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Appointment Guidelines and Forms for Postdoctoral Scholars

 
Page Contents

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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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