Northwestern University Feinberg School of Medicine
Faculty Affairs Office
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Research Staff

Research staff appointments are approved by the Faculty Affairs Office and the Office for Research, which maintains relevant policy governing these appointments.

Research Staff Titles

Senior Research Associate
Clinical Research Associate
Senior Research Associate
Senior Clinical Research Associate
Post-Baccalaureate Research Fellow

View detailed position  descriptions.

Research Staff Salary

The minimum salary for individuals appointed to any of the research associate titles is $47,476. NU classifies them as exempt employees and they must be paid this minimum whether they are part-time or full-time status. There is no hourly (BIR) research staff position available at NU.  Individuals doing research may be employed in an appropriate regular staff, hourly position at a lower annual salary, and in that case, must use Kronos to track their hours.   

 New Appointment

Submit the following documents to the Faculty Affairs Office:

  • Recommendation for Research Staff Appointment Form, signed by the chair of the department or center director and the Principal Investigator
  • Salary must be at least $47,476, whether the position is part-time or full-time
  • Candidate's CV
  • Position Data/Appointment Form, signed by the department administrator or center director 
    Appointment form Action/Reason = HIR/HIR 
    Position Data form Action/Reason = POS/NEW
  • Personal Data Form
    If the appointee is not in town yet, submit the form and include as much information as you can get. When the appointee arrives, send us a new form containing the appointee's ORIGINAL signature and LOCAL address

 Reappointment

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.

Standard Process

Submit the following documents to the Faculty Affairs Office:

  • Recommendation for Research Staff Appointment Form, signed by department chair or center director and the Principal Investigator
  • Salary must be at least $47,476, whether the position is part-time or full-time
  • Position Data/Appointment Forms, printed from myHR and updated 
    Appointment form Action/Reason = DTA/REA
  • CV, only if the appointee has been working at NU for three years or more
  • Personal Data Form, ONLY if appointee needs to update local address/other information

 Change Start Date (within one month of original start date)

If the new start date is within ONE MONTH of the original effective date, submit the following to FAO: 

  • Approved Recommendation for Research Staff Appointment Form
    - Mark "change of dates" as the action requested
    - Cross out the originally approved date and enter new date
    - Department Chair or Center Director should initial the date change on the form
  • Position Data/Appointment Forms (new set)

 Change Start Date (more than one month from approved start date)

If the new date is more than one month from the original effective date, submit the following to FAO:

  • Recommendation for Research Staff Appointment Form, signed by the chair of the department or center director and the Principal Investigator
  • Position Data/Appointment Forms, printed from myHR with employee ID# 
      - Appointment form Action/Reason = HIR/HIR
      - Write in "change effective date" in comments section at bottom

 Change Title

Submit the following documents to the Faculty Affairs Office:

  • Recommendation for Research Staff Appointment Form, signed by department chair or center director and the Principal Investigator
  • Salary must be at least $47,476, whether the position is part-time or full-time
  • Position Data/Appointment Form, printed form 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
  • Current CV

 Leave of Absence

To request a leave of absence, refer to this table and submit the appropriate materials to Human Resources.

 Rehire

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

Submit the following documents to the Faculty Affairs Office:

  • Recommendation for Research Staff Appointment Form, signed by department chair or center director and the Principal Investigator
    Check "reappointment" box and write "REHIRE"
  • Salary must be at least $47,476, whether the position is part-time or full-time
  • CV, if more than a year since termination
  • Position Data/Appointment Forms, signed by the department administrator or center director 
    Indicate employee ID, if known
    Appointment form Action/Reason = REH/REA
  • Personal Data Form, if more than six months since termination

 Transfer

New department submits the following to FAO:

  • Recommendation for Research Staff Appointment Form, signed by NEW department chair or center director and the Principal Investigator
  • Salary must be at least $47,476, whether the position is part-time or full-time
  • Position Data/Appointment Forms, signed by both departments 
      - Former department prints Position Data/Appointment Forms from myHR, signs, 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
  • Candidate's CV
  • Personal Data Form
    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.

 Resignation: Voluntary Departure Initiated by Research Staff Member

Submit the following documents to the Faculty Affairs Office:

  • Position data/appointment form printed from myHR and updated with resignation date, signed by the department or center administrator 
  • Resignation letter from the research staff member 

 Termination: Involuntary Departure Initiated by Department

Note: Non-renewal of an expiring appointment term is an involuntary termination, even if the research staff member knew it was a time-limited position at the time of hire. Per November 2010 policy from HR, termination of research staff must follow a new process. See the following documents:

     Termination Table
     Talking Points
      Sample Letter

To process a termination, submit the following documents to the Faculty Affairs Office:

  • Position data/appointment form printed from myHR and updated with termination date, signed by the department or center administrator 
  • Copy of non-reappointment letter from department or center to research staff member

 

 Death

Submit paper copies of the following documents to the Faculty Affairs Office:

  • Position Data / Appointment Forms, printed from myHR and updated
    Action/Reason Code: TER/DEA
  • Obituary (if available)
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