ADMINISTRATION

At the University of California, San Diego the postdoctoral experience emphasizes scholarship and continued research training for individuals who have recently completed a doctoral degree. They engage in research training under the general oversight of a faculty mentor in preparation for a career position in academe, industry, government or the non-profit sector. In addition, Postdoctoral Scholars enrich the research community with their expert knowledge and experience, and provide mentorship to graduate and undergraduate students.

The University strives to enhance the postdoctoral experience by providing a stimulating and constructive environment, and by encouraging mutal respect and understanding.

OFFICE OF POSTDOCTORAL SCHOLAR AFFAIRS (OPSA)

OPSA is the adminstrative office that oversees the UCSD Postdoctoral Scholar Program.

Contact details

OPSA is located on the main UCSD campus at University Center 965, at the corner of Gilman Drive and Russell Lane.

Mailing Address:

Office of Postdoctoral Scholar Affairs
University of California, San Diego
9500 Gilman Drive,
Mailcode 0043
La Jolla, Ca 92093-0043

Hours: 8am to 3:30pm Monday to Friday

The fax number is (858)534-3868 and the general office email address is opsa@ucsd.edu.

POLICY (APM 390)

The University of California Academic Personnel Manual (APM) Policy 390 defines and sets forth terms and conditions relating to the appointment of Postdoctoral Scholars at the University of California. It applies to both (1) Postdoctoral Scholars who are employees of the University and (2) Postdoctoral Scholars who are appointed as fellows and are paid stipends by extramural agencies either directly or through the university. The complete text of APM 390 is available for download here.

I. CAMPUS POLICY (PPM 390)

This PPM incorporates and implements provisions of the University of California Academic Personnel Manual (APM).

DEFINITIONS (PPM 390-4)

Postdoctoral Scholar appointments are temporary positions with fixed end dates intended to provide a full-time program of advanced academic preparation and research training. Individuals pursuing clinical fellowships and residencies in the health sciences are excluded from appointments to these titles.

Postdoctoral Scholars train under the direction and supervision of faculty mentor in preparation for academic or research careers. In addition to pursuing advanced preparation in research, Postdoctoral Scholars may be approved to engage in other activities to enhance teaching and other professional skills. If formal teaching duties are assigned, a Postdoctoral Scholar must hold both a Postdoctoral Scholar title and an approrpriate teaching title. Under this circumstance, the full-time Postdoctoral Scholar appointment percentage will be reduced accordingly.

Ordinarily, Postdoctoral Scholars are not permitted to serve as principal investigators on extramurally-sponsored contracts or grants. Because the University recognizes that proposal preparation is an important aspect of most postdoctoral trianing, the Vice Chancellor for Research may approve requests for Postdoctoral Scholars to serve as a principal investigators on awards that are restricted to postdoctoral scholars and on small awards for research expenses or travel. The Vice Chancellor for Resarch may also approve requests for exception for Postdoctoral Scholars to serve as principal investigators or co-principal investigators on standard research grants on the condition that, if the grant is awarded, the Postdoctoral Scholar would be recommended for an appointment in the Assistant Project Scientist title or a title that carries principal investigator eligibility. All principal investigator exception requests require approval of the individual's appointing department and, where appropriate, the cognizant dean prior to transmittal to the Vice Chancellor for Research.

RESPONSIBILITY (PPM 390-6)

Faculty mentors are responsible for guiding and monitoring the advanced training of Postdoctoral Scholars. In that role, faculty mentors should make clear the goals, objectives, and expectations of the training program and the responsibilities of Postdoctoral Scholars. They should regularly and frequently communicate with Postdoctoral Scholars, provide regular and timely assessments of the Postdoctoral Scholars' performance, and provide career advice and job placement assistance.

The Vice Chancellor for Research has the authority and administrative responsibility for all Postdoctoral Scholar matters. However, the Dean of Academic Affairs, School of Medicine, and the Associate Dean, Marine Sciences, have the authority to approve appointments and reappointments of Postdoctoral Scholars in their respective areas.

TITLES (PPM 390-8)

The title of a Postdoctoral Scholar appointment is determined by the requirements of the funding agencies.

Postdoctoral Scholar - Employee (Effective July 1, 2004)
An appointment is made in the title "Postdoctoral Scholar - Employee" when (1) the agency funding the salary requires or permits the appointee to be an employee of the University, or (2) whenever General Funds, Opportunity Funds or other University discretionary funds are used to support the position. Appointments to this title are made under Payroll Title Code 3252.

