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:

• 2009 Postdoc STIPEND Levels - NIH Guidelines
• About Postdoctoral Appointments/Reappointments, Chapter 16.
• General Guidelines for GSPD - Postdoctoral Appointment Process
• Academic Ranks & Responsibilities - Chapter 4 Handbook of Academic Administration-2009

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: In a separate packet include the DS 2019 Form, a Curriculum Vitae (CV), and Exchange Visitor’s passport (biographical page).

   As soon as the appointment/reappointment letter is sent to you, please make sure postdoc signs the letter accepting the terms. The signed letter then needs to be sent/faxed/dropped off at the Postdoc Program office as soon as possible before OISSS can proceed with processing the DS-2019.

   [ OISSS memo ]   [ J-1 Visa Page]   [ DS-2019 Form ]

6. CV of Postdoc
7. Three Letters of Reference (for NEW postdocs only)

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

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

Please 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 make an appointment at the Office of Graduate and Postdoctoral Studies to I'9 and to fill out additional paperwork prior toemployment start date. Postdoc must call 863-1614 to schedule an appointment with Susan Rottenberg, the Postdoctoral Program and Data Manager.