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Guidelines for Hiring Temporary Summer Project Aides

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To: Project Directors, Department Chairs, VP Coordinators
From: Steve Riccobono, Assistant Director Human Resource Services
Date: March 20th, 2009

Each summer departments hire students and others as temporary Research Foundation employees to provide short-term assistance with a variety of projects. Some of these candidates are SUNY students, who may be hired in student titles such as Research Aide/Senior Research Aide. Others, who are students outside the SUNY system, or who are not students, may be hired as Project Aides. Human Resource Servicesí Recruitment and Employment Service section is able to assist in providing outreach to fill these temporary positions.

The Project Aide title is included in the Research Foundation's AA/EEO Plan. Posting to the JOBS website fulfills the outreach requirement for this title. HRS Recruitment has developed an accelerated hiring process. Below are the steps you should take if you plan on hiring a summer Project Aide.

The defined Summer Employment Period is: May 1, 2009 to September 30, 2009

To assist you in filling temporary summer Project Aide positions Human Resource Services:
  • Has established a streamlined hiring process, which complies with the Office of Federal Contract Compliance Programs (OFCCP) requirements. We have summarized this in an At-a-Glance Grid.
  • Will post three general positions for Project Aides on our JOBS website. If you plan to employ a Summer Project Aide, please forward your completed Personnel Requisition (SUSB0037) giving brief job details to Recruitment and Employment Services. We will use this to match applicants to your specific requirements.
  • Will gather and review applications in the Online Resume Database and forward you those that meet your requirements.
  • Will distribute summer job opportunity information to a variety of institutions and agencies, including those serving the under-represented community.
In planning summer recruitment's, hiring departments should note the following:
  • That the fringe benefit rate charged to departments for summer hires, which start and end within the defined summer period (May 1, 2009 to September 30, 2009) is at a reduced, summer only rate (final figure to be announced by RF Central).
  • University Policy indicates "an employed family member cannot approve the appointment to a position at the University Center of another member of the same family. Similarly, a family member can neither approve nor recommend for another employed member of the same family promotions, salary increases, performance evaluations, or reappointment."
  • The Research Foundation of SUNY at Stony Brook is required to "identify every applicant." This applies even to those applicants seeking temporary summer employment as Project Aides. We have attached a Request to Hire Form that enables departments to record this information.
  • An Authorization to Obtain Pre-employment Background Information Form must be submitted prior to the start date of all new employees, including Summer Project Aides.

Should you have any questions or concerns about hiring summer Project Aides, please contact either Erica Shannon or Jennifer Rossler in Recruitment and Employment Services, Human Resource Services, 390 Administration Building, Z=0751, at (631) 632-1129 or (631) 632-1758 or e-mail

The information contained in this memo, and other summer employment information may also be accessed on the web at, click on "Summer Employment Information."

CC: G. Habicht,
K. Gray,
A. Rosenblatt,
L. Johnson,
S. Riccobono,
R. Sadetsky,
HSC Administrators