Frequently Asked Questions regarding SRF
-
What is a special research faculty employee?
This is a large and growing category of positions at Virginia Tech. Special research faculty members are employed to promote and expedite university research activities, participate in a research traineeship or be involved in activity other than traditional research.
The appointments are non-tenure track. Typically special research faculty are funded on sponsored grants and contracts. The Office of the Vice President for Research is responsible for the day-to-day oversight of this group of employees. The Commission on Research provides policy oversight.
-
What are the special research faculty ranks?
There are 11 official special research faculty ranks recognized by the university. They are: postdoctoral associate, research scientist, senior research scientist, research assistant professor, research associate professor, research professor, research associate, senior research associate, project associate, senior project associate and project director.
For more information about each of the ranks please see the special research faculty matrix of ranks.
The charts in the matrix are laid out as proposed career tracks for research associates, for research scientists/professors and for project associates.
(Note that some ranks may be applicable in more than one track.) -
I want to hire a postdoc. What do I need to know?
The official university rank for a “postdoc” is postdoctoral associate. This rank should be used in all official correspondence and HR forms. These positions are typically filled using a search exemption (when a qualified candidate has been identified). However, these positions can be filled through a competitive search. See below for further information on search exemptions and filling positions competitively.
In order to qualify for postdoctoral associate status, the candidate must have completed their doctoral degree no more than five years prior to the request. A postdoctoral associate or postdoc appointment at VT is limited to a total of four years. Additionally, search exemptions for postdoctoral associate positions may be approved for candidates who are in the process of completing their degree requirements. However, these candidates may not start the salaried position until their degree is officially awarded.
Please contact OVPR Human Resources (1-9359) for further information.
-
How do I request a search exemption?
Search exemptions may be granted under limited circumstances other than as described above for postdocs. To initiate a search exemption, the department should complete a SRF-02 (note: the search exemption form for special research faculty is NOT the same form that is used for T&R, A/P or instructional positions) along with the following attachments, to OVPR Human Resources:
- Position Description
- Candidate’s Current CV
- Justification for the search exemption
It is sometimes necessary to review an organizational chart of the department as well. We will contact you if this is required.
-
Is there anything else I need to know about search exemptions?
If you are requesting a search exemption on the basis of the candidate being named in a grant, in addition to the required attachments discussed above, you must submit a copy of the page of the award (the grant proposal is not sufficient) that identifies the candidate.
-
How do I conduct a search for a special research faculty position?
OVPR Human Resources and the Office for Equity and Inclusion will work with you and your departmental PeopleAdmin administrative user to post your position. (PeopleAdmin is the University’s on-line applicant tracking system.)
Searches are required for salaried appointments of SIX months or greater, except in a limited number of cases warranting a search exemption, as discussed above. Employment of less than six months must be wage employment and is without benefits.
To initiate the search your departmental PeopleAdmin administrative user will need a position description, including job/skill/education requirements and other necessary information. Approvals for job postings are obtained electronically through PeopleAdmin and are routed through the following channels in order: Department Head, Sr. Management, Office of Research, and Office for Equity and Inclusion.
Detailed information regarding faculty search procedures is available from the Office for Equity and Inclusion.
-
How long am I required to post a position?
You are only required to post a position in PeopleAmin for a minimum of ten (10) calendar days. However, there are times when a longer search may be more effective.
-
Can I hire a special research faculty employee on a wage basis?
Yes. Appointments of less than six months must be on a wage basis. This requires a completed P-14A form approved by your Department Head and Sr. Management. Your departmental Banner enterer is responsible for setting up this type of appointment
-
What is the difference between regular and restricted positions?
These terms apply to both faculty and staff positions. Special Research Faculty positions are typically “restricted”. Departments must obtain advance approval for regular appointments.
Typically a “regular” position is one that is on-going, renewable, and supported by more permanent funding. A “restricted” position will have a limited duration and/or a less permanent source of funding (such as sponsored grants or contracts).
Critical differences between “restricted” and “regular” appointments are explained in detail in the special research faculty handbook, in section 2.4.
-
How does my department get approval for regular appointments?
The department should review the criteria and expectations for regular appointments in the Policy on Regular Appointments for Special Research Faculty. If all criteria are met the department should submit a Request for Unit Authorization to Make Regular Appointments for Special Research Faculty. Authority is given at the departmental level rather than by individual and may be approved for up to 5 years. If your request is approved we will notify you by sending you a signed copy of the request form.
