Resources for Department Managers and Coordinators
The Office of Graduate & Postdoc Studies (OGPS) processes all postdoc actions including new hire, reappointment, extension, resignation, termination, promotion, LOA, salary change, and title change. A summary checklist and explanation of the appointment process, below, will help managers determine which documents are required to process each action and how process procedes once all documentation is received by OGPS. To process postdoc actions, send documentation to Susan Rottenberg, Box G-A219.
According to the Provost Handbook of Academic Administration, Section 4.7.1 (July 2011), postdoc appointments must meet the following criteria:
- Must be hired for at least 12 months
- Must hold a PhD or equivalent degree
- Must have fewer than 5 years postdoc experience
- Must be paid through Brown University or external funding
If a postdoc comes to Brown with more than five (5) years of experience, the appointment is processed by the Office of BioMed Faculty Affairs (BMFA).
The Division of Biology & Medicine offers two postdoc titles:
Postdoctoral Research Associates are employees of the University: they receive a salary and all employee benefits for which they are eligible, and the research grants or other Brown University funds which support them are assessed accordingly. Individuals are appointed on an annual basis, for a maximum term of five years.
Postdoctoral Research Fellows are in residence to conduct research supported by fellowships or training grants; they are paid stipends. Postdoc Research Fellows are not Brown employees, but they may participate in a University health and dental plan. Individuals are appointed on an annual basis, for a maximum term of five years.
Funding and Policies
Forms Required to Hire a New Postdoc
- Chair Memo (signed, dated, on letterhead)
- Current CV (no biosketches)
- LOR, three (3)
a) Hard copy, signed, dated, on letterhead OR
b) Email, with date, and official signature line including name, title, and institution of recommender.
- Proof of PhD:
a) Documentation from authorized official of the degree-granting institution certifying all degree requirements have been met and that the thesis has been turned in (signed, dated, on letterhead)
b) Photocopy of doctoral diploma
c) Memo from graduate mentor or Department Chair attesting to completion of requirements and that the thesis has been turned in (signed, dated, on letterhead)
Note: On first day of work, postdoc must provide either a) or b) if not provided when paperwork was processed.
Additional Documentation Required for New Postdocs Hired with J-1 Visas
In a separte packet (affixed with a paperclip), include:
- DS 2019 Form
- Exchange Visitor’s passport (biographical page)
Note: 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 mailed/emailed/faxed/dropped off at the Postdoc Program office as soon as possible before OISSS can proceed with processing the DS-2019.
Additional Documentation Required for New Postdocs Hired Through a Department Search
- Search Committee's recommendation memo
- Affirmative Action Compliance Report
- Applicant Log
- CVs of all finalist(s)
- LOR of all finalist(s), three (3), signed, dated, on letterhead
Enclosures for New Postdoc Appointment and Reappointment Letters
New postdocs receive the following five (5) documents. Reappointed postdocs receive the first three (3) documents:
- Patent Policy
- Harrassment Policy (Section 1 Only)
- Conflict of Interest Policy
- I-9 Document List
- Summary of Benefits: Choose one (1):
Postdoctoral Research Associates
Postdoctoral Research Fellows