Research Staff

Complete the OnBase submission form (for help, view this OnBase page) and attach these documents:

• Combine the following documents into a single PDF file and upload to the Position / Appointment Form button. When combining documents, use this order:
  1. Recommendation for Research Staff Appointment Form, signed by the chair of the department or center director and the Principal Investigator
     • Exempt positions: salary must be at least $47,476, whether the position is part-time or full-time
     • Non-exempt positions: wage must be at least $15.80/hour
     • If the candidate has a visa, write "VISA" in two places: (1) at the top of this form and (2) in the Comments and Notes section of the OnBase submission form.
  2. Position Data/Appointment Form
     • Appointment form Action/Reason = HIR/HIR 
     • Position Data form Action/Reason = POS/NEW
  3. Written justification if appointment term deviates from one year
     • If shorter: written justification that (1) explains the reason for the short term and (2) confirms that upon conclusion of the short term, the employee will either be reappointed for a full year or terminated
     • If longer: written justification that (1) explains the reason for the longer term and (2) confirms that funding is guaranteed for the duration of the appointment. The maximum term length is three years.
  4. Prior correspondence with FAO regarding special circumstances, if applicable
  5. Candidate's CV
• Upload the Personal Data Form separately to its respective button
  
  • If the appointee is not in town yet, submit the form and include as much information as you can get. When the appointee arrives, submit a new form containing the appointee's signature and LOCAL address.
  • If an existing employee is changing to a research staff appointment, the personal data form isn't necessary 

Annual Process for Reappointment/Merit Increase

Each summer, there is a brief window of time when reappointments and merit increases are processed using panels in myHR. Details for the current or most recent summer process (including deadlines for its use) are in the checklist below.  If the checklist does not apply, use the standard process.

• Research Appointments: Checklist for Annual Reappointment/Merit Increase Process in myHR
    

Standard Process

If the reappointment includes an off-cycle salary increase that does not conform to the current year's merit pool, you will need to complete the Non-Merit Salary Increase Form and receive approval from the Office of Finance & Administration before submitting an OnBase transaction. View the page on Non-Merit Salary Increases for more information.  

If the reappointment is not subject to the non-merit increase process, or you already have approval through that process, complete the OnBase submission form (for help, view this OnBase page) and attach these documents:

• Combine the following documents into a single PDF file and upload to the Position / Appointment Form button. When combining documents, use this order:
  1. Position Data/Appointment Forms, downloaded from myHR with employee ID#.
     • If the candidate has a visa, write "VISA" in two places: (1) at the top of this form and (2) in the Comments and Notes section of the OnBase submission form.
     • Exempt positions: salary must be at least $47,476, whether the position is part-time or full-time
     • Non-exempt positions: wage must be at least $15.40/hour
     • To reappoint, use DTA/REA
     • If changing salary at the time of reappointment, also enter PAY/SAJ or another appropriate code to change salary (and use POS/BUD on the position side of the form to change the budgeted salary)
     • Note: If changing anything else about the position (e.g., title), you are not executing a reappointment and this process does not apply. A reappointment means someone is remaining in their current position, with only the dates being extended (and potentially a salary adjustment).
  2. Approved Non-Merit Salary Increase Form, if subject to the non-merit increase process  
  3. Written justification if appointment term deviates from one year
     • If shorter: written justification that (1) explains the reason for the short term and (2) confirms that upon conclusion of the short term, the employee will either be reappointed for a full year or terminated
     • If longer: written justification that (1) explains the reason for the longer term and (2) confirms that funding is guaranteed for the duration of the appointment. The maximum term length is three years.
  4. Prior correspondence with FAO regarding special circumstances, if applicable
  5. Candidate's CV
• Upload the Personal Data Form separately to its respective button ONLY if appointee needs to update local address or other information

1. Position Data/Appointment Forms (if candidate is already entered in myHR, then print the forms from myHR and update; if they are not already entered in myHR, then prepare a new set or revise the set originally submitted via OnBase)
   • Write "Change of Dates" at the top of the form so it is clearly visible to any reviewer receiving the transaction in OnBase
   • If the candidate has a visa, write "VISA" in two places: (1) at the top of this form and (2) in the Comments and Notes section of the OnBase submission form.
   • Appointment form action/reason codes: HIR HIR 
   • You may change both the start date and the end date of the appointment as long as the appointment term length is not longer than what was originally approved

