For ResearchersManaging your Project

Managing your Project

Congratulations! You have secured funding for your research project.  In this section, you will find advice on how to manage your project, links to WIT Policies and Procedures along with all the forms you will need  to get your project up and running.

The Research Support Unit has developed a comprehensive Research Procedures Guide for Managing Funded Research Projects at WIT PDF document which outlines the support provided to Researchers at WIT by various central support offices at all phases of the research project lifecycle, to ensure research compliance with WIT and funding agency/sponsor guidelines. Researchers, across all Schools and Departments at WIT applying to any funding agency/sponsor for financial support of their research are expected to follow this Research Procedures Guide.

You can also download a supplementary document detailing all Key Points of Contact during the Research project Lifecycle PDF document.

PROJECTLIFECYCLE P r e - A w a r d P o s t - A w a r d Research Ethics & Compliance Research Ethics & Compliance ResearchFundingOpportunity ResearchProposal ResearchContract ResearchProjectMobilisation ResearchProjectManagement ResearchProjectCompletion

Click on a segment above to view more details about each respective phase of the lifecycle. For further detail, beyond a high level overview, please download the comprehensive Research Procedures Guide for Managing Funded Research Projects at WIT.

Research Funding Opportunity Phase

This is the initial phase of the lifecycle where a funding agency/sponsor issues a call for research proposals or where industry makes funding available directly for a research project.

Context

Information regarding research funding opportunities that are relevant to WIT Researchers are identified and disseminated by the RSU. There are a number of ways by which the RSU disseminates relevant funding opportunities and details of information sessions and funding workshops to Researchers:

  • Research Newsletter
  • Funding Opportunities Calendar
  • National and European Research Programme Officers
  • Notice Board and Plasma Screens
 

Key Points of Contact

Process Contact
  • Notification of funding opportunities to researchers
  • Clarification of details of funding calls
  • Organise funding workshops/webinars
Aisling O'Neill ([email protected], x4026)
Eimear Fitzpatrick ([email protected], x4042)
Fortnightly research newsletter Jonathan Brazil ([email protected], x2922)

Research Proposal Phase

This phase involves the PI being notified of a funding opportunity and the steps required to prepare and authorise a proposal for submission to the funding agency/sponsor.

Context

The RSU works closely with Researchers and other WIT central support offices to ensure that research proposals are complete, accurate and consistent with the terms and conditions of the funding agency/sponsor and in line with WIT policies and procedures. This includes supporting the accurate costing of proposals by the Project Accounting team, reviewing proposals and proposal writing support. The Head of School or nominee must be made aware of, and approve, the total cost of delivering the proposed research activities, including any additional resource requirements, and the proposed level of funding being sought. Budget costs must be reviewed by the Project Accounting team before submission to the funding agency/sponsor and all research proposals must be signed by the Institute’s authorised signatory (usually the Vice President for Research, Innovation & Graduate Studies or his/her nominee) before submission. Researchers are requested to submit a final draft proposal to the RSU at least one week in advance of the funding call deadline. This allows time for any potential compliance, budgetary, legal or ethical issues to be resolved and feedback provided to the applicant, in advance of submitting the proposal to the funding agency/sponsor.

  • Eligibility
  • Types of Research Proposals
  • Procedures
  • Budget/Finance
  • Ethics
  • Intellectual Property
  • Health and Safety
  • Roles and Responsibilities in Research Proposal Phase

 

Key Points of Contact

Process Contact
  • Designing and delivering information sessions on certain funding calls or aspects of calls to assist with research proposal writing
  • Supporting the development of proposals (programmatic) and ensuring full compliance with WIT and sponsor regulations
  • Reviewing proposals
  • Organise external review of strategic proposals
  • Institutional letters of support, if required
  • Institutional signature on proposal (paper & electronic)
  • Electronic submission of proposals as required
Aisling O'Neill ([email protected], x4026)
Eimear Fitzpatrick ([email protected], x4042)
  • Advising the researchers within the Departments/School/Institute with regard to the financial requirements of the funding agency/sponsor and ensuring that proposals are prepared in accordance with same
  • Supporting the costing and pricing of research proposals
  • Negotiation and calculation of actual indirect cost rates for projects where this is required by the funding agency/sponsor
  • Determination of VAT-able status of contracts and subsequent liaison with funding agency/sponsor and providing advice to research staff on the implications of VAT on research activities
  • Maintaining LEAR role in relation to EU Horizon 2020 proposals
Susan Green ([email protected], x5586)
Eimear Radley ([email protected], x4059)
Research Ethics Compliance & Approval (if applicable) Research Ethics Administrator Suzanne Kiely ([email protected], x2609)

Research Contract Phase

This phase in the research project lifecycle includes all the activities that must be undertaken to complete a legally binding contract between the funding agency/sponsor, the PI and WIT.