-
How long can an initial appointment be for a restricted special research faculty position?
Initial or original appointments for (salaried) restricted special research faculty positions must be for at least six (6) months and can be up to three years.
-
What benefits will a SRF employee have when hired?
-
How is a restricted position “renewed”?
All departments are required to provide restricted special research faculty employees Terms of Faculty Offer Reappointments prior to the end date on their original or current Terms of Faculty Offer. Reappointments can be made for one month or up to three years.
-
What special research faculty ranks have automatic PI Status?
The special research faculty ranks listed below have automatic PI Status. Any employee in one of the university’s eleven (11) official special research faculty ranks can serve as a Co-PI.
Research professor Project director Research associate professor Senior research scientist Research assistant professor Research scientist -
Are there exceptions for PI Status?
Yes, the Office of Research HR has the authority to make exceptions in special situations. For official paid University employees seeking PI approval, please complete the PI Status Request Form and submit it, along with the person’s most current CV to OVPR Human Resources. We will notify you by email upon approval.
-
Do special research faculty employees get annual performance evaluations?
Yes. Special Research Faculty should be evaluated during the same cycle as all other types of faculty. Supervisors, usually principal investigators, are responsible for conducting an annual evaluation for any and all special research faculty. Annual evaluations should be in writing. This documentation supports the request for annual merit and/or special adjustments. Giving regular and constructive feedback is essential to the development of employees, and it is the responsibility of the Department Head to be certain that special research faculty are appropriately and consistently evaluated.
-
How do I give my special research faculty employee a raise or promotion?
The annual merit cycle provides an important opportunity to review special research faculty for appropriate promotions or other needed special adjustments for alignment, equity, or similar purposes. Reviewing the status of employees’ rank and salary as part of the regular evaluation cycle ensures that these are addressed in the context of the performance and responsibilities of other similar special research faculty. Promotions in rank and/or special salary adjustments that are recommended as part of this review and approved by the BOV would be effective November 25th.
Exceptional requests (those that occur outside of the annual merit review process) are considered in accordance with the Guidelines for Faculty Salary Adjustments. The Guidelines address such situations as adjustments for increased responsibilities, selection resulting from a competitive search, alignment or equity adjustments, retention and various other reasons. -
What HR forms require approval by the Office of Research?
The following forms as they pertain to special research faculty appointments must be approved by the Office of Research:
- Terms of Faculty Offers - all initial appointments
- Terms of Faculty Offer Reappointments - all
- Search Exemption requests
-
Report of Appointment or Change of Status
(P3A’s)
Involving special research faculty HR actions - H-1B visa applications (employment visas)
- J-1 visa applications for departments reporting to OVPR at the senior management level
- Permanent Residency Applications
-
Requests for Unpaid Affiliations (Form P-85)
For special research faculty ranks (when PI Status is also requested) - Requests for Departmental Approval for Regular Appointments (link to OVPR Regular Appt. Request form)
-
Funding changes (Form P-10)
For departments reporting to OVPR at the senior management level - Other forms as deemed necessary by other university offices such as Human Resources, the Office of the Provost or the Office of Sponsored Programs.
-
I have an employee relations issue with a special research faculty employee. Who can help me?
You should begin by contacting OVPR Human Resources. There are many resources available to you including conflict resolution and mediation offered by the Office for Equity and Inclusion and faculty reconciliation offered by the Provost’s office. We will assist you in determining the best course of action for your situation.
-
Help! My special research faculty employee needs an H1B visa. What do I need to do?
H-1B petitions require paperwork from the department, the prospective employee, the Office of International Affairs and the United States Citizenship and Immigration Services (USCIS).
To get started, contact Dr . Gerald Berkley-Coats, Assistant Director for International Support Services, via email at gberkley[at]vt.edu or by phone at 540-231-6452. -
How do I get training on research related topics?
OVPR offers a variety of training opportunities on topics such as proposal development, sponsored research, research compliance and research integrity.
- Visit our professional development web site to see descriptions of scheduled events and to register.
- You may also contact Beth Tranter, Assistant Director for Research Education and Development at 540-231-1782 or etranter@vt.edu.
Viewing the frequently asked questions:
Below you will find frequently asked questions regarding special research faculty. To view an answer, simply click the question link - the answer will then populate below the question.