Postdoctoral Appointments
Postdoctoral scholars must be officially appointed in order to receive
a BruinCard to use library, recreational and other facilities on campus.
Even more important, all postdoctoral appointments must be officially
made through the Graduate Division because these are in turn reported
to the UC Office of the President and counted as part of faculty and staff
work load on each campus. In this time of diminishing resources and increased
oversight of faculty and staff work load, it is essential that our records
reflect all members of this important segment of our academic community.
UCLA Graduate Division policy requires anyone employed through the postgraduate
researcher title to be appointed as a postdoctoral scholar through the
Graduate Division.
Guidelines for New Appointments
Please allow 5-7 business days for processing appointments.
The department offers a position to a scholar by providing the "notice of
appointment" from the department chair, which the scholar is required to
accept in writing. Below is a template you can use.
Postdoctoral Scholar Notice of Appointment Template
(PDF-15KB)
Can only be viewed by the UCLA community. Sample letter for administrative staff.
The notice shall include:
- Mentor's name
- Begin and end dates of appointment
- Salary/stipend amount
- Source of funding
- Work eligibility requirements for US citizens and non-citizens
- A copy of APM 390 and a summary of benefits, or corresponding website information, shall accompany the notice.
The department processes the appointment in the payroll system (under the appropriate title code)
and sets the scholar up with benefits. Do not send this material to Graduate Division.
Employment Paperwork Needed for Appointing a UCLA Postdoctoral Scholar (PDF-15KB)
Can only be viewed by the UCLA community. Forms required before entering appointments in EDB.
The department submits the official appointment request to Postdoctoral and Visiting Scholar
Services, 1237 Murphy Hall, MC 141901. Please do not submit the request unless you have included all of
the following. Any missing documents will result in a delay.
- Your "notice of appointment"
- Postdoctoral Scholar Appointment Form (iPDF-647KB)
Can only be viewed by the UCLA community. Must be completed by the nominated scholar's sponsoring
department or unit.
- Postdoctoral Scholar Personal Data Form (iPDF-331KB)
Must be completed in its entirety by the nominated postdoctoral scholar.
- Resume/ Curriculum Vitae
- Official documentation/proof of completion of an advanced degree (certificate of completion,
transcript, or diploma which indicates completion of requirements for and/or award of the Ph.D.,
M.D. or other equivalent doctoral degree).
- Brief objective statement
Graduate Division reviews the appointment and maintains a record of the scholar. Upon approval, a
welcome letter will be sent to the postdoctoral scholar, while a confirmation e-mail will be sent to the
department contact as indicated on the Appointment Form. If denied, the department is notified of the
violation and provided an opportunity to appeal.
Please note: a copy of the approval letter and Toolkit for Postdoctoral Scholars and
Faculty Mentors will be sent to the department contact. Please pass the Toolkit on to your postdoctoral
scholar.
Appointment Considerations
- Incomplete forms or those that lack certification of the Ph.D. will
be returned, thus slowing the process.
- Appointment is a separate process from payment and you may submit
these forms before the personnel/payroll information is entered or the
fellowship/award transmittal forms are submitted. This will enable the postdoctoral
scholar to obtain the identification card and access campus facilities.
- A faculty member cannot simultaneously hold a postdoctoral appointment.
If a faculty member is being paid stipend support through a postdoctoral
fellowship, contact the Director of Postdoctoral and Visiting Scholar Services
at 5-0636 to determine the correct method of payment.
- A postdoctoral scholar cannot be simultaneously appointed in more than
one department/unit, but can receive funding from more than one department/unit.
- Any letter of exception to policy must be addressed to Associate Dean M. Belinda
Tucker. Please submit the letter to Director Lisa Itagaki for Dean Tucker's approval.
Guidelines for Appointment Extensions
The department chair/unit director may request an extension of the appointment,
so long as it is within the five year maximum.
The department completes a Postdoctoral Scholar Appointment Form
checking the box marked "Extend."
Postdoctoral Scholar Appointment Form (iPDF-647KB)
Can only be viewed by the UCLA community. Must be completed by the nominated scholar's sponsoring
department or unit.
The department offers the appointment through the "notice of appointment" from
the faculty mentor, which the scholar is required to accept in writing. Below is a template you can use.
Postdoctoral Scholar Notice of Appointment Template
(PDF-15KB)
Can only be viewed by the UCLA community. Sample letter for administrative staff.
The notice shall include:
- Mentor's name
- Begin and end dates of appointment
- Salary/stipend amount
- Source of funding
- Work eligibility requirements for US citizens and non-citizens
- A copy of APM 390 and a summary of benefits, or corresponding website information, shall accompany the notice.
Effective February 1, 2009, all postdoctoral scholar appointment extensions must include the Postdoctoral Scholar
Annual Evaluation form signed by Postdoctoral Scholar and Faculty Mentor.
Postdoctoral Scholar Annual Evaluation (iPDF-215KB)
Provides feedback on the scholar's progress and an assessment of the scholar's overall
performance.
The department submits the official appointment extension request to Postdoctoral and Visiting
Scholar Services, 1237 Murphy Hall, MC 141901. The request must include the following:
- Your "notice of appointment" letter
- A completed Postdoctoral Scholar Appointment Form
- A completed Postdoctoral Scholar Annual Evaluation
Appointment Revisions/Changes in Status
If a postdoctoral scholar is beginning a new appointment in a department/unit
other than the one in which s/he was originally enrolled, the previous
appointment must be terminated using a Postdoctoral Scholar Appointment
Form, and another form submitted for the new appointment. Appointments
cannot overlap. The revision request must be sent to Postdoctoral and Visiting
Scholar Services, 1237 Murphy Hall, MC 141901.
Appointment Terminations
If a postdoctoral scholar is ending his/her appointment in a department/unit by ending
his/her affiliation with UCLA or by transferring to a non-postdoc title code, the appointment
must be terminated using the Postdoctoral Scholar Appointment Form, in which the reasons
for appointment termination must be briefly explained. The termination notice must be sent to
Postdoctoral and Visiting Scholar Services, 1237 Murphy Hall, MC 141901.
Certificate of Postdoctoral Study
Upon request from the postdoctoral scholar's faculty supervisor and the department chair, a
certificate of completion, confirming completion of the program of research and training, can
be issued. Please send the Recommendation for Issuance of Certificate of Postdoctoral Study
to Postdoctoral and Visiting Scholar Services, 1237 Murphy Hall, MC 141901. Please allow 7 business
days for processing.
Recommendation for Issuance of Certificate of Postdoctoral Study (iPDF-168KB)
Can only be viewed by the UCLA community. Must be completed by the scholar's sponsoring
department or unit.