Context

Once a proposal is successful, the funding agency/sponsor typically issues a formal offer of funding to the Institute. This Letter of Offer or Research Agreement outlines the terms and conditions imposed on the Institute, its collaborators and in some cases the PI in accepting the funding for the particular research programme. At this stage it is advisable for the PI to arrange a meeting with a member of the RSU to discuss post award contract management issues. Acceptance of the research grant must be approved by the Vice President for Research, Innovation & Graduate Studies, before the commencement of any work on the project. The RSU organises signature of formal acceptance documents on behalf of the PI and returns same to the funding agency/sponsor. Associated research agreement, e.g. legal or IP, must be approved and signed by all parties, before the research account is set up. Research Agreements must be reviewed by the Office of the Vice President for Research, Innovation & Graduate Studies to ensure the contract terms and conditions are acceptable to WIT.

Where a particular sponsor is providing funding to WIT for the first time, the Institute may carry out a due diligence exercise to ensure that there is no conflict of interest with regard to the funding received or research activity being carried out.

In the case of projects with external partners (e.g. Innovation Vouchers, Innovation Partnerships, consultancy, etc.) the TTO will provide assistance with drafting and negotiating the necessary contractual agreements.

  • Insurance
  • Eligibility of PI
  • Setting up a Research Account (P-Code)
  • Roles and Responsibilities in Research Contract Phase

 

Key Points of Contact

Process Contact
  • Co-ordination of acceptance of research grant
  • Co-ordination of negotiation process, including Consortium Agreement and Research Agreements
Aisling O'Neill ([email protected], x4026)
Eimear Fitzpatrick ([email protected], x4042)
  • Financial review of contracts and consortium agreements, in line with proposals submitted and letters of offer
  • Ensure correct budgetary completion of grant registration form and sign off on same
  • Negotiation with funding agency/sponsor on behalf of the research community on any financial matters relating to research grants
  • Assessing project for VAT liability
Susan Green ([email protected], x5586)
Eimear Radley ([email protected], x4059)
  • Institutional signature on contracts
  • Account set up and generation of project P-Code
Clare McCormack ([email protected], x5698)
  • Industry Liaison
  • WIT/Company Agreements
  • Any other special requirements, such as Memoranda of Understanding, once-off research agreements or sub-contracts
Kathryn Kiely ([email protected], x2034)
  • Intellectual Property
  • NDA’s
  • Licences/Patents, etc.
  • Consortium Agreements
  • Partner Agreements
James O'Sullivan ([email protected], x5592)

Research Project Mobilization Phase

This phase refers to the acquisition of all the resources required to deliver the research project, including project team, equipment, facilities and materials.

Context

Once a research grant has been set up by the Project Accounting team, the PI can then initiate recruitment of staff and students to the grant, and can commence the purchasing of equipment and consumables.

  • Human Resource Strategy for Researchers (HRS4Rs)
  • Research Integrity
  • Recruitment of Research Staff and Students
  • Ordering Goods and Services
  • Travel, Subsistence and other Expenses
  • Roles and Responsibilities in Research Project Mobilisation Phase

 

Key Points of Contact

Process Contact
  • Advertising, interviewing and recruitment of salaried research staff to work on funded research project
Ruth Hennebry ([email protected], x5519)
  • Contracts of employment for salaried research staff
Joan Mangan ([email protected], x2740)
  • Advertising and setting up research masters or PhD students to work on funded research project
  • Payroll for all contract research staff
  • Grant payments for funded research postgraduate students
  • Postgraduate fees for funded research postgraduate students
Rita Dalton ([email protected], x5501)
  • Postgraduate application forms and enrolment of students
Avril Kelly ([email protected], x2883)
  • Postgraduate Space in the Library
  • Generic Skills Training Programme
  • Postgraduate Induction
Angela Power ([email protected], x5627)
  • VEC or County Council grant
Denise Power ([email protected], x2088)
  • Procurement of goods and services
  • Managing National and EU tenders
  • Setting up new suppliers
Fionnuala Hatton ([email protected], x2744)
Caroline Sherwood ([email protected], x2744)
  • WIT Research Repository
David Kane ([email protected], x2838)

Research Project Management Phase

This phase includes all of the activities associated with the management of the Research Project (both financial and non-financial). Non-Financial project management activities relate to changes to existing contracts between the funding agency/sponsor, the PI and WIT.