Postgraduate Researcher and Visiting Postgraduate Researcher (Prior to July 1, 2004)
Starting July 1, 2004, the University begain phasing out the use of these titles (Payroll Title Codes 3240 and 3370). Only those postdocs who were appointed to these titles prior to July 1, 2004 may continue and be reappointed in these titles. PGRs and VPGRs who have a break in service of more than 60 days will not be permitted to be reappointed in these titles, and will be subject to appointment as Postdoctoral Scholar - Employees (TC 3252).

Postdoctoral Scholar - Fellow
An appointment is made in this title "Postdoctoral Scholar - Fellow" when the Postdoctoral Scholar has been awarded a fellowship or traineeship for postdoctoral study by an extramural agency and the fellowship or traineeship is paid through a University account. Appointments to this title are made under Payroll Title Code 3253.

Postdoctoral Scholar - Paid Direct
An appointment is made in the title "Postdoctoral Scholar - Paid Direct" when the Postdoctoral Scholar has been awarded a fellowship or traineeship for postdoctoral study by an extramural agency and the agency pays the fellowship or traineeship directly to the Postdoctoral Scholar, rather than through the University. Such appointments shall have a "without salary" status. Appointments to this title are made under Payroll Title Code 3254.

Note: Postdoctoral Scholar Fellows may have concurrent Postdoctoral Scholar Employee appointments depending on university and agency funding requirements.

CRITERIA (PPM 390-10)

Appointment as a Postdoctoral Scholar requires completion of a doctoral degree (e.g. Ph.D., M.D.) or foreign equivalent.

TERMS OF SERVICE (PPM 390-17)

Postdoctoral Scholar appointments are temporary and have fixed end dates. Appointments are typically made for one year but may be made for up to three years.

The total duration of an individual's postdoctoral service may not exceed five years, including postdoctoral service at other institutions. By exception, the Vice Chancellor for Research may grant an extension not to exceed a sixth year.

Exceptions will not be granted for appointments beyond the sixth year; therefore, before the expiration of postdoctoral eligibility, the Postdoctoral Scholar should be advised and encouraged to find other employment or advanced to an appropriate title.Pursuant to PPM 137-30-b, it is within University's sole discretion not to reappoint a Postdoctoral Scholar.

SALARY AND STIPEND (PPM 390-18)

An authorized salary and stipend scale establishing minimun and maximum pay rates for Postdoctoral Scholars is issued by the Office of the President. The scale is adjusted annually by the general range adjustment, if any, approved by the President for non-exclusively represented, non-Senate academic appointees.

Effective October 1, 2006, the minimum of the Postdoctoral Scholar salary/stipend range is $32,304 ($2,692/month) and the maximum is $78,372 ($6,531/month).

Each division or academic department is responsible for establishing a salary scale and policy appropriate for their area. However, departments are expected to comply with federal regulations (OMB Circular A-21) and determine pay rates based on cost principles that employ consistent and uniform treatment and ensure that compensation is horizontally equitable according to one's experience, qualifications, and discipline salary scales.

FY 2006 Stipend levels for Postdoctoral Scholars on National Institute of Health fellowships or training grants are available here.

Campus Salary Scales

• School of Medicine
• Scripps Institution of Oceanography
• Division of Biological Science
• Department of Chemistry and Biochemistry
• Department of Electrical and Computer Engineering

PROVISION OF MINIMUM PAY LEVEL (PPM 390-18-D)

When extramural agencies establish stipends at a rate less than the University established salary and stipend scale minimum and the department elects to proceed with such an appointment, the mentor is required to arrange additional funding to bring the pay level of the Postdoctoral Scholar up to the established minimum prior to the begin date of the appointment.

SUPPLEMENTATION (PPM 390-18-F)

A Postdoctoral Scholar in the "Postdoctoral Scholar - Fellow" or "Postdoctoral Scholar - Paid Direct" title may have his or her stipend supplemented with additional funding beyond the scale minimum. Supplementation or additional compensation must be in conformance with the terms of the fellowship or trineeship and, if paid with University funds, be paid in the Postdoctoral Scholar - Employee title.

