Hire & Pay Staff

Hiring staff for a sponsored award is a collaborative process between the PI/PD, the PI's/PD's School Administrative Manager, Human Resources and SPA.

The following overview for the hiring process is presented for informational purposes. Each division's and school's procedures for completing this process may vary. The PI/PD should consult with the appropriate administrative manager in his/her division or school for guidance on the hiring process.

Identify Staffing Need

Based on the requirements, terms, and conditions of an award agreement, the PrincipalInvestigator/Project Director (PI/PD) should work with their Project Administrator to identify potential staffing needs. Once a staffing need has been identified and it is agreed that the award allowed for the staff position the PI/PD should contact the appropriate Administrative Manager to obtain guidance on the next steps of the hiring process.

In limited cases the SPA PA may refer the PI/PD directly to the Sponsored Programs Employment Coordinator (SPEC).

The Employment Coordinator for Sponsored Programs will work with the Administrative Manager and, if necessary, the PI/PD to determine if recruitment is required and will assist the AM and the PI/PD in initiating the process, as necessary. For Sponsored Programs, recruitment will only occur upon approvals required on the Staff Requisition form including the Appropriate Administrator*, Unit (e.g. School Dean/Department Chair), Administrative Approval (i.e. President or designee), SSU Budget Office, SPA and HR.

Complete Staff Requisition Form

This form provides detailed information related to the staff need identified. This form is typically completed by an Administrator but does require approval by PI and other officials prior to processing. In addition to the information on the form, this form requires multiple levels of approval including:

  • Appropriate Administrator
  • Dean
  • Administrative Approval (President or designee)
  • SSU Budget Office
  • HR

The HR Coordinator for Sponsored Programs is available to assist in completing the Staff Requisition Form and to facilitate its flow through approval process.

Create Position Description

Generally, it is the responsibility of the PI/PD to develop the Position Description and submit to the Administrative Manager. The Position Description requires the PI/PD to identify the purpose of the position, major duties, secondary duties, work environment, and minimum qualifications of the position. The HR Coordinator for Sponsored Programs may be contacted to assist with the development, classification, salary and review of the Position Description.

Submit Documents to Employment Services

After the position description has been developed and approved by HR and the staff requisition form has been signed, they should be forwarded to HR who will obtain signatures from the SSU Budget Office and SPA Project Administrator.

Search and Selection

Under direction of Employment Services, this process includes activities performed by Employment Services and the Appropriate Administrator and/or the PI/PD. For complete guidelines, please contact the HR Coordinator for Sponsored Programs for assistance and online access to the Managers Tool Box.


Human Resources extends all offers of employment related to sponsored programs administered by SSU.

The hiring process is initiated when the PI/PD and/or the Appropriate Administrator submit a Recruitment Report to the Human Resources Coordinator for Sponsored Programs. Additional steps in the hiring process by HR include:

  • Review of the selections process and recommendation for hire to ensure that the search was conducted in accordance with the recruitment policy
  • Scheduling required pre-placement physicals, drug screens, and background investigation
  • Notification of unsuccessful applicants
  • New employee sign-up and orientation

The Human Resources Coordinator for Sponsored Programs will oversee the hiring process and coordinate parties to insure process is in compliance with the Recruitment Policy.


While outside the scope of these procedures, it should be noted that staff oversight should be a high priority for PI/PD. Faculty PIs/PDs cannot serve as appropriate administrators. However, PIs/PDs must be able to confirm that the employee working on the PI's/PD's project have expended effort consistent with the number of hours/days for which the employee is being paid.

All other responsibilities related to staff management (including pay rate increases, reclassification, evaluation, discipline, termination, etc.) should be handled by the employee's appropriate administrator in collaboration with the HR Coordinator for Sponsored Programs.