Resources for Dept. Managers & Coordinators

POSTDOC APPOINTMENT PROCESS (& Reappoints)

A postdoc appointment is handled by the Office of Graduate and Postdoctoral Studies if person 1) holds a PhD or equivalent; 2) has less than 5 years experience; and 3) will be Brown paid. If Postdoc is in a training position, they should be appointed as a "Postdoctoral Research Associate." A postdoc who is on a training grant or has their own fellowship should be appointed as "Postdoctoral Research Fellow".

If a postdoc comes to Brown with more than five (5) years of experience (example, Senior Research Associate), the appointment is processed by the Office of BioMed Faculty Affairs (BMFA). A title of Research Associate is used almost exclusively for positions based at affiliated hospitals (non-Brown paid) and goes through BMFA. More detailed information can be found below:

• Postdoc STIPEND Levels - NIH Guidelines
• About Postdoctoral Appointments/Reappointments originally found in the BioMed Policies and Procedures Handbook (Chapter 16).
• Guidelines for GSPD - Postdoctoral Appointment Process
• Academic Ranks & Responsibilities - Chapter 8 Academic Handbook

FORMS TO INCLUDE FOR APPOINTMENT (and Reappoints) PROCESS:

1. Sample Memo (one-page) from Department Chair/Center Director to the Associate Dean requesting the Postdoctoral Appointment     [Word doc]
2. Personnel Action Form (PAF) - Check with HR for proper form (New Hire PAF is needed for new postdoc hires).
3. BioMed Postdoc Actions Form (PDAF)   [Word doc]   
4. If NEW, proof that postdoc has completed degree requirements:
   a. Documentation from authorized official of the degree-granting institution certifying all degree requirements have been met.
   b. Photocopy of doctoral diploma
   c. Memo from graduate mentor or Department Chair attesting to completion of requirements
5. J-1 Visa PACKET: A separate packet will need to include the DS 2019 Form, a Curriculum Vitae (CV), and Exchange Visitor’s passport (biographical page).
   [ OISSS memo ]   [ J-1 Visa Page]   [ DS-2019 Form ]
6. CV of Postdoc
7. Three Letters of Reference (for new postdocs)

8. The following forms are additionally required for new postdocs hired as a result of a Department SEARCH:

   • Search Candidate Form
   • Affirmative Action Compliance Report
   • Applicant Log
   • Three Letters of Reference
   • Search Committee Summary Statement (may be included in Chair Appt Memo

Do NOT staple package; please use a paper clip or binder clip. Tx.

NOTE:  If appointment is a PRE-SELECT and NOT the result of a search, you do not need the FPA in the appointment package. Instead, the info found in the FPA should be included in cover letter and PDAF. The FPA is only needed for a search.

ALL newly hired Postdocs MUST stop at the Office of Graduate and Postdoctoral Studies to I'9 and to fill out additional paperwork prior to, or within three days of employment start date. Postdoc must call 863-1614 to schedule an appointment.