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Postdoctoral Appointment and Reappointment Guidelines

Postdoctoral appointments are for an agreed upon period, up to a maximum of one year, with a specific starting date. Individual schools may establish documented and consistently applied policies authorizing postdoctoral appointment terms longer than one year.

As a general rule, the total time spent in postdoctoral research appointments by a given individual should not exceed five years, including postdoctoral research experience at other institutions in the United States. Exceptions may be granted in accordance with the established, documented, and consistently applied policies or practices of the individual school.

All appointments and reappointments are expressly contingent upon the postdoctoral appointee securing and maintaining the appropriate immigration status required for the position, in accordance with federal law, at all times during the duration of the appointment. Failure to maintain proper status may be grounds for the immediate termination of the appointment. Postdoctoral appointees are responsible for collaborating with their department administrator and the University’s International Services Office to ensure proper authorization is obtained and upheld.

During the course of a postdoctoral appointment, it is recognized that the source of funding for the appointment may vary, and this may require that a change in status whereby an appointee may move between Postdoctoral Associate (PDA), Postdoctoral Fellow (PDF) and Visiting Postdoctoral Fellow (VPDF) status, with an associated change in benefits. While a change in postdoctoral status does not necessarily impact the scope, responsibilities and duration of this position, such a change requires that the individual be notified in writing in accordance with the above offer letter guidelines. The faculty member and the department should inform the PDA/PDF/VPDF in advance that there will be implications for certain benefits and the written notification must outline the applicable benefits. Refer to the Summary of Benefits for Postdoctoral Appointees

The regulations that pertain to original appointments apply to reappointments and should also be governed by the following considerations:

  • Reappointment requires satisfactory research or scholarship performance as determined by the Advisor, and continuation of funding for the position.
  • Reappointment should be made at the same or higher salary or stipend except in the rare circumstance where there is an appropriate reason to reduce the salary or stipend.
  • Written notice of reappointment or non-reappointment should be provided to the Postdoctoral Appointee in writing at least 60 days prior to the end of the current appointment. Individual schools may establish a policy providing for longer notice requirements. Schools may not establish shorter notice periods.

If there are extenuating circumstances requiring a shorter time frame for notice of non-reappointment (e.g. uncertainty concerning continuation of funding), this should be communicated in writing to the PDA/PDF/VPDF at least 60 days prior to the end of the appointment by the Advisor and department chair, with the specific reasons for the delay. If such notice of the delay is not given, or if such notice is given, but a subsequent notice of non-reappointment is not given at least 30 days prior to the end of the appointment, as a general matter, the appointment will continue for 60 days following the date of notice of non-reappointment.