Postdoctoral Scholar Appointment Guidelines & Forms

Postdoctoral Scholar Appointments

All postdoctoral scholars (EDB title codes 3252-Employees, 3253-Fellows, and 3254-Paid Directs) must be appointed through Academic Services in the UCLA Graduate Division. It is required that our records reflect all members of this important segment of our academic community. Please note: an individual with a primarily clinical appointment may not hold a postdoctoral scholar title code.

New Appointments

Academic Services will process only accurate and complete appointment paperwork. Errors or missing information may delay significantly the approval process.

The Department:

  1. Offers a position to a scholar by providing the “Offer Letter” from the department chair and faculty mentor, which the scholar is required to accept in writing. Departments must use the sample template: Postdoctoral Scholar Offer Letter Template
  2. Processes the appointment in the payroll system using the appropriate title code(s) and sets up the scholar with benefits.
  3. Submits the complete appointment paperwork to Academic Services, 1255 Murphy Hall, MC 142801. We must receive all of the following documents in order to process the appointment:
    1. UAW Local 5810 Postdoctoral Scholar Deduction Authorization Form filled out by the nominated postdoctoral scholar. NEW!!
    2. The signed “Offer Letter”
    3. A completed Postdoctoral Scholar Appointment Form from the nominated scholar’s sponsoring department or unit.
    4. Official documentation/proof of completion of an advanced degree (certificate of completion, transcript, or diploma which indicates completion of requirements for and/or award of the Ph.D., M.D. or other equivalent doctoral degree issued by Registrar’s Office or equivalent office of student record). Proof of existing medical insurance coverage (Only required if not enrolled in UC Postdoctoral Scholar Benefits Plan).
    5. Form 10 paperwork if the postdoctoral scholar will receive a fellowship stipend as funding support (for 3253-Fellow title codes).
    6. Proof of funding (if scholar is receiving external support as a 3254 Paid-Direct). +

All recipients of fellowship awards and traineeships (3253 – Fellows) are strongly encouraged to sign up for Bruin Direct to have their stipends deposited directly into personal bank accounts.

Academic Services will review the funding agreement and will notify the home department if the prospective postdoctoral scholar is eligible for the to the Paid Direct title. More information for administrators on Paid-Direct appointment requirements can be found on go.grad.ucla.edu.

Graduate Division reviews the appointment to ensure the accuracy and completeness of all the materials. Upon approval, we will send an electronic Notice of Appointment to the postdoctoral scholar and the department contact as indicated on the Appointment Form. If denied, we notify the department via email and provide an opportunity to appeal.

Reappointments

Academic Services will process only accurate and complete appointment paperwork. Errors or missing information may delay significantly the approval process.

The department chair/unit director may request a reappointment as long as the postdoctoral scholar does not exceed the five-year maximum.

The Department:

  1. Offers a position to a scholar by providing the “Offer Letter” from the department chair and faculty mentor, which the scholar is required to accept in writing. The Reappointment Offer Letter must be provided to the postdoctoral scholar at least 30 days prior to the reappointment start date. Departments must use the sample template: Postdoctoral Scholar Offer Letter Template
  2. Processes the appointment and applicable experience-based increase in the payroll system using the appropriate title code(s) and sets up the scholar with benefits.
  3. Completes a Postdoctoral Scholar Appointment Form, selecting “Reappointment.”
  4. Submits the complete reappointment paperwork to Academic Services, 1255 Murphy Hall, MC 142801. We must receive all of the following completed documents in order to process the reappointment:
    1. UAW Local 5810 Postdoctoral Scholar Deduction Authorization Form filled out by the nominated postdoctoral scholar. (Form is only required upon reappointment
      if the postdoctoral scholar changes title codes.)
    2. The signed “Offer Letter”
    3. A completed Postdoctoral Scholar Appointment Form from the nominated scholar’s sponsoring department or unit.
    4. A completed Postdoctoral Scholar Annual Evaluation. All postdoctoral scholar reappointment must include the Postdoctoral Scholar Annual Evaluation signed by the Postdoctoral Scholar and Faculty Mentor. The evaluation provides feedback on the scholar’s progress and an assessment of the scholar’s overall performance.
    5. Proof of existing medical insurance coverage (Only required if not enrolled in UC Postdoctoral Scholar Benefits Plan).
    6. Form 10 paperwork if the postdoctoral scholar will receive a fellowship stipend as funding support (for 3253-Fellow title codes).
    7. Proof of funding (if scholar is receiving external support as a 3254 Paid-Direct). ++

