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Research Fellows (Post-Docs)
Process for Hiring Research (Postdoc) Fellows
Once a candidate has been selected, the faculty member sends a letter to the chair outlining the offer to the candidate. This letter should include the salary, the appointment period, source of funding, and the space/equipment requested to be assigned to the fellow. (A University posting is not required since this is considered a temporary position. If the unit would like the University to post the position, the paperwork should go through the Academic Affairs Office.)
After negotiating with the department chair on what can be offered to the fellow, an official offer letter is sent to the candidate co-signed by the faculty supervisor and the chair of the department. Information about benefits and other pertinent information should accompany the offer letter.
Example Letter from Chair (Word document)
Example Offer Letter (Word document)
Extention Letter (Word document)
Minimum Post-Doc Salaries (PDF)
Annual Review for Research Fellows
As with all employees, a written set of expectations saves misunderstandings and is recommended. Since these are one-year terms (renewable up to three years), expectations should be framed around this type of appointment. The fellow should have an annual performance evaluation. The fellow's raise is not part of the annual departmental budget. The Dean's Office does not approve the raise, but it should be consistent with the funding agency's guidelines, the departmental averages, and the performance evaluation.
Termination of Appointments
The College of LSA does not support the retention of fellows in this temporary title beyond three years. The SPG title of Senior Research Fellow applies to a fellow from another university where the candidate held the title of Research Fellow. The College of LSA does not have a promotion process for fellows to the Senior Research Fellow title. If the faculty member wishes to extend the appointment for this fellow after three years and funds are identified, a request to move to a staff position or Research Faculty should be considered through the normal process. If the faculty member or department has extenuating circumstances for leaving the fellow in this title beyond the initial three years, a written request, with justification, should be sent to the Divisional Associate Dean for review. A request for this exception should typically only be for one year. The request should include a mentoring plan. At the end of the fellow's appointment period, the department should prepare a lay-off/termination form. If the fellow resigns, a letter of resignation should accompany this form. If the department terminates the fellow, a copy of the termination letter should accompany the form.
Relocation Reimbursement
Relocation for research fellows is not standard and an exception requires the following approval:
If the expense is charged to a sponsored program:
- Moving expenses approved in offer letter
- Central Financial Operations (Account coordinator for that sponsor's project grant)
- LSA Budget and Finance approves
If the expense is charged to general funds:
- Moving expenses approved in offer letter
- LSA Budget and Finance approves