculty positions—Research Assistant Professor, Research Associate Professor, and Research Full Professor—are term (temporary) appointments that do not carry tenure and do not lead to tenure. Appointment and promotion are made under the same guidelines as standard faculty positions, with the proviso that no teaching or service duties are required. See the full policy on research faculty.

Salaries for research faculty ordinarily are funded from external research grants generated by the individuals themselves. Research may be independent or in collaboration with one or more faculty members on campus. These collaborators may support the candidate until external funding is secured, or during short gaps when funding is not available.  Appointment renewal will be denied if, in any consecutive 24-month period, the individual does not have one or more major external grants on which he or she serves as principal investigator or co-principal investigator with direct costs in sufficient amount to provide for his or her salary.

>> Top | Contents | Index | ORDA Home

---

8.3  Administrative/Professional (A/P) Staff

The recruitment, search, and hiring process for A/P positions is coordinated through the University Affirmative Action Office (536-6618). Approval by that office is required (1) before the position can be advertised, (2) before interviews can be scheduled, and (3) before any job offer can be made to a candidate. Approval for any search waivers must also be obtained from Affirmative Action.

• Administrative/Professional Staff Hiring Process. This PDF document has links to necessary forms, most of which are obtainable on the eForms web site.

8.3.1  Research Classifications

There are six classifications of A/P research personnel:

• Researcher I
• Researcher II
• Researcher III
• Assistant Scientist
• Associate Scientist
• Senior Scientist

These general titles are used for contractual purposes. More descriptive titles may be used in advertising positions or writing grant proposals. For example, a researcher position could be entitled "Researcher I (Chemist)" or "Researcher III (Sociologist)." The general title must be used on appointment papers, however.

Guidelines for the Classification of Research Positions, a document posted on the web site of the University Affirmative Action Office, describes general responsibilities and minimum qualifications for each classification. You must submit a Researcher Classification Worksheet to Affirmative Action with any request for a new position or reclassification of a current position.

Researcher/scientist appointments follow the usual University personnel policies concerning position announcements, recruitment, and affirmative action. Promotions can be effective at any time; search waivers are required for promotional changes.

Check with Human Resources for minimum salaries for researcher/scientists, which are periodically adjusted to keep pace with market conditions. All A/P research positions are subject to annual salary increases pending availability of funds.

Questions about research classifications and salary ranges should be directed to the Office of the Associate Provost—Personnel and Student Policy (536-5535).

8.3.2  A/P Nonresearch Classifications

Sponsored projects also can involve nonresearch A/P personnel. Unlike the research classifications, however, nonresearch positions are subject to job content evaluation, and the process of establishing a position can be complicated. Human Resources' A/P Position Administration division, 453-6686, provides guidance regarding nonresearch classifications and salary ranges.

>> Top | Contents | Index | ORDA Home

---

8.4  Civil Service Staff

Human Resources is the centralized employment agency for all civil service positions at the University. For assistance, including information about job classifications and pay rates, contact the Employment/Classification division of Human Resources (536-3369).

• Civil Service Hiring Process. This PDF document has links to necessary forms, most of which are obtainable on the eForms web site.

See the SIUC Employees Handbook for detailed information relating to civil service employment.

8.4.1 Civil Service Extra-Help Appointments

Civil service extra-help appointments may be used to hire someone to perform a work assignment of limited or unpredictable duration or to fulfill a short-term, nonrecurring need. Such appointments must not exceed 900 work hours in any consecutive 12 calendar months. For more information, call the Employment/Classification division of Human Resources (536-3369). The necessary hiring form is the Notice of Extra Help Civil Service Appointment.

>> Top | Contents | Index | ORDA Home

---

8.5  Postdoctoral Fellows

Postdoctoral fellows must hold a Ph.D. or equivalent degree (including foreign degrees that are equivalent to U.S. doctorates) from an accredited university. Be aware that special procedures are involved in hiring foreign nationals.

The stipend may vary depending on the source of agency funding for the fellowship. However, the amount of the stipend must be at least the full-time monthly rate for doctoral-level graduate assistantships in the department making the postdoctoral appointment. Postdoctoral fellowships are subject to annual salary increases pending availability of funds.

