Appoint UROPs and Student Employees
Main Goal: To appointment UROP and Student Employees as hourly paid workers in CSAIL
Current Process:
1. One week before beginning of each semester, UROP coordinator checks UROP deadline dates: http://web.mit.edu/urop/basicinfo/deadlines.html
2. HR emails PIs to remind of deadline and process about 2 weeks before deadline
a. Need template email
i. Include hourly wages and process
1. For research funded include hourly wage range based on level of grade (freshman, sophomore...)
a. PI ultimately makes decision for research funded. Ranges are just guideline.
2. Direct funded are capped at 9.25/hr
ii. Everything is online now – all emails include links
b. Direct funded deadline is usually 1 or 2 weeks into the semester
c. Research funded deadline is later in the semester
3. PI and student get in touch – either by student replying to online ad or student approaching PI
4. Student fills out coversheet online with 1 page proposal
a. They must go into the system to choose PI for supervisor
b. As long as student submits the coversheet by 5 PM on deadline date, they are ok. No deadline for faculty approval.
i. John will check to find out UROP guidelines for seriously overdue faculty approval
5. PI approves through online UROP System
a. If research funded, PI has the option to go in and enter and approve account number and total amount
b. They can leave blank as well
6. UROP Coordinator approve through online UROP System
a. If research funded and the account # and/or total amount is blank UROP coordinator talks to PI and Fiscal staff to figure out that information.
b. If account #/amount is filled in, UROP coordinator prints and gives to fiscal staff to approve
c. Once fiscal staff has approved, UROP coordinator approves in online system.
d. If direct staff – UROP Coordinator approves if PI approves
7. Urop Office Approves
a. Once UROP office has approved, they send an email to the Student.
b. Note: If UROP office denies direct funding, the student can switch to research funded if PI is willing and it is before the research-funded deadline.
8. Once student receives approval email, they are instructed to come to CSAIL HR so that the UROP coordinator can set them up in payroll
a. UROP coordinator cross checks they UROP system to ensure the student is indeed set up
b. UROP coordinator has them fill out info form and IPIA (if research funded) if the student has not already done so
c. UROP Coordinator sets them up in eSPAF (online system)
i. If student has not done work on campus before, and has not filled out the I9 in Student Services the system will kick out request
ii. Student must go to student services, then send an email to UROP coordinator when his/her account is set up
iii. UROP coordinator can then go into eSPAF again.
1. System does not save inquiries, it must be re-entered
iv. Once set up in eSPAF a text file is sent to HR Payroll for manual entering into SAP.
1. Once entered into SAP, students can submit hours via timesheets (See Hourly Timesheet process)
• Note: This process must be done every semester
o The semesters are set as Fall, Fall/IAP, IAP, IAP/Spring, Spring, Summer
o Students can enter a maximum 20 hours during Fall & Spring and a maximum 40 hours during IAP/Summer
People involved:
Student
PI
CSAIL UROP Coordinator
CSAIL Fiscal
UROP Office
Frequency (weekly, yearly, once a month, etc):
Every Semester
Data needed (db fields & forms produced):
eSPAF online webform
Dependencies (processes before & after and related processes):
Hourly Timesheet
Summer CSAIL UROP meeting
New Process/Suggested Changes:
• Need Reminder to PI email templates
o Include hourly wages and process
For research funded include hourly wage range based on level of grade (freshman, sophomore...)
• PI ultimately makes decision for research funded. Ranges are just guideline.
Direct funded are capped at 9.25/hr
• Currently Support staff is not involved in the approval process, only PI. The UROP office wants PIs to take ownership of amount/research approved. (CSAIL thinks support staff should be able to go in and change amount info, administrative details)
• Question for support staff involvement – what dollar amount cap must they clear to know to check with fiscal?
Key:
This color is for other processes
This color is for FMP db layouts
-- Main.rptraughber - 13 Aug 2009