Context

During the lifetime of a research project the funding agency/sponsor sets out a number of requirements in relation to both the finances of the project as well as the scientific programme. This includes the provision of regular reports to the funding agency/sponsor in relation to how the project is progressing, any changes to the work programme or schedule and financial reports on the expenditure incurred.

Any change, which is not provided for under the terms and conditions of the grant, must be approved by the funding agency/sponsor and central Institute authorities (i.e., Vice President for Research, Innovation & Graduate Studies and Project Accounting team). The following are examples of changes that may require approval:

  • Start/end dates
  • Budget transfers between funding categories (outside of range permitted under the contract)
  • Purpose/intention of funding
  • Named Researcher responsible for grant

 

Please email [email protected] to notify the Vice President for Research, Innovation & Graduate Studies any of the changes above. A Project Alteration Form may need to be completed and submitted to the funding agency/sponsor.

The research grant and associated research agreement remains in place regardless of the mobility of the named PI. The approval of both the Institute and the funding agency/sponsor must be obtained before any portion of the grant can be transferred from the Institute with the departure of the PI.

If the named PI’s eligibility status changes before the completion of the research project, the Head of School must agree a path with the RSU who will in turn consult with the funding agency/sponsor to either continue the research by identifying an alternative PI, bring the current research activity to a close or move the grant to another Institution.

  • Financial Management
  • Transfers
  • Budget Amendments
  • Timesheets
  • Promote Your Research
  • WIT Research Repository
  • Researcher Profiles
  • Roles and Responsibilities in Research Project Management Phase

 

Key Points of Contact

Process Contact
  • Supporting PIs with any amendment to the research project
Aisling O'Neill ([email protected], x4026)
Eimear Fitzpatrick ([email protected], x4042)
  • Producing financial reports for the relevant parties including PIs, funding agency/sponsor and WIT
  • Contract extensions and budget reallocations
Susan Green ([email protected], x5586)
Eimear Radley ([email protected], x4059)
  • Purchasing
  • Core Travel
Project Manager, Supervisor, or Head of Department
  • Room bookings
Anne Murphy ([email protected], x2859)
  • Health & Safety Issues
Mary O'Doherty ([email protected], x5517)

Research Project Completion Phase

At the conclusion of each project there must be a financial reconciliation between income from the funding agency/sponsor and the expenditure by the PI. Funding agency/sponsor also require research project technical reports to be completed both during the period of the project and on completion of the project.

Context

This section describes the steps to be followed once a research project has been completed.

  • Reporting
  • Closing the Research Account
  • Audits
  • Commercialisation of the Research
  • Commercial Search
  • Publications
  • Roles and Responsibilities in Research Project Completion Phase

 

Key Points of Contact

Process Contact
  • Final financial reporting
  • Audits
Susan Green ([email protected], x5586)
Eimear Radley ([email protected], x4059)
  • Thesis Submission & Graduation
Sharon O'Connell ([email protected], x5690)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

All Finance policies, forms and notes are available on the Q Drive: Q:\Public\Finance

All Procurement policies and forms are also available on the Q drive: Q:\Public\Procurement

Please click to download an overview of Managing Your Research Finances: a presentation given by Susan Green, Project Accountant on 22 February 2017.

Procurement policy: supplies and services

  • Quotations (all thresholds are inclusive of VAT):

    • Up to €500: One written quote
    • €500 to €1,000: Two written quotes
    • €1,000 to €5,000: Three written quotes
    • €5,000 to €10,000: Four written quotes
    • €10,000 to €25,000: Six written quotes and completion of Quotation Examination Form
    • €25,000: Tender required.
  • Competitive quotes should be sought in the case of materials, equipment and services (including consultants and contractors).
  • Refer to WIT’s preferred suppliers list on the Q drive under Procurement. These suppliers have succeeded in the tendering process and have secured a contract with WIT. Random suppliers cannot be chosen, e.g. Officestuff is the preferred stationery supplier and DELL is the preferred PC/laptop supplier.

