Research, Visiting, and Student Appointments

Hiring a Current NC State Graduate Student as a Research Assistant

Request ECE RA appointments by submitting our online request form.

The PI will need to already know their funding source(s) and enter that project number into the form. There will not be a drop down menu providing you with your funding options. Do not hesitate to reach out to ECE’s financial funding approvers, both C&G and Financial team members if you have any questions on your funding source(s).

HR REquest Form

Power America exception: If 100% Power America funded, enter new RA appointments into NextGen using OUC 140444. In NextGen, the PI will enter in the area “Project Description”, “Power America segment” and/or their PA project # if they know it. The action will route to PA staff for approvals > PI for Initiator, Heather Carroll for HR Job Details and Departmental Funding, Gail Platt or Ginny Moser for College Funding, and ORI as Final HR Approval. If the student will be split funded between Power America and ECE, there will need to be two separate NextGen transactions, one for OUC 140488 (ECE) and one for OUC 140444 (PA). The ECE portion of the appointment should be submitted through the online request form.

Hiring a Current NC State Student as an Hourly/Temporary Worker

To request to hire an hourly student employee (not work-study), complete the following: Request for Hourly Student Appointment. 

HR REquest Form

There is a separate process for requesting a work-study student. Please reach out to ece-personnel@ncsu.edu for more information on hiring work study students.

NOTE: If this appointment is split funded between ECE and ASSIST/FREEDM, please input the split distribution on the form. If this appointment is not funded by ECE at all, you will need to reach out to ASSIST, FREEDM, or PowerAmerica for their hiring process.

In order to qualify for this appointment, the student:

  • must be registered for classes
  • cannot work more than 20* hours/week for ALL combined jobs on campus (undergrads and foreign nationals)
  • cannot work more than 29* hours/week for ALL combined jobs on campus (graduates)
  • must be paid a minimum of $7.25/hour, maximum amount is $30/hour

*Exceptions may apply during summer or official University Breaks

Supervisors will need to approve their student’s time on a biweekly basis using the KABA electronic timekeeping system.  Supervisors will receive an email the Saturday after the biweekly payroll ends and will have until the following Tuesday at 5pm to approve their students’ time.  Not approving your student’s time by the deadline can result in the student not receiving prompt payment for that pay period.

If you are requesting more than one hourly student appointment, submit a separate request form for each additional appointment. ​If you have any questions, reach out to your HR Rep.

Hiring an Unpaid Research Assistant Who Just Graduated from NC State

If you have a former NCSU student(s), who just graduated from NC State and is in the process of looking for a full-time job, but is in need of some type of unpaid employment, you can request to hire them as an Unpaid Research Assistant for up to one year after they graduate.  These Research Assistant appointments are under the expectation that no desk assignment is needed, however, if a desk assignment is needed, you will need to indicate this on the request form below and inform Dan Green.

Allow at least 4-6 weeks for processing these types of appointments plus an additional upto 2-weeks for a background check. Please allow additional time for peak processing times (such as Fall Semester, Spring Semester).

All requests for these appointments MUST begin with Human Resources. To request an unpaid Research Assistant:

  • Click the following link and complete the form: Unpaid Visitor Request (this needs to be completed by the faculty, not the former NCSU student.)
  • ECE HR will also need you to email her the former NCSU student’s CV/Resume in order to get approval for this appointment. This can be sent to ece-hr-mgmt@ncsu.edu.
  • If the student was a former NCSU employee of yours, their duties as an unpaid Research Assistant cannot be the same as when you paid them as an employee.
  • If a desk assignment is requested, you will need to submit a request to Dan Green.  Space is limited and priority is given to current students and visitors. 
  • You will also need to complete the Visiting Scholar Questionnaire.
    • When completing the Visiting Scholar Questionnaire, for the first (3) questions related to Office Administration please put the information for the Human Resources Manager.
      • Office Administrative Contact Name: Shannon Plummer-White
      • Office Administrative Contact Email: ece-hr-mgmt@ncsu.edu
      • Office Administrative Contact Phone Number: (919) 513-2171
  • Allow at least 4-6 weeks for processing these types of appointments plus an additional upto 2-weeks for a background check. Please allow additional time for peak processing times (such as Fall Semester, Spring Semester). Appointments will not be backdated. If you have any questions regarding hiring unpaid Research Assistants, please submit questions to ece-hr-mgmt@ncsu.edu.