All recipients of fellowship awards and traineeships (3253 – Fellows) are strongly encouraged to sign up for Bruin Direct to have their stipends deposited directly into personal bank accounts.

Academic Services will review the funding agreement and will notify the home department if the prospective postdoctoral scholar is eligible for the to the Paid Direct title. More information for administrators on Paid-Direct appointment requirements can information for administrators can be found on go.grad.ucla.edu.

Graduate Division reviews the appointment to ensure the accuracy and completeness of all the materials. Upon approval, we will send an electronic Notice of Appointment to the postdoctoral scholar and the department contact as indicated on the Appointment Form. If denied, we notify the department via email and provide an opportunity to appeal.

Exceptions

Exception Request Form

The following exceptions may be reviewed:

  • The appointment is below 100% (often in connection with addition of lectureship or to devote time to child care).
  • The appointment is beyond the five year tenure limit (must include justification of continued need for training).

To submit a request for exception to the terms of the union contract:

  1. The Department submits an Exception Request Form from the Postdoctoral Scholar that is reviewed by the faculty mentor.
  2. Submit the exception request form at least thirty (30) days in advance of the requested start date to Academic Services 1255 Murphy Hall, Mail Code: 142801.

Early Separations

Early Separation Request Form

A Postdoctoral Scholar, who leaves the University prior to their approved appointment end date, must submit an Early Separation Form. If the appointment is ending due to a pending reclassification to another title, an Out of Unit Form must be completed instead.

When submitting the form for an early separation, the department must:

  1. Submit the Early Separation Form that has been completed by the Postdoctoral Scholar and reviewed by the faculty mentor.
  2. Update EDB accordingly with the correct early separation date.
  3. Submit the completed form to Academic Services 1255 Murphy Hall, Mail Code: 142801.

Procedure to Request an Out of Unit Movement

Out of Unit Movement Request Form

Requests to move a Postdoctoral Scholar into a staff or academic title before their approved appointment end date must be cleared in advance with Academic Services, Labor Relations and the Union.

In order to meet the University’s contractual requirements, departments must follow the procedure below, when requesting for a Postdoctoral Scholar to be reclassified into another title.

  1. The prospective new home department submits 1) the Out of Unit Form and 2) a written justification from the Chair to the Graduate Division at least 30 day prior to the proposed reclassification start date.  The written justification must provide a thorough list of duties and/or a job description for both the current Postdoc position and the new position.
  2. If the reclassification is allowable, the Graduate Division sends all relevant documents to the appropriate Employee Relations/Labor Relations office for further review and union notice.
  3. The new home department and/or the current department will be contacted by the appropriate Employee Relations/Labor Relations office in the event that more information is needed.
  4. Employee Relations/Labor Relations will send notice to the Union.
  5. Graduate Division will notify the department that the reclassification has been approved.

Appointment Processing Check List and Cover Sheet

The following checklist is a helpful reminder when processing appointments.

Postdoctoral Scholar Processing Check List

The following cover sheet is helpful to keep track of documents you are submitting for new and reappointments, revisions and early separations.

Postdoctoral Scholar Processing Cover Sheet

Certificate of Postdoctoral Study

Upon request the Academic Services will issue a certificate
confirming completion of the research and training program. Send the completed Recommendation for Issuance of Certificate of Postdoctoral Study to Academic Services, 1255 Murphy Hall, MC 142801. Please allow 7 business days for processing. Form can only be viewed by the UCLA community.

Help

For assistance or further information, please contact Academic Services, Graduate Division, 1255 Murphy Hall, mail code 142801 or postdoc@grad.ucla.edu.