 

Agresso purchasing system

  • To find out about access to Agresso please contact the Research Support Unit (Clare McCormack).
  • Training on Agresso is provided by the Finance Department (Sonya Walsh)
  • Five key steps in the Agresso process:
    1. Complete Purchase Requisition Form, ensure to obtain sign-off from the Project Budget Holder
    2. Order raised on Agresso with all relevant quotes attached - system will generate a purchase order (PO) number
    3. Lodge original Purchase Requisition Form with relevant approver
    4. Send original invoice to Finance Department – include relevenat PO
    5. Goods receive item on Agresso once received.

 

Bank Transfer Payment (Cheques no longer used in WIT)

  • Electronic Funds Transfer (EFT) form can be found on the Q drive.
  • Used for payment to companies that occur on a once-off basis.
  • Bank requisition forms must be accompanied by a receipt/invoice.
  • Claimant must complete the bank requisition form which must be signed by the Project Budget Holder.
  • Send signed requisition form to Accounts Payable in the Finance Department.

 

Petty cash

  • Petty cash is used for any miscellaneous purchase where the total value is less than €150.
  • To obtain petty cash, complete a petty cash voucher, obtain signature of the Project Budget Holder (Supervisor in the case of funded research scholarship projects) and send to Finance along with a receipt for goods purchased. Call to Finance Office to collect reimbursement.
  • Petty cash is available from Mary Kenny in the Finance Office during the following times:
    • Mon-Thurs: 10.00am to 12.30pm & 2.00pm to 4.30pm.
    • Fri: 2.00-4.30pm.

 

Core ESS travel

  • The approver for pre-approving travel (before travel) & re-approving travel (after travel) is the supervisor (in the case of funded research scholars) / project budget holder.
  • If claiming receipted items, copies of all receipts must be given to the approver, accompanied by the trip print-out.
  • Travel payments are processed by Payroll every second Wednesday.
  • Travel is paid on a fortnightly basis by bank transfer.
  • All Core ESS travel queries should be directed to Payroll Department (Maedhbh Brosnan / Ciara McCarthy).
  • Training on Core ESS is provided by the Payroll Department.

 

Setting up your project

Account Set-Up Form

 New Supplier Setup Form

 New Customer Setup Form

 Invoice Request Form

Recruiting Research Staff

If the grant includes a provision for team members (including students), a number of steps must be taken to ensure that these research staff team members have current contracts of employment and are on the Core HR System for their salary payments and to ensure that the research postgraduate students are fully registered in WIT and are setup on Banner for their stipend payments. The PI must be aware of, and adhere to, the WIT Policy on Recruitment and Selection for Research Funded Staff.

Once the research account (P-Code) has been issued, a Recruitment Requisition R&D Form should be completed for each new post to be advertised. This form requires information regarding contract duration and gross salary amount, which must match the Letter of Offer from the funding agency/sponsor. The Recruitment Requisition R&D Form along with the Job Description and Person Specification must be sent for approval and sign off by the Head of School. 

 

 Form to Advertise a Post

 Job Description

HR Commencement Form Research Staff

HR Amendment Form Research Staff

 Sample Timesheet

Recruiting Research Students

This section outlines the procedure for the recruitment of research postgraduates who are funded through internal (e.g. WIT PhD Scholarship Scheme) or external (e.g. European Commission, Industry, Institutes of Technology Ireland, Science Foundation Ireland) funding programmes. This information is also available to pdf_icon download in PDF format. The following are the steps involved in each stage of the process. A high-level overview guide is also available here to help understand the process.

Advertising

  • Complete the word_icon Research Postgraduate Scholarship Information Sheet, giving details of the funded research scholarship position to be advertised.
  • Allow at least two weeks for the closing date for applications. Please liaise with Research Postgraduate Admissions, Office of the Registrar (Avril Kelly) before finalising the closing date.
  • Email Research Postgraduate Scholarship Information Sheet to Rita Dalton in the Research Support Unit (RSU). Rita will:
    • Post on the WIT website and other locations as requested [Findaphd.com / Findamasters.com, Euraxess, NatureJobs (if science-related)].
    • Liaise with Aisling O'Neill in the RSU, who will promote on social media, in conjunction with Marketing Office.
    • Send links to the adverts to supervisors so that they can promote through their own networks.
    • Notify Research Postgraduate Admissions (Avril Kelly) that the scholarship has been advertised.
  • Queries:
    • Research Postgraduate Admissions / RSU will deal with any queries relating to the admissions process and direct any project-specific queries received to the supervisor.

