Northwestern University Feinberg School of Medicine
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Research Staff

Research staff appointments are approved by the Faculty Affairs Office. The Office for Research (Research Administrative Services) maintains relevant policy governing these appointments.
 

Research Staff Titles

Research Associate
Clinical Research Associate
Senior Research Associate
Senior Clinical Research Associate
Post-Baccalaureate Research Fellow (non-exempt, paid hourly wage)
Research Specialist (non-exempt, paid hourly wage)

View position descriptions and minimum salary requirements.

 

Appointment Term Length

  • Standard appointment term length is one year
  • If the proposed appointment is less than one year, written justification is required to (1) explain the need for the short term and (2) confirm that upon conclusion of the short term, the employee will either be reappointed for a full year or terminated
  • If the proposed appointment is longer than one year, written justification is required to (1) explain the reason for the longer term and (2) confirm that funding is guaranteed for the duration of the appointment. The maximum term length is three years.

Salary

  • Minimum salary/wage requirements are specified on the Office for Research (Research Administrative Services) website. For convenience, they are repeated here and not intended to override information from the Office for Research. If you notice a discrepancy between the salary/wage information on this page and the Office for Research website, please contact fao@northwestern.edu. 
  • Exempt positions: The minimum salary for individuals appointed to any of the research associate titles is $47,476. Northwestern University classifies them as exempt employees and they must be paid this minimum whether they are part-time or full-time status.
  • Non-exempt positions: Post-Baccalaureate Research Fellows and Research Specialists must earn at least the local minimum wage ($15.40/hour) and are eligible for overtime. 
     

 New Appointment

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 $15.40/hour
    2. 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
    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 

 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

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. 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 $15.40/hour
    2. Position Data/Appointment Form, downloaded from myHR and updated 
      Appointment form Action/Reason = DTA/REA
    3. Approved Non-Merit Salary Increase Form, if subject to the non-merit increase process  
    4. 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.
    5. Prior correspondence with FAO regarding special circumstances, if applicable
    6. Candidate's CV
  • Upload the Personal Data Form separately to its respective button ONLY if appointee needs to update local address or 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, 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. 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
    2. 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, 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
    2. Position Data/Appointment Forms, downloaded from myHR with employee ID# 
        - Appointment form Action/Reason = HIR/HIR
        - Write in "change effective date" in comments section at bottom

 Change Title

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
      • 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
    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

 Leave of Absence

Leaves of absence are coordinated by the Benefits Division. Please contact them for assistance: benefits@northwestern.edu.

 Rehire

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"
      • 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
    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

 Transfer

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
      • 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
    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.

 Resignation: Voluntary Departure Initiated by Research Staff Member

Complete the OnBase submission form (for help, view this OnBase page) and attach these documents:
  • Position Data/Appointment Forms indicating termination date and correct Action/Reason codes
  • Resignation letter from research staff member, uploaded separately to its respective button

 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, 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 form downloaded from myHR and updated with termination date and correct action/reason codes
    2. Copy of non-reappointment letter from department or center to research staff member

 Death

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 and updated
      Action/Reason Code: TER/DEA
    2. Obituary (if available)