Employment Specifications for Grant/Contract Funded Positions

8220.1 Purpose

Funding agencies award grants and contracts to Wright State University on behalf of specific programs and/or research conducted by principal investigators.  These awards are made to the university and not to individuals.  This policy details the requisition, recruitment, and terms of employment for all grant funded and special contract positions.  Positions that fall under this policy have a specified start date and end date and may not continue beyond the duration of the funding.

8220.2 Scope

This policy applies to all faculty and staff grant funded and special contract positions at the university and its affiliates.

8220.3 Required Information about Funding and Contracts

All personnel requests, position announcements, contracts, and salary notices for positions funded by external sources for faculty and staff must specify that the position is dependent on funding from non-university sources and that continued employment is contingent on that grant or contract.  All contract personnel will be employed on special contracts, and faculty on such contracts will not be eligible for tenure.

8220.4 Documentation and Certification of Funds

The originator is responsible for placing a statement regarding the nature of the funding and contract on the appropriate documents and for specifying the grant/contract number or the source of special funding.  The applicable department overseeing the external funds will certify that the funds are or will be available before any position is filled.

8220.5 Discussion with a Prospective Employee

In discussions with any prospective employee hired under a grant or contract, the employer (grant director) should make it clear, both verbally and by the written notation on the contract or salary notice, that the individual will be employed by the university only so long as grant or contract funds are available.

8220.6 Personnel Regulations

Even though a position may be funded by a grant, the employee will be subject to all Wright State policies and regulations. Supervisors must give the usual notice before the employee is terminated, and vacation time must be taken before the end of the contract period or forfeited in compliance with the university vacation policy 8410.

8220.7 Exception for University Employee on Continuing Status

This policy does not apply to a previously hired university employee on continuing status who subsequently may be funded by a grant or contract for all or part of his/her time.

8220.8 Contingency Hires and Candidate Pool Recruiting

Position announcements that depend on proposed external funding enable the university to produce competitive grant/contract proposals. The contingent hire process allows colleges/departments to post position announcements, interview and issue contingent job offers based on anticipated funding. The hiring entity will provide the applicable contract proposal and award notification to the certifying authority, prior to establishing a start date of employment. When hiring employees contingent upon contract/grant award funding, it is important to work with Human Resources, Office of Equity and Inclusion and the Office of General Counsel, specifically for offers made to international candidates where there could be Visa implications.

8220.9 Procedures

  1. All grant and externally funded positions must follow the regular employment policies and procedures in compliance with university policy 8110.
  2. If a contingent offer must be made, a written letter outlining the employment terms and conditions must be given to the successful candidate.
  3. Once a contract has been awarded, a copy of the grant/contract must be submitted to Human Resources before the hiring department/college can communicate a start date and finalize the new hire process.