****Please NOTE: for the Visiting Scientist Agreements****

  • Visiting Scientist Agreements
    • are only valid for the dates noted on the bottom of page #1 (Article II: Agreement Period). However, the Research Office does allow an extension of the originally submitted Visiting Scientist Agreement for up to 6 months. To re-submit or update the dates please submit extension request and information to ​ece-hr-mgmt@ncsu.edu at least a month PRIOR to original end date.
    • Once Approved, the Research Office will add the new date to the original agreement and initial the change and provide you with an updated version of the VSA.
    • Any requests for extension beyond the 6 month period following the original end date stated on the VSA require a new form to be completed and submitted for review.

Visiting Appointment Requests and Deadlines

Visiting Appointments (i.e. Visiting Research Scholar, Visiting Professor, Visiting Assistant Professor, Visiting Research Assistant, etc.):

**This must be completed by the SUPERVISOR or PI and NOT the employee!**

Visiting appointments are limited to faculty who are in residence at NC State and who retain their status in a position at another institution of higher education, research organization, or other entity with a significant research or educational mission. Visiting faculty from other higher education institutions will generally be appointed at the rank held at their home institution. Other visiting faculty who meet the qualifications for non-tenure track professorial ranks, lecturer, senior lecturer, and librarian may be appointed with these titles. Visiting Appointments are not true job vacancies. They are visiting NC State from a “home organization” to which they are expected to return. Visiting appointments cannot exceed two (2) years total.

Allow up to three (3) or more months for processing time, especially if there are immigration needs. To better understand the visiting scholar process, here is the University’s link to the Office of International Services (OIS): http://internationalservices.ncsu.edu/visiting-scholars/ — ​make the time to read this website.

All requests for visiting appointments MUST begin with your assigned HR Representative. To request a Visiting Appointment:

  • Click the following link and complete the form: Unpaid Visitor Request (this needs to be completed by the faculty, not the visitor.)
  • Upload the visitor’s CV/Resume to the form in order to get approval for this appointment.
  • Complete the Visiting Scholar Questionnaire
    • When completing the Visiting Scholar Questionnaire, for the first (3) questions related to Office Administration please put the information for the Human Resources Manager.
      • Office Administrative Contact Name: Shannon Plummer-White
      • Office Administrative Contact Email: ece-hr-mgmt@ncsu.edu
      • Office Administrative Contact Phone Number: (919) 513-2171
  • Once approval has been received from Export Control, you may be asked to also complete a Visiting Scientist Agreement. If this is requested, you will receive an email to complete a Visiting Scientist Agreement that requires the visitor and supervisor’s signature.
  • Once both signatures have been obtained, please email the Visiting Scientist Agreement form to the Human Resources Manager at ece-hr-mgmt@ncsu.edu. The Human Resources Manager will obtain the Department Head’s signature and submit the agreement to obtain the Vice Chancellor for Research Administration’s signature. Once the Human Resources Manager has received all approvals and signatures, she will email you with the next steps on how to proceed.
  • Allow at least three (3) months for processing time due to various VISA issues depending on where the visitor is coming from, different consulates, obtaining signatures, etc.
  • If a desk assignment is requested, you will need to submit a request to Dan Green.  Space is limited and priority is given to current students and visitors. 

If you are requesting more than one visiting appointment, submit a separate request form for each additional visiting appointment. ​If you have any concerns or suggestions regarding visiting appointments, contact ece-hr-mgmt@ncsu.edu.

****Please NOTE: for the Visiting Scientist Agreements****

  • Visiting Scientist Agreements
    • are only valid for the dates noted on the bottom of page #1 (Article II: Agreement Period). However, the Research Office does allow an extension of the originally submitted Visiting Scientist Agreement for up to 6 months. To re-submit or update the dates please submit extension request and information to ​ece-hr-mgmt@ncsu.edu at least a month PRIOR to original end date.
    • Once Approved, the Research Office will add the new date to the original agreement and initial the change and provide you with an updated version of the VSA.
    • Any requests for extension beyond the 6 month period following the original end date stated on the VSA require a new form to be completed and submitted for review.

