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Guidelines for Hiring Temporary Summer Project Aides

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To: Project Directors, Department Chairs
From: Steven Riccobono, Assistant Director Human Resource Services
Date: April 16, 2014
RE: Guidelines for Hiring Temporary Summer Project Aides

Each summer academic departments and Project Directors 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.

The defined Summer Employment Period is: May 1, 2014 to September 30, 2014

To assist you in filling temporary summer Project Aide positions Human Resource Services:
  • Has established a streamlined hiring process. Your VP Coordinator will forward your completed PDAR or SUSB0037 to Recruitment and Employment Services, no need for Class and Comp review.
  • We will post your position to the JOBS page as it is received and reviewed in Recruitment. No need to wait for Sunday to post.
  • Will distribute summer job opportunity information to a variety of institutions and agencies, including those serving the under-represented community.
In planning summer recruitment, 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, 2014 to September 30, 2014) is at a reduced, summer only rate of 17% until 6/30/2014, and will go down to 15% on 7/1/14.
  • The Research Foundation for SUNY at Stony Brook has a policy on nepotism. That policy indicates that "an employed family member must not have any involvement in the hiring, termination, or supervision of any Family Member or Related Party. Family Members and Related Parties may be employed by the Research Foundation. However, to avoid an actual, perceived, or apparent conflict of interest, no employee may initiate or participate in, directly or indirectly, decisions involving a direct benefit, e.g., initial employment or rehire, promotion, salary, performance appraisals, work assignments or other working conditions to Family Members or Related Parties."
  • 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 summer Project Aides, please contact Roberto Martinez, in Recruitment and Employment Services, Human Resources Services, 390 Administration Building, Z-0751, at (631) 632-1129 or email:

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