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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 Eimear Radley, Project Accountant (March 2022).

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.

 

M7 purchasing system

  • To find out about access to M7 please contact the Research Support Unit (Carol Kennedy).
  • Training on M7 is provided by the Finance Department (Melissa Hanly)
  • Five key steps in the M7 process:
    • Complete Purchase Requisition Form, ensure to obtain sign-off from the Project Budget Holder
    • The order raised on M7 with all relevant quotes attached - system will generate a purchase order (PO) number
    • Lodge original Purchase Requisition Form with relevant approver
    • Send original invoice to the Finance Department – include relevant PO
    • Goods receive the item on M7 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.
  • The 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 the 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 the Payroll Department (Ciara McCarthy).
  • Training on Core ESS is provided by the Payroll Department.

 

Setting up your project

external link Coginto form for Subaccount set up (Budget Code/P Code) 

 New Supplier Setup Form

 New Customer Setup Form

external link Invoice Request Form

Timesheet sample for an Innovation Voucher 

Timesheet sample for a European Project

Recruiting Research Staff

If the funded research project includes a provision for team members, 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. The PI must be aware of, and adhere to, the SETU Waterford Open, Transparent & Merit-based Policy for the Effective Recruitment and Selection of Funded Research Staff (OTM-R).

Once the research account (P-Code) has been issued to the PI, the process of recruitment can commence through the new online e-recruitment on Core-HR Portal Recruitment.

Getting a Vacancy for a Research Post Approved Internally for Advertisement

The Correct Procedure for requesting a vacancy to be approved for advertising for this institution has now moved to our Core HR system and is referred to as E-Recruitment. 

All recruitment must go through this process except for work experience, Internships & Emergency Cover. Emergency cover will require approval from the subcommittee, via Neil O’Sullivan [email protected], but the recruitment process does not go through the E-recruitment.

If you do not have access to raise a staff request, your line manager must instruct HR to give you the appropriate access

The steps in E-Recruitment process are as follows:

  • Add the Request: The staff request must be completed on E-recruitment via the Core Portal.  Please login to Core and navigate to the recruitment section (see Video below and user guides as there are a few steps to add your staff request: e.g. manager dashboard, recruitment, view requests, your establishment, search for post etc, you will need to follow the guide) the post is not available under “Your Establishment”, contact research recruitment. Only hiring managers will have access. 
  • Complete the form and the Online tabs: When each tab on the staff request section under recruitment on the E-recruitment/Core portal has been completed (see video below) by the hiring manager and a fully completed Person Specification Form (see below) has been uploaded to the staff request, the request can then be submitted for approval.
  • Stage 1 Approval: The staff request will then go to the various approvers automatically via the portal. Depending on the type of vacancies, the request will have to go to either 4 or 5 approvers. The requestor will have access to view their staff request at all stages of the approval process on the Core portal dashboard.
  • Final Stage approval: At the HR Manager approval stage, if funding is in place, the HR Manager will approve the request. If funding is not in place, then the HR Manager will bring the request to the Subcommittee for approval (the subcommittee normally meets every 2 weeks, but this is subject to change). Once the subcommittee approves the staff request, the HR Manager will then approve it on the portal.  
  • Advertise the post: The Research Recruitment Officer will then move to advertise the vacancy and engage with the Hiring Manager/Requester.
    • Internal vacancies are generally advertised for one week & external vacancies for two weeks.
  • Shortlisting: Following the advertisement, the research recruitment officer will prepare the shortlisting pack will send it to the shortlisting panel via the E-recruitment portal.
    • Shortlisting Complete: When the shortlisting is completed on E-recruitment, the fully completed Selection Control Form is emailed to the research recruitment officer, who will only, then, place it in the queue to be scheduled for an interview. 
    • A competition will not be scheduled for interview until the shortlisting pack has been returned to the Research Recruitment Officer.  
  • Schedule the Interview: The requester will be offered a date for the interview, approximately three weeks prior to the interview date, to allow for the interview panel to be put in place and to give the required notice to candidates. (Candidates are not invited to interview until the interview panel has been confirmed).
    • Presently, once the competition is put in the queue to be scheduled for an interview, it takes approximately 1-2 months for the interviews to be held. This timeline is just an estimation, as it is dependent on many factors, including the number of competitions to be scheduled, Governing Body availability, etc. PI’s need to be aware of the timelines when submitting requests and to submit them as early as possible.

Any queries surrounding this process should be directed to [email protected]

Please see E-recruitment User Guides & and the instructional video below. 

Core Portal Recruitment Process/E-Recruitment user guides 

 Person Specification Form.docx

 Principal Investigator - Research Centre User Guide March 2022.pdf

 Principal Investigator - Research User Guide March 2022.pdf

The videos below will provide you with an overview of the various steps of the process.

 

Following the interview stage, offers will be made to your chosen candidate and the Research Recruitment Officer will guide you through this process. Once a candidate has accepted and an agreed start date had been decided, you need to now ensure that you set them up for Computer Access and pay accordingly. 