Complete the OnBase submission form (for help, view this OnBase page) and attach these documents:

• Combine the following documents into a single PDF file and upload to the Position / Appointment Form button. When combining documents, use this order:
  1. Recommendation for Research Staff Appointment Form, signed by department chair or center director and the Principal Investigator
     • If the candidate has a visa, write "VISA" in two places: (1) at the top of this form and (2) in the Comments and Notes section of the OnBase submission form.
     • Exempt positions: salary must be at least $47,476, whether the position is part-time or full-time
     • Non-exempt positions: wage must be at least $15.80/hour
  2. Position Data/Appointment Form, downloaded from myHR and updated 
     • Position Data Form Action/Reason = POS CLS if keeping the same position number in myHR (update fields as appropriate to re-classify the existing position); POS NEW if creating a new position 
     • Appointment form Action/Reason = DTA/REA if keeping the same position number; XFR DPO if creating a new position
  3. Current CV

Do not submit OnBase requests to FAO for leaves of absence for Research Staff. Leaves of absence are coordinated by the Benefits Division. Please contact them for assistance: benefits@northwestern.edu.

Return of previously active research staff; might be in different job title and/or department.

Complete the OnBase submission form (for help, view this OnBase page) and attach these documents:

• Combine the following documents into a single PDF file and upload to the Position / Appointment Form button. When combining documents, use this order:
  1. Recommendation for Research Staff Appointment Form, signed by department chair or center director and the Principal Investigator
     • Check "reappointment" box and write "REHIRE"
     • If the candidate has a visa, write "VISA" in two places: (1) at the top of this form and (2) in the Comments and Notes section of the OnBase submission form.
     • Exempt positions: salary must be at least $47,476, whether the position is part-time or full-time
     • Non-exempt positions: wage must be at least $15.80/hour
  2. Position Data/Appointment Forms 
     • Indicate employee ID, if known
     • Appointment form Action/Reason = REH/REA
  3. Written justification if appointment term deviates from one year
     • If shorter: written justification that (1) explains the reason for the short term and (2) confirms that upon conclusion of the short term, the employee will either be reappointed for a full year or terminated
     • If longer: written justification that (1) explains the reason for the longer term and (2) confirms that funding is guaranteed for the duration of the appointment. The maximum term length is three years.
  4. CV, if more than a year since termination
• Upload the Personal Data Form separately to its respective button if it has been more than six months since termination

New department completes the OnBase submission form (for help, view this OnBase page) and attaches these documents:

• Combine the following documents into a single PDF file and upload to the Position / Appointment Form button. When combining documents, use this order:
  1. Recommendation for Research Staff Appointment Form, signed by NEW department chair or center director and the Principal Investigator
     • If the candidate has a visa, write "VISA" in two places: (1) at the top of this form and (2) in the Comments and Notes section of the OnBase submission form.
     • Exempt positions: salary must be at least $47,476, whether the position is part-time or full-time
     • Non-exempt positions: wage must be at least $15.80/hour
  2. Position Data/Appointment Forms, signed by both departments 
     • Former department downloads Position Data/Appointment Forms from myHR and sends to new department
     • Appointment form Action/Reason = XFR/DPO, and change appropriate fields 
     • Position Data Form Action/Reason = POS/NEW if opening a new position; no change necessary if using an existing position
  3. Written justification if appointment term deviates from one year
     • If shorter: written justification that (1) explains the reason for the short term and (2) confirms that upon conclusion of the short term, the employee will either be reappointed for a full year or terminated
     • If longer: written justification that (1) explains the reason for the longer term and (2) confirms that funding is guaranteed for the duration of the appointment. The maximum term length is three years.
  4. Candidate's CV

• Upload the Personal Data Form separately to its respective button
  If the appointee has worked for the medical school in the last six months in a RESEARCH STAFF position, you don't need to submit a personal data form.