Our mission is to provide effective human resource management by developing and implementing policies, programs, and services that contribute to the attainment of organization and employee goals and ensuring a diverse workforce in a safe and discrimination and harassment-free environment.

Old Dominion University Research Foundation employees may be eligible to participate in a broad range of programs to meet their specific needs. Employees are responsible for selecting the benefits that best meet their needs. 

Old Dominion University Research Foundation is a non-porfit organization that participates in a 403(b) retirement Plan. Learn more about plan below.

Protect yourself and your family for only $16.50 per month. The Legal Resources Legal plan provides 100% coverage on a broad range of legal services. Some of the many fully covered services include family law, elder law, traffic violations, real estate, identity theft, wills and estate planning, and more!

The Old Dominion Research Foundation has established an educational assistance program to help eligible employees develop their knowledge and skills. All regular-status employees are eligible to participate in the program.

The Old Dominion Research Foundation leave policies allow employees to take paid and unpaid leave for various reasons, such as vacation, personal illness or family-related matters. Please read through the below policy to learn more.

The Old Dominion Research Foundation is a non-profit organization and employees are eligible to participate in State discounts as well as ODU University affiliated discounts.

The Old Dominion Research Foundation is a non-profit organization and employees are eligible to participate in the Public Service Loan Forgiveness program

Old Dominion University Research Foundation employees may be eligible to participate in a broad range of programs to meet their specific needs. Employees are responsible for selecting the benefits that best meet their needs.

OUR EEO Policy

Old Dominion University Research Foundation is an equal opportunity employer (AA/EOE/M/F/Disability/VETS/Drug Free). We pledge our full support to equal employment opportunity for all persons as we recruit, employ, train, compensate, and promote without regard to race, color, religion, sex, national origin, physical and/or mental disability, genetic information, age, protected veteran status or any other basis protected by applicable federal, state or local law.

Disability Inclusion Starts With You: Voluntarily self-identifying is a good thing – it’s how things change. Job applicants and employees with a disability are encouraged to self-identifying ensuring equal employment opportunity for people with disabilities.

For assistance with the application process please call 757-683-7241 or email RFhr@odu.edu.

Old Dominion University Research Foundation (ODU Research Foundation) welcomes applicants, employees, students, consultants, vendors, business collaborators and temporary workers with disabilities. The Research Foundation expects an accessible, welcoming working and learning environment for individuals with disabilities while ensuring compliance with federal and state regulations.

Equal Employment Opportunity (EEO)

ODU Research Foundation is committed to a policy of equal employment opportunity and to a program of affirmative action. We pledge our full support to equal employment opportunity for all persons, regardless of race, color, religion, sex, national origin, physical and/or mental disability, genetic information, age, gender identity, sexual orientation, or protected veteran status.

Affirmative Action

Recognizing that equal employment opportunity can best be achieved through demonstrated leadership and aggressive implementation of a viable Affirmative Action Plan, our Program features such a Plan which sets forth specific equal employment opportunity and affirmative action responsibilities for management and for all employees. We also expect that all employees will demonstrate sensitivity to and respect for all other employees and demonstrate commitment to our equal employment opportunity and affirmative action objectives.

Additionally, our organization’s letter of commitment is displayed in prominent places throughout the company, (bulletin boards, web page, intranet, etc.) which are readily accessible to all employees and to job applicants.

The ODU Research Foundation reaffirms its dedication to the principles of Equal Employment Opportunity and will make consistent good faith efforts to attain the goals and to comply with the standards established pursuant to under Executive Orders 11246 and 11141 as well as Section 503 of the Rehabilitation Act of 1973 as amended, and Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974, as amended. We advise our employment sources, subcontractors, suppliers and vendors of their obligation to take affirmative action to provide equal employment opportunity without regard to race, religion, sex, national origin, age, genetic information, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected by federal, state, or local laws.

The Human Resources department of the ODU Research Foundation serves as a central resource on disability-related information, procedures and services for the community and provides expertise in the development, implementation, and acquisition of standard disability-related practices, procedures and resources. To inquire about accessibility or request accommodations, please contact the Research Foundation Human Resources Department /EEO Coordinator by email at rfhr@odu.edu or by phone at 757-683-4293

As part of our commitment to equal opportunity we strive to promote an accessible workplace for all employees, not only physically, but digitally, through accessible workplace technologies, including an accessible online application system.