ANNUAL SALARY INCREASES (PPM 390-18-G)

In accordance with campus and departmental policies, salary increases are given annually to Postdoctoral Scholar - Employees on the basis of merit and is effective the appointment anniversary date or first of the following month if the initial appointment date was mid month. The amount of the increase is according to department or divisional policy on salary increases. Increases to Postdoctoral Scholar -Fellows and - Paid Directs should be provided in accordance with the provisions of the extramural funding agency.

APPOINTMENT PERCENTAGE (PPM 390-19)

Appointment to the Postdoctoral Scholar title are full-time (100%), based on the expectation that the Postdoctoral Scholar will be fully involved in scholarly pursuits. In special cases, upon written request of the appointee and concurrence of the mentor, an exception may be granted by the Vice Chancellor for Research when the appointee is unable to make a full-time commitment for reasons of health, family responsibilities, and employment external to the University. Such a request must take into account extramural funding agency requirements, if any.

When a reduced-time appointment has been approved, the mentor and Postdoctoral Scholar shall sign a written agreement specifying the reduction in hours of work and concomitant responsibilities.

When a Postdoctoral Scholar additionally holds a University teaching appointment or other University position, the percent-time of the Postdoctoral Scholar appointment normally will be reduced so that the sum of the percent times of the two appointments equals 100%.

APPOINTMENT LETTERS (PPM 390-21)

A Postdoctoral Scholar shall be provided a written appointment letter, which shall include the mentor's name, begin and end dates of the appointment, salary/stipend amount, source of funding, and work eligibility requirements for U.S. citizens and non-citizens. A letter from the mentor setting forth expections, training activities, whether or not the appointment is renewable, and the conditions for renewal; a copy of PPM 390 and a summary of benefits or corresponding website information, shall accompany the appointment notice. The Postdoctoral Scholar is required to accept the appointment in writing.

• Mentor's Expectation Letter
• Dean's offer letter

ANNUAL REVIEWS (PPM 390-25)

In furtherance of fostering Postdoctoral Scholar's career, the mentor shall conduct a face-to-face review with the Postdoctoral Scholar on an annual basis or before the end of the appointment (whichever comes first). The review should assess the Scholar's progress to date, strengths, areas needing improvement, and potential for a research career in the discipline; and set forth training and research activities for the following year if the appointment will be renewed.

A written summary of the review is provided to and signed by the Postdoctoral Scholar, who is to be given the opportunity to submit written comments on the review. The review will be maintained in the departmental personnel files.

It is strongly encouraged that regular feedback be provided throughout the training period.

• Annual review form [PDF]

II. APPOINTMENT GUIDELINES AND PROCESS

The process is initiated by the mentor/PI by selecting the potential candidate and then providing a Mentor's Expectation letter and a completed Biography form to the appropriate departmental administrator at least three months before the appointment begin date. The departmental administrator completes a Postdoctoral Scholar Appointment Form and forwards all required material to their cognizant postdoctoral review office (SOM is Associate Dean Andrew Ries; SIO is Associate Dean Ray Weiss; and GC is Associate VCR David Sworder). Once the dean's office reviews the material, the approved Appointment form, and a formal offer letter will be returned to the department for issuance.

Required material for the appointment packet:

A. Postdoctoral Scholar - Employee

1. Postdoctoral Scholar Appointment Form (Excel)(PDF)
2. Mentor's Expectation Letter (PDF)
3. Postdoctoral Scholar Biography Form (Word)(PDF)
   (SIO: use academic biography form)
4. Proof of Degree

B. Postdoctoral Scholar - Fellow and - Paid Direct

1. Postdoctoral Scholar Appointment Form(Excel)(PDF)
2. Mentor's Expectation Letter(PDF)
3. Postdoctoral Scholar Biography Form(Word)(PDF)
   (SIO: use academic biography form)
4. Proof of Degree
5. Proof of Funding Source

Once the Postdoctoral Scholar provides a written acceptance, forward the original to OPSA for the personnel records. At this point, department administrators may enter the appointment into the Payroll system.

