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Recruiting Process
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RECRUITING REQUIREMENTS HR Page
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By type of employee
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Regular Competitive recruiting through Research Foundation process required (See Recruiting Process instructions below). Budget object code 5190 for Professional positions; budget object code 5132 for Technical and Clerical positions.
Temporary (non-student) Competitive recruiting through Research Foundation process required for positions exceeding 60 days in duration (See Recruiting Process instructions below). PI appointments permitted only for employment of less than 60 days duration. Budget object code 5131.
Casual Student Appointments made by Principal Investigator through department. Casual students typically recruited by Principal Investigator. Recruiting assistance available for student casuals through Research Foundation. Budget object code 5131.
Graduate Research Assistant (GRA) Full time graduate student appointments made through University process and academic department. Tuition assistance required for GRA appointment. Budget object code 5130.
Faculty University academic faculty who are conducting summer research or research overload during academic year. University faculty are recruited by university through university process. Budget object code 5120.
Self Supporting Research Professional (SSRP) Appointed by University. May also have Research Faculty status at university. Budget object code 5190.
Post Doctoral Associate Competitive recruiting through Research Foundation process required (See Recruiting Process instructions below). May use competitive recruiting conducted through University process with prior approval of Research Foundation Human Resources Department and documentation of recruitment actions undertaken. Budget object code 5195.
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RECRUITING PROCESS HR Page
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The Old Dominion University Research Foundation is a federal contractor and is required to adhere to numerous employment regulations concerning Equal Opportunity/Affirmative Action in all of its recruiting and employment practices. These requirements apply to employment opportunities filled through the competitive Research Foundation recruiting process, and to GRA and Casual Student appointments recruited and filled by the PI. The PI as the hiring decision-maker is responsible for insuring adherence to all applicable legal requirements in recruiting and selecting their employees. Guidance and assistance with adherence to lawful employment practices and requirements is available by contacting the Research Foundation Human Resources Department.
Contact Human Resources (HR) for assistance in recruiting for all Regular status, Post Doctoral Research Associate, and Temporary (non-student) positions exceeding 60 days in duration.
Assistance is also provided in recruiting for other types of employees (Casual Students and Graduate Research Assistants) as requested by the PI.
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RECRUITING PROCESS STEPS
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The following processes and steps are typically completed during the recruiting process. Items are listed in their approximate order of occurrence during the recruiting process:
- Written Position Description and recruitment advertisement(s) established with PI. Minimum education, experience, knowledge qualifications, and skill requirements identified.
- Pay band and starting rate established with PI.
- Overtime eligibility or exemption from overtime determined by HR.
- Advertisements and job postings approved by PI are placed by HR in agreed upon media. PI provides project number(s) to be charged.
- Resumes/applications are received and tracked by HR. Copies sent to PI for review with “Applicant Status Sheet” attached.
- PI selects applicants to be interviewed. For those not selected, reason for non-selection noted on "Applicant Status Sheet" attached to resume/application package.
- PI or selection committee interviews selected applicants. Interview assistance available from HR.
- PI notifies HR of applicant selected for position. Human Resources will make an official and formal offer of employment. Any job offer to the selected candidate must come from the Research Foundation Executive Director or designated human resources official(s) to be binding.
- Upon acceptance of the offer, HR will establish starting date and will make an appointment for new employee sign-up on the employee’s first day of employment.
- PI sends HR a memorandum indicating the other applicants that were interviewed.
- PI returns all "Applicant Status Sheets" to Research Foundation Human Resources Department indicating reason for non-selection.
- HR will send "Regret Letter" to all other applicants who were interviewed. PI may send letter under their signature with concurrence from HR.
- IMPORTANT REMINDER - PI must maintain copies of all recruiting documentation (interview notes, reference letters, etc.) not returned to the Research Foundation for a period of at least 3 years for EEO/AA compliance.
The Research Foundation has maintained the originals of all resumes and applications received. The Resume and application copies that were sent to PI’s may be keep or destroyed after the recruitment cycle has finished.
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