Non-Contractual Staff

Who is covered?: Adjunct Staff are persons who are eminent leaders in their field and distinguished by high achievement in the world of industry, business, science, the professions, the arts or public service.

The Adjunct Staff appointment process is set out in the Visiting Academic and Adjunct Staff Policy.

IT Access is automatically provided on completion of this process for the duration of the appointment and no additional request to IT Services is required.

Who is covered?: Visiting academic staff from other universities or higher education institutes from Ireland and overseas.

The Visiting Academic appointment process is set out in the Visiting Academic and Adjunct Staff Policy.

IT Access is automatically provided on completion of this process for the duration of the appointment and no additional request to IT Services is required.

Who is covered?: The Policy provides for the appointment of consultants from affiliated UCD teaching hospitals, general practitioners and others such as radiographers, who support the school in the delivery of its clinical courses.This pathway is managed by the UCD School of Medicine.

Detailed information on the Clinical Pathway is available on the UCD School of Medicine dedicated webpage.

IT Access is automatically provided on completion of this process for the duration of the appointment and no additional request to IT Services is required.

Who is covered?: All new consultants appointed to St Vincent’s University Hospital or the Mater Misericordiae University Hospital, on appointment, are given the title Clinical Lecturer.

The process is outlined in the Policy for the Routine Appointment of DAMC Hospital Consultants as Clinical Lecturers.

IT Access is automatically provided on completion of this process for the duration of the appointment and no additional request to IT Services is required.

Normally, no remuneration is attached to Visiting Academic appointments. In exceptional cases where remuneration is recommended, payment other than out-of-pocket expenses will require UMT approval. An individual who has an association with the University in the capacity as an occasional lecturer etc. should not be nominated for appointment as a Visiting Academic or Adjunct staff.

Although there is no remuneration attached to non-contractual positions, a Cost Centre is required to process the appointments on our system. It is not possible to complete the set-up without a Cost Centre. Please note there will be no cost charged to the Cost Center provided, it is just required for systematic set-up purposes.

This information is required for IT account set-up purposes and to verify if the person has an existing Core HR Personnel account with UCD.

The College Principal will seek advice from the College Executive on the proposed nomination.  The College Principal/Vice President for Research Innovation and Impact has the responsibility to ensure that an appointee possesses professional and/or academic qualifications and expertise comparable with those expected at a similar grade within the University.

In relation to the level of the appointment, the College Principal/Vice-President for Research, Innovation and Impact may seek advice from members of the Faculty Promotions Committee.

Normally, VisitingAcademic staff will be appointed at the same level they hold at their home institution.

Once the completed set-up form & C.V has been submitted to Promotions and Grading prior to the 1st of the month, as long as no queries arise, the appointment will be processed the following month. E.g. To guarantee processing in February, a completed set-up form should be submitted by the 31st January. You will receive an email after your appointment has been processed with a copy of your letter of appointment containing your Personnel (P) number.

To access these facilities, you will need to order a UCD Staff Card using your Personnel Number (as per your letter of appointment). You will need to request this via the U-Card Office. More information on this process is available here. 

Upon receipt of your UCARD you will also need to contact the library directly in order to request access to library facilities. Further library contact details are available via the following link.

When your contract in UCD ends, you retain access to your email for 30 days following the end-date of your contract. Once your resignation/end-of-contract has been processed, your non-contractual appointment will be processed in the next Payroll period available. It is not possible to process a resignation and a new appointment in the same Payroll period. 

e.g. If your contract ends on the 20th March and your non-contractual appointment commences on the 21st March, your appointment will be processed and backdated in the April payroll period. 

There may be a brief interruption to your access to other systems (e.g. Infohub, Brightspace) during this time but you will retain access to your UCD Email.

The full list of systems that you can access is available on the IT Services website (opens in a new window)here, under the “Non Contractual Appointees” column.

OBRSS regulations state that Adjunct Faculty members are not part of the OBRSS scheme.  An Adjunct Staff member would need to get an Emeritus Status first in order to be a part of the OBRSS scheme.

Appointments can be set-up for a minimum of 3 months and a maximum of 5 years. However, if an individual is to be set-up for a shorter period of time  the School can set-up them up as a ‘Visitor’ with the University with a V-number & sponsored account. The Head of School will need to request IT Services to set-up either a 'Visiting Number (V-Number)' or a (opens in a new window)Sponsored IT account.  

No. If a hosting agreement is required, the only way forward is for UCD HR Resourcing possibly supporting a 'Direct Hire'. Hosting Agreements are work permits specifically for research employees and they must include a contract of employment. The only way a person can obtain a hosting agreement from UCD is if they are issued a research funded contract of employment with a certain salary by the UCD Resourcing team. In the meantime, if you have any further queries on any of this, we would suggest that you contact the UCD HR Resourcing department. 

Note: We do not process immigration paperwork for Hosting Researchers/Work Experience/ Volunteers nor for honorary Adjunct/Visiting appointments via the Adjunct & Visiting policy. Therefore when a person is planning on being in the country for a period of time either they and/or the School would contact the Irish Naturalisation and Immigration Service (Inis) to clarify any queries they may have to arrange any immigration paperwork necessary with them to ensure their immigration status is correct and up to date.

Also if a person decides to travel alone as a 'Visitor' who is not paid at all through the University, then they themselves must approach INIS seeking possibly a(opens in a new window) Stamp 0. With reference to the(opens in a new window) INIS site, a Stamp 0 is something that a person may apply for, however INIS will be able to clarify this for them. 

Also according to the (opens in a new window)Department of Justice website, as a visiting academic or researcher you must be paid from outside the State and are here to work for no longer than 12 months. You can find out more about the permission and how to make an application to the Department of Justice (opens in a new window)here.

If a Visiting appointment falls outside the (opens in a new window)Visiting Academic and Adjunct Appointment Policy and as long as there is no contract of employment associated with the role, another possible option available is that the person could be hosted as a 'Visiting Researcher' via the  Hosting Researchers/Work Experience/ Volunteers process in UCD. 

If a person is to be hosted as a Visiting Researcher in UCD, on that basis the School will need to contact the SIRC Office as they manage the  Hosting Researchers/Work Experience/ Volunteers process. This process allows Schools/Units across the University to host Visiting Researchers on a formal/informal basis. There is a guide that details the process for Schools / Units on Hosting Researchers which is accessible (opens in a new window)here  on SIRC's website. Also the Head of School can ask IT Services to set-up a Sponsored IT account. for the person under this process. Therefore if the School wishes to proceed with this process we would recommend that they contact SIRC without delay and discuss any queries they may have.