ADA Compliance

Provide applicants and employees with disabilities with reasonable accommodation, except where such an accommodation would create an undue hardship on the ODU Research Foundation or present a direct threat to the health or safety of that individual or others. Reasonable accommodation may include, but is not limited to: making existing facilities used by employees readily accessible to and usable by persons with disabilities; job restructuring, modifying work schedules, reassignment to a vacant position, acquiring equipment or devices, adjusting or modifying examinations, training materials, or policies, and providing qualified readers or interpreters. Undue hardship means an accommodation would require significant difficulty or expense.

Procedure For Requesting An Accommodation

The Human Resources department offers a wide variety of accommodations and supports to employees based on their individual needs so they will have equal access to the ODU Research Foundation environment. Human Resources also works collaboratively with partners across departments to ensure that all aspects of the work environment are inclusive in nature.

Qualified individuals with a disability by ADAAA definition, with an impairment that substantially limits one or more major life activities, a record of such impairment, or being regarded as having such an impairment, may make requests for reasonable accommodation to the ODU Research Foundation’s Human Resources Department. Upon receipt of an accommodation request, the human resource representative will meet with the requesting individual to discuss and identify the precise limitations resulting from the disability and the potential accommodation the ODU Research Foundation might make to help overcome those limitations. The ODU Research Foundation Human Resources Department, in conjunction with appropriate management representatives identified as having a need to know (e.g., the individual’s supervisor/department head), will determine the feasibility of the requested accommodation, considering various factors, including, but not limited to, the nature and cost of the accommodation, the availability of tax credits and deductions, outside funding, the facility’s overall financial resources and organization, and the accommodation’s impact on the operation of the facility, including its impact on the ability of other employees to perform their duties and on the facility’s ability to conduct business.

The ODU Research Foundation is committed to the principle that no qualified individual with a disability shall, on the basis of disability, be excluded from participation in or be denied the benefit of services, programs or activities at the Research Foundation. The Accessibility and Disability Service through the Human Resources EEO Coordinator provides reasonable accommodations to qualified individuals to ensure equal access to services, programs and activities sponsored by the Research Foundation.

Through the variety of services offered, we work to ensure that your accommodation, and accessibility needs are met. The Human Resources Office is staffed by dedicated professionals who are available to assist, consult, support, and advocate on behalf of individuals requesting disability services.

ODU Research Foundation is committed to providing accessible technology and other disability resources. Computers, learning platforms, web pages, multimedia content and applications should be accessible to everyone including individuals with disabilities. The ODU Research Foundation works to comply with accessibility standards, to enable all users to fully participate. By establishing an accessibility and compliance program and keeping up to date with current trends in technology, learning platforms and web development, ODU Research Foundation is addressing the needs of all applicants and employees ensuring access.

Employees with disabilities add to the diversity of the workplace community. In order to create an inclusive organization, it is important to be aware of architectural, attitudinal, communication, and program barriers that may exist, and to remove or lessen those barriers to insure individuals with disabilities meaningful access to the programs, services, and benefits offered at ODU Research Foundation. The biggest barriers people with disabilities often face, and the hardest barriers to remove, are the attitudes and assumptions of others.

We’re Committed To Easy Access For Everyone

ODU Research Foundation is committed to making our website as accessible as possible to people with special needs, including those with visual, hearing, cognitive and motor impairments. We’re constantly working towards improving the accessibility of our website to ensure we provide equal access to all of our users. We always make sure that our website follows accessibility best practices by following the principles of universal design. This ensures the site is flexible and adaptable to different users’ needs or preferences and is accessible through a variety of different technologies, including mobile devices or assistive technologies. All requests for interpreters or assistive technology services must be made to the Human Resources department.

ADA Accessible Metered Parking

The Disability Parking Spaces located in the garages/lots listed below require either meter payment OR display of a valid ODU permit, along with the state-issued Disability Parking Placard or License. Locate the space number near the ADA symbol on the pavement and pay the meter for the amount of time the vehicle will occupy the space. These metered spaces are located in:

Temporary Disability Permit

Any member of the campus community needing temporary parking arrangements due to mobility-related issues can come by the Transportation & Parking Services office to pick up a Temporary Disability Permit to park in designated disability parking spaces. Please note, an official letter or form from your doctor explaining the mobility limitation is required to obtain a Temporary Disability Permit. The official letter may be provided to Human Resources.

The Old Dominion Research Foundation actively seeks to attract, motivate, and retain employees. Toward this goal, the department of Human Resources provides consultation to management and conducts position classification review and the position is assigned to a classification level and corresponding salary range.

Salaries for new employees are determined by management and are made after considering a candidate’s relevant knowledge, skills, and abilities (demonstrated through job related experience and education). This is in relation to the minimum qualifications of the position; internal and external market salary equity considerations; and budgetary considerations.

Exempt

Exempt employees are paid a fixed weekly salary and are not eligible to receive overtime pay.

Nonexempt

Nonexempt employees are paid on an hourly basis and are eligible to receive overtime pay for overtime hours worked in accordance with applicable law.

Regular

A regular status employee is scheduled to work full-time, 30 hours or more per week. Regular status employees areeligible to participate in all applicable fringe benefits programs.The term “regular” does not imply continued employment by the Research Foundation, nor does it guarantee a term of employment for any definite period of time. Regular status employees areemployed “at will”.

Temporary

Temporary status is appropriate where the work is intermittent or irregular or is ongoing and part-time (less than 30 hours per week) and cannot be readily fulfilled through use of a student employee. Employment may be full-time (30 hours per week or more) for no greater than six (6) consecutive months by the employing unit*. Temporary positions that provide full time work (30 or more hours per week) will be terminated at 6 months or will be reclassified as Regular and undergo competitive recruiting through the Research Foundation process. Temporary employees receive legally required benefits, where applicable. Temporary status employees hired beginning 2009 who attain age 21 and have completed one year of eligibility service may become eligible for non-elective retirement contributions. Temporary status employees are employed “at will”.

AFFILIATED APPOINTMENTS

CASUAL STUDENT
A casual student is an undergraduate or graduate student of the University who is assigned to work on sponsored research or projects. Employment is part-time during the academic term, generally not to exceed 20 hours per week. Employment may be full-time during semester breaks and summer periods. The PI makes casual student appointments. Casual student employees receive legally required benefits, where applicable. Casual students may be exempt from FICA based on academic enrollment. Casual status employees are employed “at will.”

GRADUATE RESEARCH ASSISSTANT(GRA)
A graduate research assistant is a full-time graduate student of the University appointed through the University process and academic department and assigned to work on sponsored research or projects. GRAs receive legally required benefits; where applicable (see “Benefits Guide,” pg. 9). GRAs may be exempt from FICA based on academic enrollment. See the student financial aid and graduate assistantship guidelines in the University catalog. GRA status employees are employed “at will.”

FACULTY
A faculty member is an individual appointed by the University to engage in teaching, research, services, and other activities. Faculty can engage in sponsored programs during the academic year and summer, and on an overload basis under limited circumstances. Faculty generally perform services for the Research Foundation as the project director, PI, or co-PI of a sponsored project. Faculty receive legally required benefits, where applicable. Faculty status employees are employed “at will.”

SELF-SUPPORTING RESEARCH PROFESSIONALS (SSRP)
SSRPs are individuals appointed by the University and employed by the Research Foundation generally as full-time employees. An SSRP may also have a faculty appointment at the University if so designated through the University process. SSRPs are eligible to participate in a modified benefits program, funding permitted. The term “SSRP” does not imply continued employment by the Research Foundation. SSRP status employees are employed “at will,” See Faculty Handbook for Policy on Self-Supporting Research Professional Positions.

POSTDOCTORAL ASSOCIATES
Postdoctoral associates are employees appointed by the University who have obtained their doctoral degree and are selected for training appointments anticipated to last one to two (1-2) years. Postdoctoral associates are eligible for a modified benefits program including health, vision, and dental insurance; leave benefits, and life and disability insurance. Postdoctoral associate status employees are employed “at will.”

NOTE: An “employing unit” is a PI (Principal Investigator), group of PIs who have agreed to share 9 employees, an enterprise, or entity for which the Research Foundation has agreed to act as employer of record for employees funded through their respective grants, contracts or other research award funding.

The mission of the Payroll department is to ensure that all employees are paid timely and accurately while maintaining compliance with federal, state, and ODU Research Foundation regulations and policies. Employees and department supervisors must submit timely, correct, and complete information for payroll purposes.

Employee Timesheet Instructions

If correctly completed hiring paperwork, ePAS and/or timesheets are not submitted to Human Resources and/or Payroll by the published deadlines, employees cannot be paid. Please refer to the payroll schedule for deadlines.

Timesheets are due by 10:00 am each pay period.

1. If you have not previously logged into EWS you will need to set up an account: https://hera.odurf.odu.edu/ews/

2. Access the Timesheet system using your valid EWS User ID and Password at: https://hera.odurf.odu.edu/TimeSheet/

3. The current pay period will open. If entering past pay period hours choose the correct pay period from the drop-down list.

4. Enter all work hours and leave hours.

5. Upon completion of the hour entry process, save the default timesheet.

6. Final step: submit timesheet. (on the status bar the unsubmitted circle will turn green and have a check mark) The timesheet is now awaiting your supervisor approval.

Payroll Calendars

Tax Forms: Updates, Address Changes, Prior Year Tax Form Requests

1. If you would like to update your withholding, please complete the appropriate tax form(s) and email to RFhr@odu.edu

2. If you would like to update your address, please complete the address change form and email to RFhr@odu.edu

3. If you are a current employee, you can access your W2 information through EWS. If you have not previously logged into EWS you will need to set up an account: https://hera.odurf.odu.edu/ews/

4. If you are a past employee or contractor, you can request your tax documents by completing the Tax Form Request and emailing it to RFpayroll@odu.edu

An employee resigning from employment is requested to submit a letter of resignation to his or her immediate supervisor and Human Resources at least two weeks prior to the effective date of resignation. Regular status employees and postdoctoral associates who are eligible for benefits must contact the Research Foundation Human Resources Department to schedule a benefits exit interview prior to their last day of employment. When an employee leaves the Research Foundation, the employee should request an exit interview after the supervisor receives notice of resignation. The purpose of this interview is to review your eligibility for benefit continuation, to ensure that all necessary forms are completed, to collect all company property that may be in your possession, and to provide an opportunity to share your job-related experiences. Exit interviews are conducted with all regular status employees, all postdoctoral associates, and all employees with a security clearance upon separation of employment. The exit interview is intended to provide information about arrangements for issuing the final paycheck, conversion of benefits to nongroup plans, and the option to continue health, dental and cafeteria plan benefits in accordance with the Consolidated Omnibus Budget Reconciliation Act (COBRA) and for updating security clearance information. For information about the continuation of benefits under COBRA, see Continuing Health/Dental Coverage in “Section 6 -Benefits.” When an employee leaves the Research Foundation it is their responsibility to:

  • return keys to Facilities Management or follow supervisor's instructions;

  • return library materials and pay fines;

  • check parking decal refunds with Parking and Transportation Services and pay parking fines;

  • pay outstanding advances, debts, tuition assistance, and make final check arrangements with the Research Foundation;

  • return equipment, supplies and records to supervisor.

Employees are encouraged to provide feedback about their employment experience at the Research Foundation by scheduling an exit interview with ODU Research Foundation’s Human Resources department. This opportunity is provided for the employee to confidentially discuss his/her experiences as a Research Foundation employee.

Rehire Status

Employees returning to the Research Foundation may request consideration for re-instatement of the original employment date when the break in service does not exceed six months. The Human Resources Department and Executive Director are authorized to review requests and determine eligibility, at the sole discretion of the Research Foundation.

Reference Checks

The Research Foundation Human Resources Department will provide employment verification on current and former employees. Verification information regarding position or job classification title(s), and dates of employment is made available on request. Requests for any other personnel information regarding salary, performance, and other employment factors will generally not be released without written authorization and waiver from the subject current or former employee. The Research Foundation is legally required to respond to law enforcement agencies, courts, and social service agencies with or without a signed authorization from the subject employee. The identity of the organization requesting information, and their legal right to receive the information, will be verified before the information is released.

Separation Process

An employee is responsible for providing advance notice and written notification of his/her intent to resign to his/her hiring supervisor as soon as the decision has been made to separate from Research Foundation employment. The written notification should provide an explanation for the resignation and identify the last day of work and state the effective date of separation. Reasonable advance notice of resignation is at least two weeks, and 30 days for management positions.

The Foundation Executive Director and the Human Resources Department develop and apply appropriate rules, regulations and operating procedures to implement the provisions and intent of the Human resources Management Policy.

Any employee who is injured or becomes ill on the job must immediately report such injury or illness to his/her supervisor.

The supervisor should then send the employee requiring emergency treatment to the nearest facility or emergency room.

Supervisors should report a non-emergency injury or illness to the Human Resources Department before referring the employee for medical treatment.

The supervisor will notify the Human Resources Department as soon as possible that the employee has been transported for medical treatment.

Prior to returning to work, the employee must obtain a medical release which specifies any restrictions.

In case of an at-work accident, the following hospitals and Urgent Care Centers may be used. The health providers listed are Optima Health carriers.

The Old Dominion Research Foundation complies with all applicable Federal and State laws and regulations

Our mission is to provide effective human resource management by developing and implementing policies, programs, and services that contribute to the attainment of organization and employee goals and ensuring a diverse workforce in a safe and discrimination and harassment-free environment.

Old Dominion University Research Foundation employees may be eligible to participate in a broad range of programs to meet their specific needs. Employees are responsible for selecting the benefits that best meet their needs. 

Old Dominion University Research Foundation is a non-porfit organization that participates in a 403(b) retirement Plan. Learn more about plan below.

Protect yourself and your family for only $16.50 per month. The Legal Resources Legal plan provides 100% coverage on a broad range of legal services. Some of the many fully covered services include family law, elder law, traffic violations, real estate, identity theft, wills and estate planning, and more!

The Old Dominion Research Foundation has established an educational assistance program to help eligible employees develop their knowledge and skills. All regular-status employees are eligible to participate in the program.

The Old Dominion Research Foundation leave policies allow employees to take paid and unpaid leave for various reasons, such as vacation, personal illness or family-related matters. Please read through the below policy to learn more.

The Old Dominion Research Foundation is a non-profit organization and employees are eligible to participate in State discounts as well as ODU University affiliated discounts.

The Old Dominion Research Foundation is a non-profit organization and employees are eligible to participate in the Public Service Loan Forgiveness program

Old Dominion University Research Foundation employees may be eligible to participate in a broad range of programs to meet their specific needs. Employees are responsible for selecting the benefits that best meet their needs.

OUR EEO Policy

Old Dominion University Research Foundation is an equal opportunity employer (AA/EOE/M/F/Disability/VETS/Drug Free). We pledge our full support to equal employment opportunity for all persons as we recruit, employ, train, compensate, and promote without regard to race, color, religion, sex, national origin, physical and/or mental disability, genetic information, age, protected veteran status or any other basis protected by applicable federal, state or local law.

Disability Inclusion Starts With You: Voluntarily self-identifying is a good thing – it’s how things change. Job applicants and employees with a disability are encouraged to self-identifying ensuring equal employment opportunity for people with disabilities.

For assistance with the application process please call 757-683-7241 or email RFhr@odu.edu.

Old Dominion University Research Foundation (ODU Research Foundation) welcomes applicants, employees, students, consultants, vendors, business collaborators and temporary workers with disabilities. The Research Foundation expects an accessible, welcoming working and learning environment for individuals with disabilities while ensuring compliance with federal and state regulations.

Equal Employment Opportunity (EEO)

ODU Research Foundation is committed to a policy of equal employment opportunity and to a program of affirmative action. We pledge our full support to equal employment opportunity for all persons, regardless of race, color, religion, sex, national origin, physical and/or mental disability, genetic information, age, gender identity, sexual orientation, or protected veteran status.

Affirmative Action

Recognizing that equal employment opportunity can best be achieved through demonstrated leadership and aggressive implementation of a viable Affirmative Action Plan, our Program features such a Plan which sets forth specific equal employment opportunity and affirmative action responsibilities for management and for all employees. We also expect that all employees will demonstrate sensitivity to and respect for all other employees and demonstrate commitment to our equal employment opportunity and affirmative action objectives.

Additionally, our organization’s letter of commitment is displayed in prominent places throughout the company, (bulletin boards, web page, intranet, etc.) which are readily accessible to all employees and to job applicants.

The ODU Research Foundation reaffirms its dedication to the principles of Equal Employment Opportunity and will make consistent good faith efforts to attain the goals and to comply with the standards established pursuant to under Executive Orders 11246 and 11141 as well as Section 503 of the Rehabilitation Act of 1973 as amended, and Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974, as amended. We advise our employment sources, subcontractors, suppliers and vendors of their obligation to take affirmative action to provide equal employment opportunity without regard to race, religion, sex, national origin, age, genetic information, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected by federal, state, or local laws.

The Human Resources department of the ODU Research Foundation serves as a central resource on disability-related information, procedures and services for the community and provides expertise in the development, implementation, and acquisition of standard disability-related practices, procedures and resources. To inquire about accessibility or request accommodations, please contact the Research Foundation Human Resources Department /EEO Coordinator by email at rfhr@odu.edu or by phone at 757-683-4293

As part of our commitment to equal opportunity we strive to promote an accessible workplace for all employees, not only physically, but digitally, through accessible workplace technologies, including an accessible online application system.

ADA Compliance

Provide applicants and employees with disabilities with reasonable accommodation, except where such an accommodation would create an undue hardship on the ODU Research Foundation or present a direct threat to the health or safety of that individual or others. Reasonable accommodation may include, but is not limited to: making existing facilities used by employees readily accessible to and usable by persons with disabilities; job restructuring, modifying work schedules, reassignment to a vacant position, acquiring equipment or devices, adjusting or modifying examinations, training materials, or policies, and providing qualified readers or interpreters. Undue hardship means an accommodation would require significant difficulty or expense.

Procedure For Requesting An Accommodation

The Human Resources department offers a wide variety of accommodations and supports to employees based on their individual needs so they will have equal access to the ODU Research Foundation environment. Human Resources also works collaboratively with partners across departments to ensure that all aspects of the work environment are inclusive in nature.

Qualified individuals with a disability by ADAAA definition, with an impairment that substantially limits one or more major life activities, a record of such impairment, or being regarded as having such an impairment, may make requests for reasonable accommodation to the ODU Research Foundation’s Human Resources Department. Upon receipt of an accommodation request, the human resource representative will meet with the requesting individual to discuss and identify the precise limitations resulting from the disability and the potential accommodation the ODU Research Foundation might make to help overcome those limitations. The ODU Research Foundation Human Resources Department, in conjunction with appropriate management representatives identified as having a need to know (e.g., the individual’s supervisor/department head), will determine the feasibility of the requested accommodation, considering various factors, including, but not limited to, the nature and cost of the accommodation, the availability of tax credits and deductions, outside funding, the facility’s overall financial resources and organization, and the accommodation’s impact on the operation of the facility, including its impact on the ability of other employees to perform their duties and on the facility’s ability to conduct business.

The ODU Research Foundation is committed to the principle that no qualified individual with a disability shall, on the basis of disability, be excluded from participation in or be denied the benefit of services, programs or activities at the Research Foundation. The Accessibility and Disability Service through the Human Resources EEO Coordinator provides reasonable accommodations to qualified individuals to ensure equal access to services, programs and activities sponsored by the Research Foundation.

Through the variety of services offered, we work to ensure that your accommodation, and accessibility needs are met. The Human Resources Office is staffed by dedicated professionals who are available to assist, consult, support, and advocate on behalf of individuals requesting disability services.

ODU Research Foundation is committed to providing accessible technology and other disability resources. Computers, learning platforms, web pages, multimedia content and applications should be accessible to everyone including individuals with disabilities. The ODU Research Foundation works to comply with accessibility standards, to enable all users to fully participate. By establishing an accessibility and compliance program and keeping up to date with current trends in technology, learning platforms and web development, ODU Research Foundation is addressing the needs of all applicants and employees ensuring access.

Employees with disabilities add to the diversity of the workplace community. In order to create an inclusive organization, it is important to be aware of architectural, attitudinal, communication, and program barriers that may exist, and to remove or lessen those barriers to insure individuals with disabilities meaningful access to the programs, services, and benefits offered at ODU Research Foundation. The biggest barriers people with disabilities often face, and the hardest barriers to remove, are the attitudes and assumptions of others.

We’re Committed To Easy Access For Everyone

ODU Research Foundation is committed to making our website as accessible as possible to people with special needs, including those with visual, hearing, cognitive and motor impairments. We’re constantly working towards improving the accessibility of our website to ensure we provide equal access to all of our users. We always make sure that our website follows accessibility best practices by following the principles of universal design. This ensures the site is flexible and adaptable to different users’ needs or preferences and is accessible through a variety of different technologies, including mobile devices or assistive technologies. All requests for interpreters or assistive technology services must be made to the Human Resources department.

ADA Accessible Metered Parking

The Disability Parking Spaces located in the garages/lots listed below require either meter payment OR display of a valid ODU permit, along with the state-issued Disability Parking Placard or License. Locate the space number near the ADA symbol on the pavement and pay the meter for the amount of time the vehicle will occupy the space. These metered spaces are located in:

Temporary Disability Permit

Any member of the campus community needing temporary parking arrangements due to mobility-related issues can come by the Transportation & Parking Services office to pick up a Temporary Disability Permit to park in designated disability parking spaces. Please note, an official letter or form from your doctor explaining the mobility limitation is required to obtain a Temporary Disability Permit. The official letter may be provided to Human Resources.

The Old Dominion Research Foundation actively seeks to attract, motivate, and retain employees. Toward this goal, the department of Human Resources provides consultation to management and conducts position classification review and the position is assigned to a classification level and corresponding salary range.

Salaries for new employees are determined by management and are made after considering a candidate’s relevant knowledge, skills, and abilities (demonstrated through job related experience and education). This is in relation to the minimum qualifications of the position; internal and external market salary equity considerations; and budgetary considerations.

Exempt

Exempt employees are paid a fixed weekly salary and are not eligible to receive overtime pay.

Nonexempt

Nonexempt employees are paid on an hourly basis and are eligible to receive overtime pay for overtime hours worked in accordance with applicable law.

Regular

A regular status employee is scheduled to work full-time, 30 hours or more per week. Regular status employees areeligible to participate in all applicable fringe benefits programs.The term “regular” does not imply continued employment by the Research Foundation, nor does it guarantee a term of employment for any definite period of time. Regular status employees areemployed “at will”.

Temporary

Temporary status is appropriate where the work is intermittent or irregular or is ongoing and part-time (less than 30 hours per week) and cannot be readily fulfilled through use of a student employee. Employment may be full-time (30 hours per week or more) for no greater than six (6) consecutive months by the employing unit*. Temporary positions that provide full time work (30 or more hours per week) will be terminated at 6 months or will be reclassified as Regular and undergo competitive recruiting through the Research Foundation process. Temporary employees receive legally required benefits, where applicable. Temporary status employees hired beginning 2009 who attain age 21 and have completed one year of eligibility service may become eligible for non-elective retirement contributions. Temporary status employees are employed “at will”.

AFFILIATED APPOINTMENTS

CASUAL STUDENT
A casual student is an undergraduate or graduate student of the University who is assigned to work on sponsored research or projects. Employment is part-time during the academic term, generally not to exceed 20 hours per week. Employment may be full-time during semester breaks and summer periods. The PI makes casual student appointments. Casual student employees receive legally required benefits, where applicable. Casual students may be exempt from FICA based on academic enrollment. Casual status employees are employed “at will.”

GRADUATE RESEARCH ASSISSTANT(GRA)
A graduate research assistant is a full-time graduate student of the University appointed through the University process and academic department and assigned to work on sponsored research or projects. GRAs receive legally required benefits; where applicable (see “Benefits Guide,” pg. 9). GRAs may be exempt from FICA based on academic enrollment. See the student financial aid and graduate assistantship guidelines in the University catalog. GRA status employees are employed “at will.”

FACULTY
A faculty member is an individual appointed by the University to engage in teaching, research, services, and other activities. Faculty can engage in sponsored programs during the academic year and summer, and on an overload basis under limited circumstances. Faculty generally perform services for the Research Foundation as the project director, PI, or co-PI of a sponsored project. Faculty receive legally required benefits, where applicable. Faculty status employees are employed “at will.”

SELF-SUPPORTING RESEARCH PROFESSIONALS (SSRP)
SSRPs are individuals appointed by the University and employed by the Research Foundation generally as full-time employees. An SSRP may also have a faculty appointment at the University if so designated through the University process. SSRPs are eligible to participate in a modified benefits program, funding permitted. The term “SSRP” does not imply continued employment by the Research Foundation. SSRP status employees are employed “at will,” See Faculty Handbook for Policy on Self-Supporting Research Professional Positions.

POSTDOCTORAL ASSOCIATES
Postdoctoral associates are employees appointed by the University who have obtained their doctoral degree and are selected for training appointments anticipated to last one to two (1-2) years. Postdoctoral associates are eligible for a modified benefits program including health, vision, and dental insurance; leave benefits, and life and disability insurance. Postdoctoral associate status employees are employed “at will.”

NOTE: An “employing unit” is a PI (Principal Investigator), group of PIs who have agreed to share 9 employees, an enterprise, or entity for which the Research Foundation has agreed to act as employer of record for employees funded through their respective grants, contracts or other research award funding.

The mission of the Payroll department is to ensure that all employees are paid timely and accurately while maintaining compliance with federal, state, and ODU Research Foundation regulations and policies. Employees and department supervisors must submit timely, correct, and complete information for payroll purposes.

Employee Timesheet Instructions

If correctly completed hiring paperwork, ePAS and/or timesheets are not submitted to Human Resources and/or Payroll by the published deadlines, employees cannot be paid. Please refer to the payroll schedule for deadlines.

Timesheets are due by 10:00 am each pay period.

1. If you have not previously logged into EWS you will need to set up an account: https://hera.odurf.odu.edu/ews/

2. Access the Timesheet system using your valid EWS User ID and Password at: https://hera.odurf.odu.edu/TimeSheet/

3. The current pay period will open. If entering past pay period hours choose the correct pay period from the drop-down list.

