Research Grant Employees/Positions

Policy 5

NOTE: THIS POLICY, LIKE ALL OTHER MUSC HUMAN RESOURCES POLICIES, IS NOT A CONTRACT OF EMPLOYMENT AND SHOULD NOT BE RELIED UPON AS SUCH. THIS POLICY MAY BE CHANGED AT ANY TIME BY THE MEDICAL UNIVERSITY OF SOUTH CAROLINA.

1. POLICY
   The FY 1990-91 Appropriations Act authorized a category of positions which are temporary in nature and limited to the duration of a grant. Positions in this category do not require FTEs, but employees occupying these positions may receive benefits (health and dental insurance, leave, holidays, etc.) if funded by the grant.
   1. Positions funded by federal, public charity, private foundation, and research grants may be established as "research grant positions" (non-FTE).
      1. Federal funds and most "other" types of restricted funds (project numbers "8xxxx" primarily) are authorized for research grant positions.
      2. State, indirect costs, and other unrestricted funds cannot be used to establish positions or pay the salaries and/or benefits of research grant employees.
   2. When grants or any subsequent renewals or extensions end research grant employees must be terminated, even if money is still available on the grant.
      
      
2. INFORMATION
   A. Research grant positions:
   1. Are designed to be temporary in nature and limited to the duration of the grant;
   2. Do not require FTEs;
   3. Must be established for each funding source. Research grant positions do not move from grant to grant. Once a position is established on a specified grant, whether full time or part time, it remains a part of the grant until deleted or the grant ends;
   4. Are assigned a classification title by the Department of Human Resources Management based on the description of duties and qualifications provided;
   5. Cease to exist when the grants and any subsequent renewals or extensions end;
   6. Allow employees hired into them to be eligible for benefits, if such funds are available within the grant.
   2. Research grant employees:
      1. Are "employed at will" and their employment is limited to the duration of the grant funding. The Reduction in Force (RIF) Policy does not apply to research grant employees;
      2. Must be terminated when grants or any subsequent renewals or extensions end, even if money is still available on the grant;
      3. Salaries cannot be "split funded" with nonsponsored research funds;
      4. Salaries and/or benefits can only be paid from the authorized established project funds, including lump sum payment of unused annual leave;
      5. Salaries must be paid within the pay band associated with the position's comparable classification. Careful consideration should be given to salaries paid so as not to create serious iniquities with other staff;
      6. May receive salary increases at any time during the year provided grant funding permits and if the amount required is within reason and does not create serious inequities with other staff;
      7. Are eligible for all types of compensation authorized by the State but only if grant funding permits; and,
      8. Do not accrue State service time (State service time only affects bonus leave accrual. Refer to the Human Resources Management Policy No. 18, Annual Leave for additional information.)
   3. Cost of living or general increases are not automatically given to research grant employees.
   4. Membership in the South Carolina Retirement System is optional, unless the research grant employee is already a participating member of the retirement system.
   5. If grants permit, sick and annual leave accrual, holiday time, administrative leave, and/or health and dental insurance are available to employees under the same guidelines as classified employees. Refer to the following Human Resources Management Policies: No. 18, Annual Leave; No. 19, Sick Leave; No. 21, Administrative Leave; and, No. 23, Holidays, for additional information.
   6. Employees transferring to or from research grant positions may not transfer unused sick and annual leave hours. Employees forfeit unused sick leave hours and are paid for unused annual leave hours in accordance with the Human Resources Management Policy No. 18, Annual Leave.
   7. Employees transferring from one research grant position to another research grant position may transfer unused sick and annual leave hours if the gaining grants are able to accept the leave hours. If the gaining grants are unable to accept the leave hours, employees forfeit unused sick leave hours and are paid for unused annual leave hours in accordance with the Human Resources Management Policy No. 18, Annual Leave.
   8. Research grant employees are not entitled to :
      1. State service credit;
      2. Grievance rights under the State Employee Grievance Procedure. However, employees may contact the MUSC Director of Human Resources Management to resolve an adverse personnel action;
      3. Shift differential or on-call pay; or
      4. Donate or receive leave from the Leave Transfer Program.
         
         
3. PROCEDURES
   The Department of Human Resources Management administers the processing of all requests to establish research grant positions.
   1. To request a research grant position, the following items must be submitted:
      1. 1. A job description typed on plain bond paper in the format depicted on the attachment. The job description must comply with the Americans with Disabilities Act (ADA) and include:
         1. Department name, department number and project number;
         2. Requested job title;
         3. Description of position;
         4. Specific duties (each duty must be clearly designated as "essential" or "marginal");
         5. Required minimum education and experience;
         6. Required Mental and physical requirements (can be accessed via the MUSC home page); and,
         7. Signatures of appropriate administrative officials and dates.
      2. A copy of the Notice of Grant Award or copies of the first and last page of the award letter must accompany the job description for each position requested. If an employee is split funded, each grant requires a separate position and must include the following information:
         1. Name of the granting agency;
         2. Name of the principal investigator and home department;
         3. Project title;
         4. Dates of the project period; and,
         5. Total amount of the award, including direct and indirect costs.
   2. The Department of Human Resources Management will process and forward the necessary paperwork to the State Office of Human Resources, via the Office of the State Budget and Control Board, to establish the research grant positions based on the required information received from the requesting departments.
   3. Recruitment efforts may begin after the establishment of the position by initiating a properly completed Personnel/Employee Action Request (PEAR) form which has been processed through the Budget Office and Grants and Contract Services. A copy of the job description must be attached to the PEAR form. As required by University Policy, a hiring decision may not be made prior to the position being posted for a minimum of ten working days.
      
      
4. FAMILY AND MEDICAL LEAVE ACT (FMLA)
1. A. Employees who have been employed by the State for at least one year and worked 1,250 hours over the previous 12 months are eligible for up to 12 weeks of unpaid, job protected leave for the following reasons: birth or placement of a child for adoption or foster care; to care for an immediate family member (spouse, child or parent) with a serious health condition; or to take medical leave when unable to work because of serious health conditions.
2. B. Refer to the Human Resources Management Policy No. 30, Family and Medical Leave Act, for additional information.
   
   
5. AMERICANS WITH DISABILITIES ACT (ADA)
1. A. Certain illnesses or health conditions may be protected as disabilities; and, upon return from extended absences, employees may require reasonable accommodations to perform the essential functions of their jobs.
2. B. Refer to the Human Resources Management Policy No. 24, Reasonable Accommodation Under the Americans With Disabilities Act (ADA) for additional information.