Postdoctoral fellows receive the same medical benefits as faculty and staff, and the grant supporting the postdoctoral fellow is charged the standard fringe benefits rate as for faculty/staff positions (covering health/dental/life, Medicare, and retirement). Leave policies (e.g., vacation time, sick leave) are the same for postdoctoral fellows as for graduate assistants. See Section III (Stipends and Benefits) of the Graduate Assistant Handbook for details. Fellows are eligible for employee tuition waivers.

Appointment Process:

Postdoctoral fellowships are monitored and appointment papers processed through the Graduate School.

1. Postdoctoral fellows must complete the following forms.

• Notice of Faculty or A/P Staff Appointment
• Personal and Professional Data Form (original and 1 copy; front and back must be completed and signed by the fellow)
• I-9 Employment Eligibility Verification
• Employee W-4 Tax Withholding Allowance Certificate
• Electronic Direct Deposit Payroll Authorization Form

2. Attach a copy of the official doctoral transcript.

3. Submit completed forms together to the Graduate School.

For more information, including instructions for filling out the appropriate forms, check with your department or call the Graduate School Assistantship and Fellowship Office at 453-4510.

>> Top | Contents | Index | ORDA Home

---

8.6  Graduate Assistants

Graduate assistants may be hired on a semester-pay or fiscal-pay basis. The position of graduate assistant demands an average time commitment of 20 hours per week for a standard 50% appointment  and 10 hours per week for a 25% appointment. Monthly stipends vary by the student's level (master's vs. Ph.D.) and by the hiring unit. Assistantships are subject to annual salary increases pending availability of funds.

See sections I-III of the Graduate Assistant Handbook for full details about types of appointments, stipends, benefits (including tuition remission), and leave policies for GAs.

• Graduate Assistant Appointment Process. This PDF document has links to necessary forms, most of which are obtainable on the eForms web site.

PROCESS PAPERS EARLY. The necessary forms should be submitted as far ahead of the appointment period as possible to assure that students will be paid for the first month (or portion thereof) of their appointment period. Every effort should be made to have papers signed and in the Graduate School no later than the 10th of the month. A letter of justification from the hiring unit is required if appointment papers are signed by the graduate assistant after the effective date of the appointment.

Any mid-appointment changes in the assignment (type of assistantship, time percentage, etc.) should be clearly defined and discussed with the graduate assistant. Then a Change of Assignment form should be completed and processed through the appropriate channels.

For more information about hiring or supervising graduate assistants, check with your department or call the Graduate School Assistantship and Fellowship Office at 453-4555.

>> Top | Contents | Index | ORDA Home

---

8.7  Undergraduate Assistants

The Undergraduate Assistantship program, coordinated through the Financial Aid Office, provides on-campus, paraprofessional employment opportunities for SIUC undergraduate students. Preference is given to juniors and seniors. Students must have a cumulative GPA of 2.25 or higher.

Because these positions are paid from a central pool of state funds, undergraduate assistants cannot be hired on grants. However, you can apply for a undergraduate assistant position to work with your research program. This may be an especially good option for faculty in areas where external funding is scarce, such as the humanities and arts.

Undergraduate assistantships pay more than student worker positions and must provide a level of responsibility distinct from that of student worker positions. See the undergraduate assistantship policy and procedures, available as a PDF file on the Financial Aid Office web site, for full information.

To request an undergraduate assistant position, departments/faculty must submit an Undergraduate Assistantship Application and Position Description to the Financial Aid Office, mailcode 4702. A University committee reviews requests and selects positions for funding.

>> Top | Contents | Index | ORDA Home

---

8.8  Student Workers

In most cases, the pay structure for student workers ranges from the SIUC-established minimum wage rate (currently $7.75; see page 6 of the Student Employment Handbook) to a maximum wage rate of $0.75 above the minimum wage rate plus any job classification increase. For details, including information on job-specific higher rates and seniority/merit increases, see the abovementioned page and section VII of the Student Employment Supervisors Manual. This online document also discusses student work eligibility, departmental obligations to student workers, the hiring process, and so forth. Probably the most common job title/classification for student workers on grants is "Laboratory Assistant"; for others, check with the Financial Aid Office.

