On a sponsored project, a most important aspect of getting underway is hiring staff. There are several types of positions and appointments at IUP, and different offices are involved in making them. This chart indicates the office to contact for hiring various staff. Contact the designated IUP RI Project development officer to determine the most appropriate course of action to ensure the project hires are done in compliance with IUP, IUP RI, and federal and state regulations.
Background investigations must be conducted for all successful candidates for instructional and non-instructional vacancies prior to extending offers of employment. The investigations are submitted by the Office of Human Resources, and normally the results are obtained within 24-48 hours. The Background Investigation Policy is available on the IUP Human Resources Policy webpage.
Project directors are responsible for arranging the appointment of faculty to externally funded positions. The academic department of the project director initiates the paperwork that often requires the approval of the Dean’s and Provost’s offices. Project directors must follow the policies of the Department of Human Resources who, in turn, are governed by the APSCUF (collective bargaining unit) guidelines for hiring faculty. The project development officers at the IUP RI are knowledgeable in the topics listed below and can assist with the required paperwork.
When hiring any new faculty members, please refer to the Faculty Hiring Procedures. In externally funded projects, faculty appointments can include the following situations:
The following table outlines some of the key elements project directors must know in order to hire faculty for externally funded projects.
Note: All forms can be administered by the college dean or be found at X:\Public\Academic Information. Summer Contract forms are available from the associate VP for Academic Administration Office.
Before the IUP faculty appointment can be made, the Pre-employment File must include three letters of reference and the candidate’s vitae. The Personnel File must include all correspondence with the candidate, official transcripts, the departmental faculty recommendation, the department chairperson’s recommendation, the English Fluency Form, and New Faculty Information Form. Faculty appointments are made for a nine-month academic year appointment. Summer employment is handled through summer contracts in addition to the academic year appointment.
The Office of Human Resources coordinates the hiring of all staff, managers, administrators, and grant funded program coordinators, consistent with the university’s hiring policies/procedures and collective bargaining agreements. The Office of Human Resources works closely with the Office of Social Equity when hiring all employees.
Prior to submitting a grant proposal:
While there are several unions and collective bargaining agreements in place at IUP, most grant-funded staff positions are governed by two unions. Grant-funded program coordinators are represented by SCUPA (State College and University Professional Association), while AFSCME (American Federation of State, County, and Municipal Employees) represents support staff such as secretaries, laboratory assistants, and typists.
Project directors are responsible for complying with all articles of the collective bargaining agreements. Information about these articles may be found in the bargaining agreements or from the Office of Human Resources.
To help project directors understand the steps involved in the hiring process and the estimated time for filling new positions, the Office of Human Resources has provided a Hiring Timeline.
When hiring program coordinators, please refer to the Search Procedures Guidelines. Grant-funded program coordinators, as temporary positions, are the equivalent of state university administrators. Professional positions wholly funded by grant money can be classified as grant-funded program coordinator.
Grant-funded program coordinators are considered temporary positions held only for the term of the grant and its renewal, if any. For renewed grant-funded projects, the annual service increment (step increases) may be provided to a grant-funded program coordinator only if the increases were budgeted. Other matters affecting position continuation include the following:
When hiring clerical workers, please refer to Staff Hiring Procedures.
If grant-funded AFSCME positions are not continued because the grant is not renewed, and if an employee has been hired for one year or more, the employee holds furlough/bumping rights to other positions as provided in the Agreement. The project director contacts the Office of Human Resources as soon as notice is received that the grant will not be continued. The AFSCME Union is notified within thirty days, or as soon as the university receives notification of nonrenewal. The Office of Human Resources is responsible for notifying AFSCME and the employee and for preparing all correspondence regarding furlough/bumping rights.
When hiring new managers, please refer to Managers Hiring Procedures.
Project directors may hire undergraduate or graduate student employees as university/grant employees or as graduate assistants. Federal Work Study funds cannot be used to hire student employees on a grant.
When hiring consultants or speakers, please refer to the Procurement Procedures for Consultants/Speakers.
Provided specific criteria are met, project directors may be able to hire employees through the IUP Research Institute. Temporary positions that do not fall within the parameters of a bargaining unit position are an example. Consultants or independent contracts may also be “hired” through the IUP RI if the IRS guidelines are met. Contact the designated IUP RI project development officer to determine the most appropriate course of action to ensure the project hires are done in compliance with university, RI, and federal and state regulations.
The Supplemental Payment Request Form must be used to request payment for short-term services performed by IUP and non-IUP employees. The Supplemental Payment Request Form replaces the Continuing Education-Centers and Institutes Contract Approval Form.
See the Supplemental Payment Request Form and Instructions.
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