Early Termination of Appointment

Postdoctoral appointments may terminate early under the following circumstances:

Lack of Funding

It is expected that all postdoctoral appointments will be made for a term that is shorter than the funding for the position. However, if the funding supporting the appointment unexpectedly ends or declines early, the appointment may be terminated with a minimum of 60 calendar days written notice.

The approved early termination letter template for lack of funding is available below. The University requires the use of this template for all early termination letters for lack of funding. Any letter that varies from the template must be submitted to UGEPA for approval prior to use, with an explanation of the reason for the change.

Postdoctoral Appointee Letter Template: termination due to lack of funding

Unsatisfactory Performance / Violation of Policy

A Postdoctoral Appointee may be terminated due to unsatisfactory performance or violation of University policies during the appointment term after the Advisor has first notified the Appointee of their specific deficiencies in writing. The Advisor, in coordination with their respective schoolor department leadership where appropriate, shall notify the University Office for Graduate Education and Postdoctoral Affairs (UGEPA) of an issue that the Advisor believes warrants termination of the appointment. The Assistant Vice Provost for Postdoctoral Affairs shall approve and/or facilitate the written notice of deficiencies and may consult with the Vice Provost and University Dean of Graduate Education and the Office of Counsel as needed. The notice of deficiencies must provide a reasonable period of time to remedy any deficiencies that can be remedied, which absent special circumstances shall be no less than 30 days. If the identified deficiencies are not remedied within the time allowed, then the Advisor may, with the advice and consent of the department chair (or center director) and approval of the UGEPA, terminate the appointment of the Postdoctoral Appointee.

In those circumstances in which the need to terminate a Postdoctoral Appointee is more pressing than the process described above will allow, the matter must be presented to the Assistant Vice Provost for Postdoctoral Affairs for review. In such circumstances and upon a determination by UGEPA that immediate action is warranted, the University reserves the right to terminate the Appointee immediately with or without a prior written notice of deficiencies.  Further, in appropriate circumstances and after the review and approval of the UGEPA, the University may implement measures to address policy violations, performance or disciplinary issues, including but not limited to suspension, leaves of absence, exclusion from programs or facilities, altering working arrangements, or other measures as warranted.

The Advisor and department or center director should consult UGEPA for assistance with termination letters based on unsatisfactory performance. UGEPA will consult the Office of Counsel as appropriate.

International Services Office (ISO) Notification Requirement

Regardless of the circumstances of the early termination, if the Appointee is a foreign national in a temporary nonimmigrant worker status, the department should inform the International Services Office of the termination and request the foreign national to complete the Scholar Postdoctoral Appointee Letter Template Form.