 

Applications

  • As completed applications (e-mail only) are received, Research Postgraduate Admissions will log them on the system. Applications will be lodged on OneDrive and the named supervisor will be notified once the deadline for receipt of applications has passed and submissions have been processed.
  • All applications are acknowledged by Research Postgraduate Admissions via email in due course, with applicants advised that they will be contacted in due course.
  • The supervisor conducts the initial eligibility checks and verifies the qualified applicants.
  • Supervisors shortlist candidates for interview; this may be done in conjunction with the Head of Department. There is no minimum/maximum number of candidates that should be interviewed. The names of applicants who are not short-listed should be entered on the word_icon ‘Not Shortlisted Candidate Form; this form should then be signed by the relevant Head of Department and returned to Research Postgraduate Admissions (Avril Kelly) so that decline letters can be issued.
  • In the event that no applications are received by the closing date, or applicants do not meet the minimum eligibility criteria, then the position should be re-advertised. Please contact Rita Dalton in the RSU to organise.

 

Interviews

  • It is the designated supervisor’s responsibility to contact applicants to arrange interviews – this should be done as soon as is practical.
  • Interview panel: 
    • Interview panels must be approved by the Head of Department.  
    • Ideally there should be three people on the panel but a minimum of two is required: generally the supervisor, Head of Department or their representative and co-supervisor or other specialist in the area being interviewed for. A representative from the RSU may be requested (please contact Susie Cullinane to organise).
    • Try and ensure gender balance.
    • It is not necessary to have an external person present.
    • Cognisance must be taken of the Institute’s equal opportunity policy.
  • Interview location: 
    • Supervisor must arrange a suitable room in which to hold interviews, usually within their Department.
    • Check candidates have no special access requirements.
    • Ensure room layout is appropriate to conduct interview.
    • Ensure water is available for candidates and interview panel members.
    • Candidates may be interviewed via Skype. Please contact Educational Services to arrange.
  • Scoring:
    • word_icon Score sheet template available to download.
    • Candidates scored against weighted criteria. It is the responsibility of the panel to decide this weighting before the interviews take place.
    • Panel members must score candidates after their interviews, record this on the score sheet and sign it. Please note that candidates are entitled to request their score sheet under Freedom of Information.
    • The score sheet must then be signed by the Head of Department and the original sent by the Head of Department to Research Postgraduate Admissions (Avril Kelly)–along with completed word_icon 'Not Shortlisted Candidate Form', if this has not already been forwarded–so that candidates can be notified of the outcome of the interviews.
  • In the event that all interviewed candidates are unsuitable for the position (i.e. do not meet the threshold criteria), then the position should be re-advertised through Rita Dalton in the RSU.

 

Offers

  • Once the required documentation is received from the Head of Department, the Assistant Registrar then reviews the successful candidate’s application and authorises Research Postgraduate Admissions to issue a Letter of Offer.
  • Research Postgraduate Office issues a Letter of Offer to the successful candidate and ‘unsuccessful’ letters to all other candidates, via post. Candidates are asked to accept the offer within two weeks (or earlier, if specified by the supervisor).
  • Research Postgraduate Office notifies the Supervisor and the RSU (Rita Dalton) when the candidate accepts the position so that necessary arrangements can be made.

 

Scholar set-up

The RSU (Rita Dalton) deals with:

  • HR Commencement Form for Research Postgraduates ( word_icon download form).
  • Scholarship exemption declaration form (pdf_icon download form).
  • Postgraduate Research Agreements (prepared by the RSU).
  • Amendments to student scholarships, e.g. P code, end date, stipend (download  word_icon Postgraduate Amendment Form).
  • Letters of support in relation to visa applications, Personal Public Service (PPS) number applications, etc.

 

Research Postgraduate Admissions, Office of the Registrar (Avril Kelly) deals with registration:

  • Once the successful student accepts the offer (by returning a completed acceptance slip, via post), Research Postgraduate Admissions then sends them a registration email. This contains a student number and password which will enable them to register online. They are also advised to contact the Postgraduate Support Unit (Angela Power) with regard to induction training and other issues.
  • Once the student receives their student number they can present themselves at the WIT Card Office to be issued with a student WIT card.
  • If the student requires access to laboratory doors or buildings, they should complete a pfd_icon room access request form. This should be signed by the relevant parties and then presented at the WIT Card Office so that the student’s WIT card can be updated.
  • The student number will also enable the student to present themselves to Computer Services to be provided with a student email account and access to the WIT network.

 

The Postgraduate Support Unit (Angela Power) deals with: