Postdoctoral associates are hired to enhance their research skills and build their careers. They should not remain at the University in postdoctoral positions beyond their training period. Postdoctoral associates’ initial appointment should not last more than four years; an extension of an additional two years may be granted by the Provost (please see appointment policies link below).
The Office of Postdoctoral Affairs oversees postdoctoral researchers. For more information on their policies and regulations, please visit Postdoctoral Associates Appointment Policy.
Requirements for New Hires
When submitting the hire ePAF make sure you follow the New Hire Checklist and provide the required documents.
ePAF approval may be delayed due to:
Additional Information on Degree Equivalencies (if applicable)
Academic Credential Evaluation (ACE) is obtained from an organization which evaluates that the foreign education of a degree abroad is equivalent to the education of a U.S. degree.
USCIS (United States Citizenship and Immigration Services) requires a copy of an official ACE equivalency for degree(s) awarded outside the U.S.
Departments should verify if the employee secured degree(s) in the U.S. or not. If the qualifying degree(s) was not earned within the U.S., the department should advise the employee that they will need to secure the ACE and provide a list to the employee of NACES Evaluation Agencies.
The following companies are recommended by the immigration attorney:
Note: Any credentials not originally in English will also require official translations (employee’s personal translations are not permissible).
Creating the ePAF:
Common Employment Changes:
Changes to salary and/or FTE require a letter detailing the change and must be signed by the employee and appropriate authority in the department/college.
If a Post-Doc appointment will be terminated, the correct reason codes must be used on the termination ePAF with the appropriate documentation.
Most common reason codes for Post-Doc terminations:
For terminations other than the ones listed above, please leave a comment on the ePAF explaining the reason for the termination.
The Exit Checklist – Separation should be completed for employees who are departing from the university. It is also encouraged to have the employee complete an Exit Survey.
Note:
When transferring a Post-Doc to another appointment, the best practice would be to transfer the employee at the beginning of a pay period. If this is not possible, consider having the start date at the beginning of a pay week (Friday).
HR600 Form
If an employee will have a secondary appointment in a different college/administrative unit regardless of total FTE between both appointments. The primary college/administrative unit is defined by the first 2-digits of their department ID.
The Decision Tree can be used when determining if the appointment should be transferred or terminated.
Residents
A person is considered a resident if they serve as a member of Housestaff or as a trainee of a Health Center professional school.
To appoint a person as a “Resident”, the appointee must be:
The term “intern” usually refers to a resident in the first-year of postgraduate work in the involved specialty.
Residents – Veterinary Medicine
Requirements for New Hires
When submitting the hire ePAF make sure you follow the New Hire Checklist and provide the required documents.
ePAF approval may be delayed due to:
Creating the ePAF:
Common Employment Changes:
Changes to salary and/or FTE require a letter detailing the change and must be signed by the employee and appropriate authority in the department/college.
If a Housestaff appointment will be terminated, the correct reason codes must be used on the termination ePAF with the appropriate documentation.
Most common reason codes for Housestaff terminations:
For terminations other than the ones listed above, please leave a comment on the ePAF explaining the reason for the termination.
The Exit Checklist – Separation should be completed for employees who are departing from the university. It is also encouraged to have the employee complete an Exit Survey.
Note:
When transferring a Housestaff to another appointment, the best practice would be to transfer the employee at the beginning of a pay period. If this is not possible, consider having the start date at the beginning of a pay week (Friday).
HR600 Form
If an employee will have a secondary appointment in a different college/administrative unit regardless of total FTE between both appointments. The primary college/administrative unit is defined by the first 2-digits of their department ID.
The Decision Tree can be used when determining if the appointment should be transferred or terminated.