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Appointment Guidelines
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.
Appointment of a postdoctoral scholar is accomplished through submission
of the Postdoctoral Scholar Appointment Form to Postdoctoral
and Visiting Scholar Services, 1228 Murphy Hall, 144401. This is a separate
step from payment of a scholar (discussed below).
UCLA Graduate Division policy requires anyone employed through the postgraduate
researcher title to be appointed as a postdoctoral scholar through the
Graduate Division.
Approval by the Graduate Division Dean is required before the PGR appointment
is processed in EDB.
Appointment Forms
The Postdoctoral Scholar Appointment Form and Personal Data
Form are used to nominate qualified individuals to the Graduate Division
for appointment of postdoctoral scholar status.
Postdoctoral Scholar Personal Data Form (iPDF-331KB)
Must be completed in its entirety by the nominated postdoctoral scholar.
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.
Employment Paperwork Needed for Appointing a UCLA Postdoctoral Scholar (PDF-13KB)
Can only be viewed by the UCLA community. Forms required before entering appointments in EDB.
Postdoctoral Scholar Notice of Appointment Template (PDF-13KB)
Can only be viewed by the UCLA community. Sample letter for administrative staff.
Recommendation for Issuance of Certificate of Postdoctoral Study (iPDF-152KB)
Can only be viewed by the UCLA community. Issued upon request from the postdoc's faculty supervisor and the department chair.
It confirms completion of the program of research and training.
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 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 Postdoctoral and Visiting Scholar Coordinator
at 5-4247 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.
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.
Departmental Procedures For Postdoctoral Appointments
- Complete a Postdoctoral Scholar Appointment Form (blank forms
are obtained from Postdoctoral and Visiting Scholar Services, 1228 Murphy
Hall, 5-4247, or printed from this website).
- The form should be signed by the postdoctoral scholar (if available
at the time of appointment; if not, have the faculty supervisor sign
for him/her), faculty supervisor and department chair or unit head.
- Have the nominee complete a Postdoctoral Scholar Personal Data
Form.
- If the advanced degree is a Ph.D. or foreign equivalent, attach documentation
(certificate of completion, transcript, or diploma which indicates completion
of requirements for and/or award of the Ph.D.)
- Attach a copy of the nominee's curriculum vitae and a personal statement
of objective.
- Send the completed forms to the Postdoctoral and Visiting Scholar
Services Coordinator. Keep a copy of the appointment request in
the scholar's file.
- Personnel/payroll data may be entered and fellowship award transmittal
forms sent to Postdoctoral and Visiting Scholar Services, 1228 Murphy
Hall, separate from the appointment process. We encourage you to submit
appointment forms as far in advance as possible.
- You will receive a copy of the approval letter with dates of appointment
included. Please be sure to keep this with the postdoctoral scholar's
file and make certain that renewals are submitted as far in advance
as possible.
Extension of Postdoctoral Appointment/Change in Status
The department chair/unit director may request an extension of the appointment,
so long as it is within the five year maximum, by completing a Postdoctoral
Scholar Appointment Form. The dates of and reasons for the extension should
be included on the form. Any other change of status should also be submitted
and explained via the appointment form. A postdoctoral scholar must promptly
report any changes in status (visa, address, etc.) to Graduate Student
Support, 1228 Murphy Hall. Failure to do so may result in incorrect withholding
of taxes or no payment for employment in a salaried appointment. Photocopies
of appropriate documentation are required for changing visa status (e.g.,
Alien Registration Card).
Help
For assistance or further information, please contact Postdoctoral and Visiting
Scholar Services, Graduate Division, 1228 Murphy Hall, 144401; (310) 825-4247 or
postdoc@gdnet.ucla.edu.
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