Requesting a No Pay, Remote Access Only Appointment

No Pay, Access Only appointments may be requested in order to create a Unity account for individuals that are associated with the University, but are neither current NCSU students nor on active NCSU payroll. Appointments can include collaborators from outside companies who may need access to some of our systems for a temporary period.

**This must be completed by the SUPERVISOR or PI and NOT the employee!**

No Pay, Access Only appointments MUST follow the following criteria:

  • Must work off-site
  • Will not have access to any buildings, labs, etc.
  • Intended for a short time frame (although can be issued up to 1-year, anything that is being requested over 6-months or anything involving any research will need be completed as a Visiting Appointment (see above Visiting Appointment instructions).
  • Needs to complete Visiting Scholar Questionnaire
    • When completing the Visiting Scholar Questionnaire, for the first (3) questions related to Office Administration please put the information for the Human Resources Manager.
      • Office Administrative Contact Name: Shannon Plummer-White
      • Office Administrative Contact Email: ece-hr-mgmt@ncsu.edu
      • Office Administrative Contact Phone Number: (919) 513-2171

To request a No Pay, Access Only appointment, complete and submit the following request form: Unpaid Visitor Request This needs to be completed by the requesting faculty member, not the individual. Please make sure that the descriptions of the duties and work being performed are clearly articulated and explained as simply as possible (no acronyms). This helps us determine if the request is research related and helps us process your request as quickly and efficiently as possible. Please specify what access is needed (email, online library access etc). Please remember that no-pay access can NOT have access to anything on site such as labs. Please make sure that you provide enough time to be processed. Allow at least 4-6 weeks for processing these types of appointments plus an additional upto 2-weeks for a background check. Please allow additional time for peak processing times (such as Fall Semester, Spring Semester).No Pay access can not be backdated.

Once approval has been received from Export Control, you may be asked to also complete a Visiting Scientist Agreement. If this is requested, you will receive an email to complete a Visiting Scientist Agreement that requires the visitor and supervisor’s signature. Once both signatures have been obtained, please email the Visiting Scientist Agreement form to the Human Resources Manager at ece-hr-mgmt@ncsu.edu. The Human Resources Manager will obtain the Department Head’s signature and submit the agreement to obtain the Vice Chancellor for Research Administration’s signature. Once the Human Resources Manager has received all approvals and signatures, she will email you with the next steps on how to proceed.

If you have any questions regarding Visiting appointments, contact Shannon Plummer-White, Human Resources Manager at ece-hr-mgmt@ncsu.edu.

****Please NOTE: for the Visiting Scientist Agreements****

  • Visiting Scientist Agreements
    • are only valid for the dates noted on the bottom of page #1 (Article II: Agreement Period). However, the Research Office does allow an extension of the originally submitted Visiting Scientist Agreement for up to 6 months. To re-submit or update the dates please submit extension request and information to ​ece-hr-mgmt@ncsu.edu at least a month PRIOR to original end date.
    • Once Approved, the Research Office will add the new date to the original agreement and initial the change and provide you with an updated version of the VSA.
    • Any requests for extension beyond the 6 month period following the original end date stated on the VSA require a new form to be completed and submitted for review.

Terminations

******Please Notify ece-hr-mgmt@ncsu.edu immediately once you have received notification that a POSTDOC or other Monthly Employee has submitted a job separation notice. ******

Note that failure to submit notification could result in an overpayment to the employee, and overpayment to your account. To avoid this please submit the following to ece-hr-mgmt@ncsu.edu as soon as you have been made aware of a monthly employees departure.

Items needed to process a separation (Monthly Employees & Postdocs ONLY)

  • Copy of resignation letter (preferably signed by the employee) indicating last working date.

Other items needed for employee separation:

Please contact your HR Representative immediately as soon as you are made aware of a resignation/separation!

For Monthly Appointments including Postdocs, please contact: Shannon Plummer-White, Human Resources Manager at ece-hr-mgmt@ncsu.edu.

For Bi-Weekly/Student Appointments including: Student Workers, Research Assistants, Teaching Assistants please contact ece-personnel@ncsu.edu