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Postdoctoral Affairs Forms

Letter Templates and Onboarding Tools

Forms and Letter Templates Primary User Description
Administrator Checklists for Postdoc Appointments: offers, onboarding, and appointments Departmental
Administrator
Checklists will help guide administrators in making postdoc offers, onboarding postdocs and managing postdoctoral appointments. Revised September 2023.

520 Form via HRMS

Departmental
Administrator

The 520 form is used for all Postdoctoral Appointments and changes in status.

Postdoc-Info-Form Departmental
Administrator / Postdoc
This form must be submitted with all new postdoctoral appointments. Updated March 2022.
Dual Appointment Offer Letter Template - 0093/0094 Faculty / Departmental
Administrator

Letter templates for postdoctoral appointees with dual appointments. Updated September 2023.

Process for Appointing Postdocs with Dual Appointments

Dual Appointment Offer Letter Template - 0094/0093

Dual Appointment Offer Letter Template - 0095/0093
Non-Reappointment Letter Template Faculty / Departmental
Administrator
Postdoctoral non-reappointment letter template for all postdoctoral appointees. Updated February 2021.
Offer Letter Template for
0093 Postdoctoral Associate
Faculty / Departmental
Administrator
Offer letter templates for postdoctoral appointees. Updated September 2023.
Offer Letter Template for
0094 Visiting Postdoctoral Fellow
Offer Letter Template for
0095 Postdoctoral Fellow
Postdoctoral Appointee Checklist Postdoctoral Appointees The Postdoctoral Appointee Checklist will help you manage many of the tasks required for you to get started at the University of Rochester.

Reappointment Letter Template

Faculty / Departmental
Administrator

Postdoctoral reappointment letter template for all postdoctoral appointees. Updated September 2022.
Postdoc Departure Form Departmental Administrator / Postdoc This form must be submitted with all postdoctoral terminations. Updated August 2021.
Early Termination for Lack of Funding
Letter Template
Faculty / Departmental
Administrator

Postdoctoral termination for lack of funding letter template for all postdoctoral appointees. Updated February 2021.

Early Termination for Unsatisfactory Performance Faculty / Departmental
Administrator
The Department should consult GEPA for assistance with termination letters based on unsatisfactory performance.

Individual Development Plans

Individual Development Plans (IDPs) and Annual Review Primary User Description

SMD Annual Evaluation

Postdoctoral
Appointee and Faculty

Developed by the SMD, completion of this form satisfies the minimum requirement for Annual Review for a postdoctoral appointee. Updated January 2019.

IDP by FASEB Postdoctoral
Appointee
The Individual Development Plan (IDP) concept is commonly used in industry to help employees define and pursue their career goals. This framework was developed by FASEB for postdoctoral fellows in the sciences.
myIDP by Science Careers Postdoctoral
Appointee
myIDP, by Science Careers, expands on the FASEB framework. myIDP is a unique, web-based career-planning tool tailored to meet the needs of trainees in the sciences.

Career Development Plan

Postdoctoral
Appointee

Developed by the Clinical and Translational Science Institute, this is another example of an individual development plan (IDP) that a postdoc may use.

Policies and Benefits

Policies and Benefits Primary User Description

Summary of Benefits for Postdoctoral Appointees

 

Faculty / Departmental Administrator / Postdocs Details the difference in benefits between Postdoctoral Associates, Postdoctoral Fellows, and Visiting Postdoctoral Fellows.
Postdoctoral Appointment Policy Faculty / Departmental Administrator / Postdocs Details all policies specifically related to Postdoctoral Appointees.

Promotion Options

Promotion Options Primary User Description
Decision Guide on Staff vs. Faculty Appointment Faculty / Departmental Administrator This guide is intended to assist faculty in making promotion decisions for scientists completing postdoctoral appointments.
Guidelines for Use of Staff Scientist Faculty / Departmental Administrator The Staff Scientist is a staff position for senior postdocs that are not ready for or interested in leading their own independent research programs. Updated January 2023

 

SMD J-1 Scholar Job Code Approval

Form Primary User Description

J-1 Scholar Job Code Approval Form

Department Administration

Used by the SMD department to obtain job code approval for a UR-sponsored J-1 candidate. Updated February 2024.