Setting up your Funded Research Staff Member

Once the new research staff member commences, the HR Commencement Form for Funded Research Staff must be completed by the new employee in conjunction with the PI. This must be signed by the new employee, the PI, and the Head of Department and the original signed form sent to [email protected]. The staff member will be set up on the Core HR system and their monthly payments organised as indicated on the HR Commencement Form. Please note that it is the PI's responsibility to ensure the HR Commencement Form is completed in its entirety. Any changes to the new staff member's set-up, pay, or P-code thereafter must be submitted to [email protected] by using the ONLINE form here  https://www.cognitoforms.com/WIT8/EmployeeProfileChangeForm

HR Commencement Form Research Staff

Salary Increase Request form for Career Researchers

 Sample Timesheet

HR Contracts > will issue a contract of employment once the offer has been accepted.

Recruiting Research Students

The material presented in this section outlines the procedure for the recruitment of research postgraduate students who are funded through internal (e.g. SETU Waterford PhD Scholarship Scheme) or external (e.g. European Commission, Industry, Teagasc Walsh Fellowships, Science Foundation Ireland, etc.) funding programmes.

Click on the link below to reveal more details associated with each step of the process. An overview of the process, along with downloadable documents at each stage is available in our step-by-step guide to funded research postgraduate recruitment.

Please also note SETU Waterford can arrange Hosting Agreements with third-country nationals (non-EEA nationals) for the purpose of conducting research in the Institute.

Hosting Agreements Guidelines

WIT is an accredited research organisation and as such can form hosting agreements with third-country nationals (non-EEA nationals) for the purpose of conducting research in the Institute.

The hosting agreement replaces the need for work permits for the following category of staff; Researchers Academic Staff involved in research

In order to be eligible for a hosting agreement the proposed employee must have

  1. A contract for a minimum duration of 3 months
  2. Salary amounting to €23,181 or more per annum (or €30,000 for those with dependents)
  3. Health insurance
  4. Hosting Agreements are a quick and cost-effective form of work authorisation – there is no approval process or fee (however the researcher must still pay €300 to register with the immigration authorities each year) Furthermore, the hosting agreement is valid for the duration of the employment contract, thus removing the need for annual renewals.

For more detail, please contact [email protected] directly. You can also visit the EURAXESS webpage for more detail on this process. 

All universities, Institutes of Technology (IoT) and a number of research-active organisations are accredited for the Fast Track Work Permit for Non-EU R&D Personnel (Hosting Agreement) scheme. Details related to the accreditation procedure can be found here.

More Information

The Euraxess website contains more details relating to the Hosting Agreement.

For queries contact:

Head of EURAXESS Ireland

Dr Magda Wislocka

Tel: 00-353-1-7996030

Email: [email protected]

  • Research Programme Board Approval

    The academic process for funded research postgraduate positions is specified in §4 of the WIT Postgraduate Research Degrees: Regulations and Procedures. PI/Supervisor submits a summary of the research project(s) and details of the proposed supervisory team(s) to the Research Programme Board Chair of the associated department (see listing of Research Programme Chairs at the bottom of this accordion) for review.

    The Chair of the Research Programme Board will inform the Postgraduate Admissions Office ([email protected]) and the RSU ([email protected]) that the position is to be advertised using the Research Postgraduate Scholarship Information Sheet.

  • Advertising

    • Upon e-mail submission of the Research Postgraduate Scholarship Information Sheet by the Research Programme Board Chair to Postgraduate Admissions and the RSU, the advertising process will commence.
    • Allow at least two weeks for the closing date for applications (RSU and PG Admissions to agree on an appropriate date).
    • Once the Project Information Sheet is agreed with RSU, Research Support Unit (RSU) will:
      • Post on the WIT website and other websites as requested [Findaphd.com / Findamasters.com, Euraxess, NatureJobs (if science-related)].
      • Liaise with Jamie Power, RSU, who will promote on social media, in conjunction with the Marketing Office.
      • Send advert links to Supervisor so they can promote through their own networks.
      • Notify PG Admissions, Office of the Registrar that the scholarship has been advertised.
    • Queries:
      • Research Postgraduate Admissions will deal with any queries relating to the admissions process and will direct any project-specific queries to the relevant Supervisor.
  • Applications

