7a. Getting Started

  1. Whom do I contact?
  2. What are the different staff member types that I may wish to hire?
  3. What are the restrictions on hiring family members or others with whom I have a significant relationship?
  4. How do I create a position and hire new staff members?
  5. What do I need to know related to the hire of a foreign national?
  6. How do I appoint the person I hire?
  7. How do I determine salary?
  8. What benefits will my staff receive?
  9. How do I anticipate salary and benefit costs for a multi-year grant or contract?
  10. What happens when a staff member resigns?
  11. What happens when a staff member retires?
  12. What should I do when I anticipate no longer having sufficient funds to support my staff member(s) continued employment? (C&C)
  13. What if my staff member incurs a work-related injury?
  14. What if my staff member has a health condition that affects his/her ability to work?
  15. As a faculty member with a 9-month appointment, may I have a summer appointment related to my research?
  16. Can I be paid extra compensation for working on an externally funded project?
  17. Can I provide extra compensation to a P&S staff member for exceptional performance?

1.  Whom do I contact?

Your Human Resources Unit Representative (HR Unit Rep) will be helpful to you in all matters referred to in this portion of the Research Investigator Handbook.  Locate his/her name and contact information on your self-service web site under Personal > General > My HR Rep/Workflow Admin/Dept Admin.

2.  What are the different staff member types that I may wish to hire?

Professional and Scientific (P&S): P&S system positions generally require the advanced knowledge which is typically gained through the completion of a four year college degree.  Other requirements often include experience, additional education, communication skills, computer knowledge and/or licenses/certifications.
Operations Manual Citation
P&S Job Classifications

Merit - Bargaining Eligible:  Merit system positions typically do not require the advanced knowledge gained through the completion of a college education.  There are often minimum requirements for education, experience, training and/or certifications although this is not always the case.  There are five staff groups within the Merit system:  Clerical, Technical, Blue Collar, Security and Supervisory. 
Operations Manual Citation
Merit Job Classifications

Merit - Supervisory Exempt (MSE):   Merit staff members who are exempt from collective bargaining because their responsibilities typically require them to exercise supervisory responsibilities over other Merit staff.   This determination is not made by individual positions and assignments, but rather, on the basis of the classification and the typical duties or responsibilities of the classification
Operations Manual Citation
Merit Job Classifications

Graduate Assistant:  A graduate student employed as a teaching or research assistant. 
Operations Manual Citation

Students: Employers may hire students through the Part-Time Hourly and Work-Study employment programs.  Jobs can be advertised online at Jobnet.  This web-based advertisement service is maintained by Student Employment and is updated on daily basis. 
Learn more about employing students.
 

3.  What are the restrictions on hiring family members or others with whom I have a significant relationship?

A conflict of interest in employment may arise when a University of Iowa employee is in a supervisory role over another University of Iowa employee or there is a direct reporting line between two such individuals. Examples include spouses or partners, siblings, parent- child relationships, as well as significant personal or business relationships.

Refer to Conflict of Interest in Employment (Nepotism) and the related Management Mechanism Template.

4.  How do I create a position and hire new staff members?

HR Unit Reps often support departmental recruitment efforts; contact with him/her for this purpose is strongly encouraged.

Refer to the following resources for information:

  • Merit
    Merit-Frequently Asked Questions: How a Position is Filled
    Merit Information for Departments
     
  • Professional & Scientific (P&S)
    How to Establish a New P&S Position 
    Guidelines for the Use of Working Titles
    Recruitment Manual - Equal Opportunity & Diversity (EOD) 
     
  • Graduate Assistants 
    Research assistantships are awarded to qualified graduate students and serve two purposes: (a) to provide research service to professorial members of the academic staff and (b) to provide apprenticeship experience for graduate students who are in training in research. Not more than twenty hours of service per week are required of a half-time assistant. Appointments ordinarily are made for the nine-month academic year, but appointments may be made for other periods of time by special arrangement. Salaries vary with the qualifications of the appointee and the amount of service rendered.

    Research assistants must be registered as regular students in good standing in order to hold such appointments. Appointments will be terminated when registration and/or student status is terminated. In no instance may a student be promised or tendered an appointment until after approval for admission to the Graduate College by the director of Admissions.

    Refer to: http://www.grad.uiowa.edu/manual-part-1-section-vii-graduate-appointments 
     

  • Postdoctoral Scholars (Postdocs)
    Postdoctoral Scholar designates temporary, doctoral-level researchers engaged in advanced education and training designed to prepare for an academic and/or research career. Postdoctoral Scholars are temporary appointments at the university usually not extending past 5 years, unless there are unusual circumstances.  

    The Graduate College recommends that newly appointed postdocs are paid according to the salaries set by the National Institutes of Health/National Research S Association salary guidelines. If for some reason you cannot meet this salary requirement, a letter of justification must be attached to the Postdoctoral Request to Hire

    Refer to:
    What is a post doc scholar
    Posting a postdoc position
    Appointment guidelines

5.  What do I need to know related to the hire of a foreign national?

Refer to Faculty and Staff Immigration Services for information, including interviewing guidelines.  You may contact them at immigration@uiowa.edu.  

6.  How do I appoint the person I hire?

Refer to the Recruitment Manual - Equal Opportunity & Diversity (EOD):  Completing the Appointment/Transfer form.

7.  How do I determine salary?

Refer to:

8.  What benefits will my staff receive?

Benefits are somewhat dependent upon the type of employee.  Refer to the Benefits web site for more information.  You may find the University Benefits A-Z listing very helpful.

9.  How do I anticipate salary and benefit costs for a multi-year grant or contract?

Salaries charged against grant funds must follow a scale consistent with the regular practices for the University.  It is recommended that salaries be increased at a rate of 2% per year when making future year budget estimates.  This rate is consistent with the rate established by National Institutes of Health and is considered an acceptable rate by most federal agencies.  Future fringe benefit rates must also be considered when making future year budget estimates.  The University re-negotiates fringe benefit rates each year and projects rates for the next two years.  

Refer to:
Division of Sponsored Programs Salary and Fringe Budget Preparation Information 
Fringe benefit rates

10.  What happens when a staff member resigns?

Resignation is when a staff member voluntarily terminates his/her employment with the University for any number of reasons.  Generally, if the staff member provides 2-4 weeks’ notice of the resignation they will resign in “good standing”.

The department is responsible for creating a transaction in HRIS that reflects the resignation with the appropriate reason.  You should contact your HR Unit Rep as soon as you know about the resignation to avoid overpayments and to remove system/building access when appropriate.

Upon notice of resignation, University Benefits will communicate with the staff regarding status of his/her benefits.

11.  What happens when a staff member retires?

Retirement is when a staff member voluntarily terminates his/her employment with the University at age 55 or older and may be eligible for certain benefits.  A staff member must contact University Benefits prior to retirement.  

For more information:  http://www.uiowa.edu/hr/benefits/retire/retirement.html 

The department is responsible for creating a transaction in HRIS that reflects the retirement.  You should contact your HR Unit Rep as soon as you know about the retirement to avoid overpayments and to remove system/building access when appropriate.

12.  What should I do when I anticipate no longer having sufficient funds to support my staff member(s) continued employment?  (C&C)

Prior to any Reduction in Force (RIF), a plan must be developed and approved by University Human Resources and University leadership before any discussion may occur with the affected staff.  Refer to Section B at http://www.uiowa.edu/hr/relations/hrrep/guideposts.html

The layoff process is difficult, and it is important for University staff to have easy access to information and resources. Answers to questions and links to resources can be found at http://www.uiowa.edu/hr/relations/hrrep/rif.html#dept.

NOTE:  Professional and Scientific (P&S) staff with Specified Term status do not have to be given furlough (layoff) notices if the appointment is coming to its scheduled “natural” end. The specified term end date should be included in the offer letter.

Also, refer to the following resources regarding the furlough program for Professional and Scientific (P&S) staff members:
Information for Departments
Guidelines for Supervisors

13.  What if my staff member incurs a work-related injury?

Contact your HR Unit Rep to complete a First Report of Injury, which is required by federal law within 24 hours or one business day of the injury.

14.  What if my staff member has a health condition that affects his/her ability to work?

Your HR Unit Rep and Faculty and Staff Disability Services can assist you with these situations.  Absences may be covered by federal regulations through the Family Medical Leave Act and/or Americans with Disabilities Act, so consultation is important.

15.  As a faculty member with a 9-month appointment, may I have a summer appointment related to my research?

Refer to the Office of the Provost’s guidance on Summer Appointments, including UI Guidance for Faculty Receiving Summer Salary Payments from Sponsored Awards, for additional information about summer appointments.

16.  Can I be paid extra compensation for working on an externally funded project?

In general, externally sponsored project funds cannot be used to augment the salary of individuals who are employed with the university on a full time basis.  Charges for work performed should reasonably reflect the percentage of time and proportional base salary actually devoted to the project.  

In unusual situations, extra compensation may be allowed. Payment from sponsored project funding in addition to regular salary might be authorized for an overseas differential or limited basis consulting for another faculty member in another college (or department within the College of Liberal Arts and Sciences).  These situations are very uncommon and require approval by the university and the sponsoring agency. 

Refer to 17.17(4) Employment on Grants and Contracts Administered by the University 

17.  Can I provide extra compensation to a P&S staff member for exceptional performance?

Refer to Flex Pay Policy for Exceptional Performance