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University Administrative Manual

2,636: Postdoctoral Fellows

Last Revised: April 2012

Postdoctoral Fellow is a temporary advanced scholarly appointment of at least 50%. It is a specialized education and training position in research or scholarship under the direction of a faculty sponsor(s) for the postdoctoral fellow's continuing education and professional growth. The postdoctoral fellow is not precluded from applying for any grant, contract, or postdoctoral training grants or nationally competitive postdoctoral fellowships permitted under guidelines of the university research office. The appointment serves to advance the competence of a person who has recently completed higher professional training marked by a doctoral degree; recently completed means within the past five years. Those persons excluded from postdoctoral status are registered, full-time students, candidates for a degree, visiting scholars who are not at the University for the purpose of receiving further training, or anyone who does not meet the above definition per Board of Regents Handbook Title 4, Chapter 7, Section 5.

The following policies apply to the hiring and appointment of postdoctoral fellows:

  1. A position for a postdoctoral fellow may be filled by conducting a search following all guidelines of the campus Search Office. Alternatively, a postdoctoral fellow position funded from non-state sources may be filled under the Postdoctoral Fellow Non-Search Hiring Policy.
  2. Job requirements are established by the department subject to approval of the dean and must be in accordance with university policy as specified below.
  3. Completion of a doctoral degree in the appropriate discipline is required. The doctoral degree must have been completed within the five years immediately preceding the first date of appointment as a postdoctoral fellow at the University and the individual cannot have held previous positions in the professional ranks. Exception to the requirement of completion of the doctorate in the past five years can be made in situations where it can be demonstrated that the individual is changing fields.
  4. Employing departments shall ascertain that prospective appointees meet all eligibility requirements prior to the commencement of appointment. It is the department's responsibility to obtain and forward to the Office of Human Resources an official transcript of the highest degree before the first day of employment.
  5. All decisions of the academic departments are made without regard to race, color, creed, religion, sex, national origin, age, physical or mental disability, veteran's status, sexual orientation or other factors, which cannot be a lawful basis for denying an opportunity for additional training.
  6. If the appointee is not a U.S. Citizen, it is the department's responsibility to document the appointee's eligibility to work as a postdoctoral fellow in the United States in accordance with the Bureau of Citizenship and Immigration Services (BCIS) rules, prior to the desired start date of employment.
  7. Hiring salaries are negotiated between the postdoctoral fellow and the faculty sponsor from whom the individual receives advanced training, and is subject to approval by the department chair, dean and Executive Vice President & Provost or designee in accordance with the university's postdoctoral salary policy.
  8. Postdoctoral fellows hired on continuing or renewable contingent on funding appointments are considered eligible for moving expenses as provided for in the Administrative Manual section 2,540. This is not an entitlement; reimbursement of any amount of moving expenses for a postdoctoral fellow is at the discretion of the supervisor, and requires approval of the dean and appointing authority.
  9. Appointments are recommended through appropriate administrative channels. The Office of Human Resources is responsible for monitoring all appointments to ensure they are in compliance with the policies established for postdoctoral fellows. Terms of appointments usually issued annually for the fiscal year; however, shorter appointment terms may be offered.
  10. Postdoctoral fellows are employed under the terms and conditions specific for postdoctoral fellows. The contract is an "A" (12 month) contract. Postdoctoral fellows may not be employed on "B" (9 month) contracts. The contract cannot be for less than 50%.
  11. Contracts for postdoctoral fellows who are continuing end on June 30th of each year and are renewed on July 1st. Contracts for postdoctoral fellows are subject to termination at any time with 30 days notice.
  12. The duration of a postdoctoral fellow's appointment at the University may not exceed five years. The postdoctoral fellow's appointment must terminate no later than five years after the initial date of employment at the University or, if there has been a break in service, no later than the date on which the cumulative periods of appointment total five years.

Postdoctoral Fellow Salary Policy:

  1. Salary levels - The salary range for a postdoctoral fellow is at or above the base salary level for graduate assistants and below the salary level of assistant professors in the discipline. The minimum salary level for a postdoctoral fellow at the University is equal to the minimum level set for graduate assistantships, prorated for FTE. The maximum salary level for a postdoctoral fellow is equal to the minimum level of "A" contract assistant professors in the discipline in the NSHE salary schedule. An exception to this salary maximum is allowed in situations where the granting agency funding the postdoctoral fellow provides a salary schedule that specifies a higher allowable maximum salary.
  2. Salary raises - Postdoctoral fellows may receive a salary increase no more frequently than once per 12 months. The salary increase can occur at any time during the year (does not have to be July 1) and typically coincides with funding cycles tied to the grant providing the postdoctoral fellow's salary. During the first 12 months after the initial hire date, a postdoctoral fellow may receive a raise at any time; the next raise cannot occur for a minimum of 12 months after the first raise. A salary increase up to 10% may be granted by the dean. A salary increase in excess of 10% must be approved by the Provost's Office. There is no obligation to provide a cost of living adjustment to a postdoctoral fellow when COLA is granted to faculty or classified employees. Neither the faculty nor classified merit policies apply to postdoctoral fellows.
  3. Salary overload - Postdoctoral fellows may receive overload pay to teach a maximum one-course overload per semester under special circumstances comparable to the provision for overloads for academic faculty, see sections 2,512 and 2,690. An overload for a postdoctoral fellow requires approval from the faculty mentor, department chair, dean, and Provost's Office. Teaching a course should typically be done as an offload rather than an overload; therefore, justification for an overload should provide information on the need for the overload and how it benefits the postdoctoral fellow and the department. There is no restriction on the amount of the salary for the overload except that the overload salary supplement cannot create a salary total that exceeds the maximum monthly salary level allowed for postdoctoral fellows. The overload salary is to be paid in the months that the work is done and cannot be spread over additional months if the sole purpose of spreading the pay is to pay an amount that would be in excess of the maximum if paid during the months that the work is done.
  4. Promotion - A postdoctoral fellow hired without a search, under the Non-Search Hiring Policy, is not eligible for promotion. A postdoctoral fellow hired through a search can be considered for promotion to a research faculty position subject to procedures in department and college bylaws. If there are no guidelines in the unit bylaws, promotion requests need to be reviewed and approved by the department chair and by the dean before being forwarded to the Provost's Office for approval. The research faculty position to which a postdoctoral fellow would be promoted would typically be at rank 0(I) but can be rank 0(II) when appropriate. Request for promotion of postdoctoral fellows can be made at any time during the year unless unit bylaws specify otherwise. Promotions result in a salary increase equal to 10% of the salary or the amount necessary to bring the salary to the minimum of the new rank, which ever amount is greater.

Other:

For situations and policies not specified in Code, bylaws, or the Administrative Manual, postdoctoral fellows is covered under policies applicable for "A" contract academic faculty.

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