    • As completed applications are received, Research Postgraduate Admissions upload and share the application with the Supervisor(s) and the relevant Research Programme Board Chairperson via OneDrive.
    • All complete applications are acknowledged by Research Postgraduate Admissions, with applicants advised that they will be contacted in due course. Please note: Research Postgraduate Admissions completes a completeness check on all applications (i.e. English language, grading certification).
    • The Research Programme Board Chairperson conducts the initial eligibility checks and verifies the qualified applicants; this may be done in conjunction with the designated Supervisor(s).
    • The Supervisor shortlists the candidates for interview; this may be done in conjunction with the Research Programme Board Chairperson. There is no minimum/maximum number of candidates to be interviewed. The names of applicants who are not shortlisted should be entered on the ‘Not Shortlisted Candidate Form’.  This form should then be signed by the relevant Head of Department (HoD) and returned to Research Postgraduate Admissions so that candidates can be notified.
    • In the event that no applications are received by the closing date, or applicants do not meet the minimum eligibility criteria, the position should be re-advertised. In the event that no candidates are shortlisted for interview, it is imperative that these candidates are informed of the outcome of the shortlisting process before the position can be re-advertised by the RSU. An exception to this arises where the terms and conditions of the research funding award require that the position be filled by a given date and where it would not be possible to complete the advertisement/interview process in the available timeframe. Please notify RSU to organise re-advertisement.
  • 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 Research Programme Board Chairperson.  
      • Ideally there should be three people on the panel: generally the Supervisor, Research Programme Board Chairperson or their representative and Co-Supervisor or other specialist in the area being interviewed for. A representative from the RSU can be requested (please contact PGFunded [email protected] to organise).
      • Try to ensure gender balance in the interview panel.
      • It is not necessary to have an external person present.
      • Cognisance must be taken of the Institute’s Equal Opportunity Policy and the OTMR Policy.
    • Interview location: 
      • Supervisor must arrange a suitable room in which to hold interviews, usually within their Department.
      • Check if candidates have any 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 this in the audio visual suite.
    • Scoring:
      • Supervisor to complete the Interview Score Sheet for Funded Research Postgraduate Scholarships. 
      • Candidates should be 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 Shortlisted for Interview form must then be completed with the interview outcome and signed by the Research Programme Board Chairperson and sent along with the  original scoresheet (signed by the panel) by the Supervisor to Research Postgraduate Admissions  so that candidates can be notified of the outcome of the interview. Please ensure  accuracy of applicant email address.
    • In the event that all interviewed candidates are unsuitable for the position (i.e. do not meet the threshold criteria), the position should be re-advertised through the RSU via email to [email protected].
    • Notification of outcome:
      • Based on your score sheet and Excel Shortlisted Form (Shortlisted for Interview form), PG Admissions will advise each candidate of their outcome. (i) Unsuccessful, (ii) Placed on a panel, (iii) Successful pending PGEG approval. Depending on what you have indicated in your final Shortlist Form, other conditional offers may be made, for example "conditional on completing final year exams and receiving a 2.1". In the event that all interviewed candidates are unsuitable for the position (i.e. do not meet the threshold criteria), the position should be re-advertised through the RSU via email to [email protected].
    • In the event that all interviewed candidates are unsuitable for the position (i.e. do not meet the threshold criteria), the position should be re-advertised through the RSU via email to [email protected].
  • Offers

    • Supervisor should prepare the PG_A2 Form (and in Departments where it is required the QQI Registration Form). Once completed, this form should be submitted along with the specified attachments to your Research Programme Board (RPB) Chair. Once approved at School level, the RPB Chair will upload on One-Drive for (Sharon O’Connell).
    • The PG_A2 Form (and QQI form if required) will be assessed by the Postgraduate Enrolment Group at its next meeting. If approved the PG Enrolment Group will inform Research Postgraduate Admissions, the Research Programme Board chairperson and the HoD that the offer is recommended.
    • Research Postgraduate Admissions issues a Final Official Letter of Offer to the successful candidate. Candidates are asked to accept the offer within two weeks (or earlier, if specified by the Supervisor).
    • Research Postgraduate Admissions notifies the Supervisor, RSU (P[email protected]) when the candidate accepts the position so that necessary arrangements can be made.
  • Scholar Set-Up

    The RSU, Office of Research, Innovation & Graduate Studies deals with (please email RSU (P[email protected]) with your completed forms):

     

    Research Postgraduate Admissions, Office of the Registrar deals with Registration:

    • Once the successful student accepts the offer (by returning a completed acceptance slip, via post) Research Postgraduate Admissions will send the successful student a registration email. This contains a student number and password which will enable the student to register online.
    • The student brings their student number to the WIT Card Office to be issued with a student WIT card. Support on this can be issued via email to the RSU (P[email protected])
    • If the student requires access to laboratory doors or buildings, they should complete a room access request form. This should be signed by the relevant parties and then presented at the Estates Office for signature and subsequently the WIT Card Office so that the student’s WIT card can be updated with appropriate access.
    • The student number will also be used to get a student email account and access to the WIT network from Computer Services.
  • The following listing of Research Programme Board Chairs is correct as of March 2020 but is subject to change.

    School / Department

    Chairperson

    Email Address

    School of Business

    Dr Tom O’Toole

    [email protected]

    School of Education and Lifelong Learning

    Dr Helen Murphy

    [email protected]

    School of Education and Lifelong Learning/School of Humanities

    Dr Allison Keneally

    [email protected]

    School of Engineering

    Dr Derek Sinnott

    [email protected]

    School of Health Sciences

    Dr Michael Harrison

    [email protected]

    School of Science and Computing, Dept. of Computing and Mathematics

    Dr Alan Davy

    [email protected]

    School of Science and Computing, Dept. of Science

    Dr Orla O’Donovan

    [email protected]

  • The remaining schedule of meetings for the 2020/2021 academic year are as follows:

    08 January 2021 05 February 2021 19 March 2021 30 April 2021 14 May 2021