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UCLA Graduate Division

Postdoctoral Scholar Appointment Guidelines and Forms

Postdoctoral Scholar Appointments

All postdoctoral scholars (EDB title codes 3252-Employees, 3253-Fellows, and 3254-Paid Directs) must be appointed through Academic Services in the UCLA Graduate Division. It is required that our records reflect all members of this important segment of our academic community. Please note: an individual with a primarily clinical appointment may not hold a postdoctoral scholar title code.

 

New Appointments

Academic Services will process only accurate and complete appointment paperwork. Errors or missing information may delay significantly the approval process.

The Department:

  1. Offers a position to a scholar by providing the "Offer Letter" from the department chair, which the scholar is required to accept in writing. Departments must use the sample template below:
     
    Postdoctoral Scholar Offer Letter Template (PDF-139KB)
    Can only be viewed by the UCLA community. Sample letter for administrative staff.
     
  2. Processes the appointment in the payroll system using the appropriate title code(s) and sets up the scholar with benefits.
     
    Employment Paperwork Needed for Appointing a UCLA Postdoctoral Scholar (PDF-24KB)
    Can only be viewed by the UCLA community. Forms required before entering appointments in EDB. Do not send this paperwork to Academic Services.
     
  3. Submits the complete appointment paperwork to Academic Services, 1255 Murphy Hall, MC 142801. We must receive all of the following documents in order to process the appointment:
     
    1. UAW Local 5810 Postdoctoral Scholar Deduction Authorization Form (PDF-90KB) filled out by the nominated postdoctoral scholar. NEW!!
    2. The signed "Offer Letter"
    3. A completed Postdoctoral Scholar Appointment Form (iPDF-137KB) from the nominated scholar's sponsoring department or unit. Use step-by-step instructions (PDF-358KB) to complete the appointment form. Can only be viewed by the UCLA community.
    4. A completed Postdoctoral Scholar Personal Data Form (iPDF-570KB) filled out by the nominated postdoctoral scholar.
    5. 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).
    6. Proof of existing medical insurance coverage (Only required if not enrolled in UC Postdoctoral Scholar Benefits Plan).
    7. Form 10 paperwork (PDF-181KB) if the postdoctoral scholar will receive a fellowship stipend as funding support (for 3253-Fellow title codes).
    8. Proof of funding (if scholar is receiving external support as a 3254 Paid-Direct).

All recipients of fellowship awards and traineeships (3253 - Fellows) are strongly encouraged to sign up for Bruin Direct to have their stipends deposited directly into personal bank accounts.

Graduate Division reviews the appointment to ensure the accuracy and completeness of all the materials. Upon approval, we will send an electronic Notice of Appointment to the postdoctoral scholar and the department contact as indicated on the Appointment Form. If denied, we notify the department via email and provide an opportunity to appeal.

 

Reappointments

Academic Services will process only accurate and complete appointment paperwork. Errors or missing information may delay significantly the approval process.

The department chair/unit director may request a reappointment as long as the postdoctoral scholar does not exceed the five-year maximum.

The Department:

  1. Offers a position to a scholar by providing the "Offer Letter" from the department chair, which the scholar is required to accept in writing. The Reappointment Offer Letter must be provided to the postdoctoral scholar at least 30 days prior to the reappointment start date. Departments must use the sample template below:
     
    Postdoctoral Scholar Offer Letter Template (PDF-139KB)
    Can only be viewed by the UCLA community. Sample letter for administrative staff.
     
  2. Processes the appointment and applicable experience-based increase in the payroll system using the appropriate title code(s) and sets up the scholar with benefits.
     
  3. Completes a Postdoctoral Scholar Appointment Form (iPDF-137KB), selecting "Reappointment."
    Can only be viewed by the UCLA community.
     
  4. Submits the complete reappointment paperwork to Academic Services, 1255 Murphy Hall, MC 142801. We must receive all of the following completed documents in order to process the reappointment:
     
    1. UAW Local 5810 Postdoctoral Scholar Deduction Authorization Form (PDF-45KB) filled out by the nominated postdoctoral scholar. (Form is only required upon reappointment if the postdoctoral scholar changes title codes.)
    2. The signed "Offer Letter"
    3. A completed Postdoctoral Scholar Appointment Form (iPDF-137KB) from the nominated scholar's sponsoring department or unit. Use step-by-step instructions (PDF-294KB) to complete the appointment form. Can only be viewed by the UCLA community.
    4. A completed Postdoctoral Scholar Annual Evaluation. All postdoctoral scholar reappointment must include the Postdoctoral Scholar Annual Evaluation (iPDF-101KB) signed by the Postdoctoral Scholar and Faculty Mentor. The evaluation provides feedback on the scholar's progress and an assessment of the scholar's overall performance.
    5. Proof of existing medical insurance coverage (Only required if not enrolled in UC Postdoctoral Scholar Benefits Plan).
    6. Form 10 paperwork (PDF-181KB) if the postdoctoral scholar will receive a fellowship stipend as funding support (for 3253-Fellow title codes).
    7. Proof of funding (if scholar is receiving external support as a 3254 Paid-Direct).

All recipients of fellowship awards and traineeships (3253 - Fellows) are strongly encouraged to sign up for Bruin Direct to have their stipends deposited directly into personal bank accounts.

Graduate Division reviews the appointment to ensure the accuracy and completeness of all the materials. Upon approval, we will send an electronic Notice of Appointment to the postdoctoral scholar and the department contact as indicated on the Appointment Form. If denied, we notify the department via email and provide an opportunity to appeal.

 

Exceptions

The initial appointment of a Postdoctoral Scholar at the University must be for twelve months. Associate Dean Joseph Watson will consider the following types of requests for exception:

  1. The appointment is below 100% (often in connection with addition of lectureship or to devote time to child care).
  2. The appointment is beyond the five year tenure limit (must include justification of continued need for training).
  3. Early terminations (Postdoctoral Scholar is reclassified to another staff or academic title or leaves the university prior to their approved end date).
  4. Request for cost-sharing of health benefits premiums (premium contribution acknowledgment form and proof of benefits allocations from outside funding agency must be provided for exception to be reviewed).

To submit a request for exception to the terms of the union contract:

  1. The Department submits a complete Postdoctoral Scholar Exception Request Form (iPDF-116KB) from the appointee (postdoctoral scholar) and with the written concurrence of the supervisor (faculty mentor).
  2. Send the exception request in hard copy at least thirty (30) days in advance of the requested appointment date.
  3. Submit the Exception Request Form to Academic Services 1255 Murphy Hall, Mailcode 142801.
 

Appointment Revisions

Complete and submit a Postdoctoral Scholar Appointment Form for the following Revisions: the postdoctoral scholar’s appointment has a change in funding level, salary, postdoctoral classification, appointment period, department or mentor.

If the postdoctoral scholar switches to another title code mid-appointment we must receive a UAW Local 5810 Postdoctoral Scholar Deduction Authorization Form (PDF-45KB) (filled out by the nominated postdoctoral scholar).

 

Appointment Separations (End)

End the postdoctoral Scholar appointment in EDB on their approved appointment end date.

If the appointment will end before the approved appointment end date, complete the Postdoctoral Scholar Exception Request Form (iPDF-116KB) at least two weeks in advance of the early separation. Contact postdoc@grad.ucla.edu for further information.

 

Appointment Processing Check List and Cover Sheet

The following checklist is a helpful reminder when processing appointments.

Postdoctoral and Visiting Scholar Processing Check List (PDF-75KB)

The following cover sheet is helpful to keep track of documents you are submitting for new and reappointments, revisions and early separations.

Postdoctoral Scholar Processing Cover Sheet (iPDF-120KB)

 

Certificate of Postdoctoral Study

Upon request the Academic Services will issue a certificate confirming completion of the research and training program. Send the completed Recommendation for Issuance of Certificate of Postdoctoral Study (iPDF-105KB) to Academic Services, 1255 Murphy Hall, MC 142801. Please allow 7 business days for processing. Form can only be viewed by the UCLA community.

 

Help

For assistance or further information, please contact Academic Services, Graduate Division, 1255 Murphy Hall, mail code 142801 or postdoc@grad.ucla.edu.

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