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Graduate Education
Office of the Provost

Checklist and FAQs for New Postdocs

Explore the onboarding details below, organized by category, to guide you through the process of getting oriented at the University as a new postdoc. You can also download this guidance for your records.

Download the onboarding overview document

Onboarding checklist

Taxation and payroll

Review Tax Treatment of UR Postdocs document
Paycheck, set up direct deposit, etc.
Taxes and GLACIER for international postdocs
  • Priority: Onboarding week 1
  • Audience: International postdocs
  • Contact: ISO or your Department Administrator
Attend J-1 scholar check-in and orientation
  • Priority: Onboarding week 1
  • Audience: J-1 visa holders
  • Contact: ISO (J-1) or your Department Administrator
How to get your SSN
  • Priority: Onboarding week 1
  • Audience: International postdocs
  • Contact: ISO or your Department Administrator

Work resources

URID
  • Priority: Onboarding week 1
  • Audience: All postdocs
  • Contacts:
    • HRMS website, see “Your Information” in the top right corner of the homepage
    • Department Administrator
Employee ID
  • Priority: Onboarding week 1
  • Audience: All postdocs
  • Contacts:
    • HRMS website, see “Your Information” in the top right corner of the homepage
    • Department Administrator
URMC AD account and email set up for URMC identity
  • Priority: Onboarding week 1
  • Audience: URMC postdocs
  • Contact: Department Administrator
NetID (UR identity)
  • Priority: Onboarding week 1
  • Audience: All postdocs
  • Contacts:
ID Card
Parking
  • Priority: Onboarding week 1
  • Audience: All postdocs
  • Contact: Reach out to the parking office with questions and to obtain parking passes
Duo two-factor authentication
  • Priority: Onboarding week 1
  • Audience: All postdocs
  • Contacts:
Remote access, VPN, webmail
Link ORCiD ID to the University of Rochester
  • Priority: Onboarding week 1
  • Audience: All postdocs
  • Contact: ORCiD website
Sign Intellectual Property Agreement
  • Priority: Onboarding week 1
  • Audience: All postdocs
  • Contacts:

Training and development

HIPAA training
New hire orientation; mandatory in-service training
  • Priority: Onboarding week 1-2
  • Audience: All postdocs; select postdocs
  • Contacts:
Lab safety, animal resource, and human subjects training
  • Priority: Onboarding per department instruction
  • Audience: Select postdocs
  • Contacts:
Responsible Conduct of Research training and course
  • Priority: Year 1, fall semester
  • Audience: SMD postdocs
  • Contacts:
    • SMD RCR website
    • Note: Postdoc will be notified when registration is available
Create/update Individual Development Plan
  • Priority: Within 6 months of start date
  • Audience: SMD postdocs
  • Contacts:

Benefits

How to find a primary care medical provider (doctor, general practitioner)
  • Priority: Onboarding within 30 days
  • Audience: All postdocs
  • Contacts:
Medical and dental insurance
  • Priority: Onboarding within 30 days
    • Contact Gallagher to sign up for or waive insurance within 30 days of hire
  • Audience: All postdocs
  • Contacts:
    • Gallagher postdoc health insurance
    • Department Administrator
Life insurance
  • Priority: Onboarding within 30 days
    • Contact Gallagher to sign up for insurance within 30 days of hire
  • Audience: All postdocs
  • Contact: Gallagher postdoc life insurance
All benefits for postdocs available from Human Resources
  • Priority: Onboarding within 30 days
  • Audience: All postdocs
  • Contact: HR website, see postdoctoral associate and fellow benefits summary at bottom of page

Additional resources as needed

Appointment policies

School-specific appointment policies
SMD: Discuss reappointment / non-reappointment
  • Priority: Annually at least 2 months before appointment end date
  • Audience: SMD postdocs
  • Contacts:

Training and development

SMD: Complete annual evaluation
  • Priority: Annually at reappointment
  • Audience: SMD postdocs
  • Contacts:
Tuition benefits
  • Audience: All postdocs
  • Contacts:
    • 093 postdocs are eligible for University of Rochester tuition benefits
    • 095 postdocs are not eligible for University of Rochester tuition benefits but may have tuition funds available via their training grant or fellowship and should check with their training grant PI and/or grants admin
    • 094 postdocs are not eligible for University of Rochester tuition benefits
How to take courses as a non-matriculated student
myHub learner life and wellness, career, writing, and grants services

Benefits and wellness

Employee Assistance Program (EAP)
Mental health resources
  • Audience: All postdocs
  • Contacts:
    • UR Medicine Crisis Call Line: (585) 275-8686
    • Monroe Mobile Crises Team: (585) 529-3721
Childcare subsidy
Family care program
Food pantry

Support services and reporting concerns

Policy Against Discrimination, Harassment, and Discriminatory Employment/Service Practices
Sexual Misconduct or other Title-IX related
Research misconduct
Faculty Professionalism Counsel (FPC)
Dean's Office contacts for postdocs
UR Postdoctoral Association (PDA)
Ombudspersons
SMD: Equity and inclusion
  • Audience: SMD postdocs
  • Contact: Contact Nathan Smith, MS, PhD, Associate Dean for Equity and Inclusion, Research and Research Education, SMD, at Nathan_Smith@urmc.rochester.edu.

Word resources

Disability and access services
Box
  • Audience: All postdocs
  • Contacts:
IT Help Desk
ISD Help Desk
Software licensing
NIH eRA
  • Audience: Select postdocs
  • Contact: Department or Grants Administrator