If you already know of a student you wish to hire, he or she needs to obtain a Student Employment Referral from SalukiNet or from the Financial Aid Office. (International students must go to the International Students and Scholars Office to get their Student Employment Referrals.)

If you need to find job candidates, fill out a Student Employment Job Posting Request and submit it to the Financial Aid Office, mailcode 4702. The job will be posted on the FAO web site, and applicants will contact you to set up an interview. Don't interview applicants unless they have a Student Employment Referral.

To hire a student, complete section 2 of the student's referral form. This section must be signed by the fiscal officer of the grant/contract. Also required is an I-9 Employment Eligibility Verification. The student completes section 1 of the I-9 form. As the hiring official, you complete section 2 and sign the Certification section of the form upon verifying the student's identity and work eligibility.

The student must return the referral and the I-9 form to the Financial Aid Office in person (international students return these to the International Students and Scholars Office). The student can begin work when he or she brings back an orange Supplemental Payroll Time card from Financial Aid.

For more information about the hiring process, see section IV of the Student Employment Supervisors Manual. Other student employment forms that may be needed are available from FAO. The student's supervisor must fill out the biweekly Student Employment Time Report issued by the Payroll Office.

>> Top | Contents | Index | ORDA Home

---

8.9  Internal Consultants

Funding agencies generally discourage the use of internal consultants on grants. Where the practice is allowed, faculty and staff employed at SIUC can provide consulting services on an SIUC grant/contract project under the University's Compensation Policy for Continuing Education and Internal Consulting Activities, section II-G, "Compensation for Consulting Activities." There are a number of restrictions.

• The consulting activity must contribute to the faculty/staff member's professional development.
• The consulting activity may not pose a conflict of interest or interfere with fulfillment of the faculty/staff member's normal University duties and responsibilities.
• Principal investigators/fiscal officers cannot serve as consultants on the sponsored project they administer.
• Federal regulations prohibit faculty from consulting on sponsored projects administered by a faculty member within the same department. It is possible for a faculty member on a 9-month contract who is in the same department to serve as a member of the project team, rather than as a consultant, and to be compensated in the form of summer salary. Faculty members on 12-month contracts are prohibited from receiving extra compensation in this manner.

The Continuing Education and Internal Consulting Activities form is used to compensate SIUC faculty/staff who serve as consultants on a sponsored project at the University. The form requires the signatures of the faculty/staff member, his or her department chair and academic dean, the fiscal officer of the grant/contract account, Continuing Education, and the Provost's Office. If you have questions, call Continuing Education, 536-7751.

Consultants may not be paid more than their normal salary rate. The principal investigator must ensure that the proposed consulting activities and compensation rate conform to SIUC policy. See the policy link above and the instructions for the form.

Compensation is funded by a budgeted salary line in the grant/contract account. The compensation rate may not exceed the normal salary rate of the faculty/staff member. Services provided cannot exceed an average of one day per week during the individual's normal appointment period. Compensation appears in the employee's normal paycheck.

Fringe benefits are charged for internal consultants.

>> Top | Contents | Index | ORDA Home

---

8.10  External Consultants

External consultants who are independent contractors (e.g., who own or are employed by a consulting firm) are paid from a contractual services budget line. The consultant must meet the criteria established by state and federal tax laws for an independent contractor. For assistance in making this determination, contact Human Resources (453-6695) or Purchasing (453-5751). To retain the services of an independent contractor, the fiscal officer of the grant must submit a Purchase Requisition and an Independent Contractor Analysis Form; check with Purchasing for details.

If an external consultant does not meet the criteria to be an independent contractor, he/she must be appointed to the sponsored project as a restricted-term appointee (teaching, training, or tutoring functions) or an extra-help professional (all other functions). Both types of appointments are paid from a salary line on the sponsored project budget. For information on hiring restricted-term appointees, contact Human Resources Data Control at 453-6709. For information on hiring extra-help professionals, contact the Employment/Classification division of Human Resources (536-3369).

>> Top | Contents | Index | ORDA Home

Questions/comments about the Sponsored Project Guide? E-mail ordaweb@siu.edu
Office of Research Development and Administration
Southern Illinois University Carbondale

last updated 07/22/09

ORDA Home | SIUC Home
Copyright © 2009, Board of Trustees, Southern Illinois University | Privacy Policy