4. Enter all work hours and leave hours.

5. Upon completion of the hour entry process, save the default timesheet.

6. Final step: submit timesheet. (on the status bar the unsubmitted circle will turn green and have a check mark) The timesheet is now awaiting your supervisor approval.

Payroll Calendars

Tax Forms: Updates, Address Changes, Prior Year Tax Form Requests

1. If you would like to update your withholding, please complete the appropriate tax form(s) and email to RFhr@odu.edu

2. If you would like to update your address, please complete the address change form and email to RFhr@odu.edu

3. If you are a current employee, you can access your W2 information through EWS. If you have not previously logged into EWS you will need to set up an account: https://hera.odurf.odu.edu/ews/

4. If you are a past employee or contractor, you can request your tax documents by completing the Tax Form Request and emailing it to RFpayroll@odu.edu

An employee resigning from employment is requested to submit a letter of resignation to his or her immediate supervisor and Human Resources at least two weeks prior to the effective date of resignation. Regular status employees and postdoctoral associates who are eligible for benefits must contact the Research Foundation Human Resources Department to schedule a benefits exit interview prior to their last day of employment. When an employee leaves the Research Foundation, the employee should request an exit interview after the supervisor receives notice of resignation. The purpose of this interview is to review your eligibility for benefit continuation, to ensure that all necessary forms are completed, to collect all company property that may be in your possession, and to provide an opportunity to share your job-related experiences. Exit interviews are conducted with all regular status employees, all postdoctoral associates, and all employees with a security clearance upon separation of employment. The exit interview is intended to provide information about arrangements for issuing the final paycheck, conversion of benefits to nongroup plans, and the option to continue health, dental and cafeteria plan benefits in accordance with the Consolidated Omnibus Budget Reconciliation Act (COBRA) and for updating security clearance information. For information about the continuation of benefits under COBRA, see Continuing Health/Dental Coverage in “Section 6 -Benefits.” When an employee leaves the Research Foundation it is their responsibility to:

  • return keys to Facilities Management or follow supervisor's instructions;

  • return library materials and pay fines;

  • check parking decal refunds with Parking and Transportation Services and pay parking fines;

  • pay outstanding advances, debts, tuition assistance, and make final check arrangements with the Research Foundation;

  • return equipment, supplies and records to supervisor.

Employees are encouraged to provide feedback about their employment experience at the Research Foundation by scheduling an exit interview with ODU Research Foundation’s Human Resources department. This opportunity is provided for the employee to confidentially discuss his/her experiences as a Research Foundation employee.

Rehire Status

Employees returning to the Research Foundation may request consideration for re-instatement of the original employment date when the break in service does not exceed six months. The Human Resources Department and Executive Director are authorized to review requests and determine eligibility, at the sole discretion of the Research Foundation.

Reference Checks

The Research Foundation Human Resources Department will provide employment verification on current and former employees. Verification information regarding position or job classification title(s), and dates of employment is made available on request. Requests for any other personnel information regarding salary, performance, and other employment factors will generally not be released without written authorization and waiver from the subject current or former employee. The Research Foundation is legally required to respond to law enforcement agencies, courts, and social service agencies with or without a signed authorization from the subject employee. The identity of the organization requesting information, and their legal right to receive the information, will be verified before the information is released.

Separation Process

An employee is responsible for providing advance notice and written notification of his/her intent to resign to his/her hiring supervisor as soon as the decision has been made to separate from Research Foundation employment. The written notification should provide an explanation for the resignation and identify the last day of work and state the effective date of separation. Reasonable advance notice of resignation is at least two weeks, and 30 days for management positions.

The Foundation Executive Director and the Human Resources Department develop and apply appropriate rules, regulations and operating procedures to implement the provisions and intent of the Human resources Management Policy.

Any employee who is injured or becomes ill on the job must immediately report such injury or illness to his/her supervisor.

The supervisor should then send the employee requiring emergency treatment to the nearest facility or emergency room.

Supervisors should report a non-emergency injury or illness to the Human Resources Department before referring the employee for medical treatment.

The supervisor will notify the Human Resources Department as soon as possible that the employee has been transported for medical treatment.

Prior to returning to work, the employee must obtain a medical release which specifies any restrictions.

In case of an at-work accident, the following hospitals and Urgent Care Centers may be used. The health providers listed are Optima Health carriers.

The Old Dominion Research Foundation complies with all applicable Federal and State laws and regulations