APPOINTMENT CONSIDERATIONS

• Postdoctoral Scholars may not begin working before the official appointment effective date, and not until an official appointment has been offered and accepted.
• Postdoctoral Scholars may not begin working until the candidate has completed all requirements for the doctoral degree. Acceptable proofs of degree are transcripts, degree certificates, and official documentation from granting institution. For UCSD graduates, a completed degree certificate signed off by the Library Archivist and OGS is acceptable.
• Faculty members from other institutions are not eligible to be appointed as a Postdoctoral Scholar.
• Clinical Fellows are not eligible to be appointed as Postdoctoral Scholars unless they have completed their clinical training and are pursuing basic research training. Time spent in clinical training does not count towards postdoctoral service.
• A Postdoctoral Scholar cannot be simultaneously appointed in more than one department/unit. But a postdoc may receive funding from more than one department/unit.
• Any changes in the terms and condition of the postdoc's appointment requires the completition of a new Postdoctoral Scholar Appointment form.
• If a postdoc terminates his/her appointment before the end date, a Postdoctoral Scholar Appointment form must be completed notifying of the early termination.

REAPPOINTMENT AND EXTENSIONS

The mentor may request an extension or reappointment so long as it is within the five year maximum, by completing an Annual Review and Postdoctoral Scholar Appointment Form.

Extension without salary increases may be requested if the extension is to bridge the period between the end of the appointment and the beginning of a permanent appointment outside the University. Extensions cannot be longer than three months.

Reappointments are usually made for one year at a time, but may be made for shorter periods. Appointments should not be made longer than the availability of funding.

Any change of status should be promptly reported to OPSA on the appropriate forms. For example, change in family composition that impacts benefits, visa status, address changes, funding source or appointment into another titlecode that impacts benefits. Failure to do so may result in incorrect charges, which will be the responsibility of the department.

III. Frequently Asked Questions

APPOINTMENTS

1. Can the mentor propose a salary increase before the end of the one-year appointment period?
   
   No.  At the time of appointment, all factors should be taken into consideration and an appropriate salary rate determined.  Then at the one-year anniversary date, reward for performance or for additional responsibilities should be given.
   
   
2. If a postdoc receives a fellowship that pays less than the minimum salary rate, does the mentor have to provide additional funds to bring the salary up to the minimum level?
   
   Yes.
   
   
3. Do postdocs have a 6 month probationary period similar to staff employees?
   
   No.
   
   
4. Can a mentor be a non-faculty?
   
   The policy states “Postdoctoral Scholar conducts research under the general oversight of a faculty mentor in preparation for a career position in academe, industry, government or the nonprofit sector.”  However, in certain circumstances an exception may be granted.  For example, if a research project is headed by a nonacademic Principal Investigator or the mentor was a faculty member but changed to another non-academic title and maintained the research project.
   
   
5. If a Postdoctoral Scholar changes department and mentor, does a whole new appointment file need to be submitted?
   
   Yes, because it would require a new “contract,” and communication of expectations, etc.
   
   
6. If a Postdoctoral Scholar moves with his/her PI to another department, does a whole new appointment file need to be submitted?
   
   If there are no changes regarding the research project, the appointment period, salary etc., and the only change is the home department, then no.   Just need to submit a Postdoctoral Scholar appointment form, noting the change in department.
   
   
7. If the Postdoctoral Scholar’s mentor is in department A but the funding is from department B, which department should be the primary/home department for the postdoc?
   
   Normally with the mentor.
   
   
8. Can a Postdoctoral Scholar also be a registered student?
   
   In general, no. Only exception is if the Postdoctoral Scholar received a M.D. and is pursuing a UCSD MAS degree.
   
   
9. What if a person received a MD and was a postdoc, but is now interested in pursuing a PhD.  Can he/she be a Postdoctoral Scholar and a registered graduate student?
   
   No.  The individual would be graduate student and under graduate student policies (and appointment titles).
   
   
10. Can a person who does not have a doctorate degree get an exception to be a Postdoctoral Scholar?
    
    No.  Postdoctoral Scholars are required to have a doctorate degree or foreign equivalent.
    

INTERNATIONAL POSTDOCS

1. If a foreign postdoc’s visa expires, does his appointment have to be terminated?
   
   Yes.  His/her appointment should be terminated. Remember to document the reason for the termination.
   
   Every effort should be taken to prevent a lapse in visa status as it will mean lapse in pay and benefits coverage.


2. Are postdocs eligible for an H1-B visa?
   
   H1-B is a ‘specialty occupation’ visa and is intended for foreign workers to be hired as an employee.  Postdoc appointments are considered temporary in nature and intended for advance research training.  Therefore J-1 visas, which are for "academic exchange and training", are the most appropriate for postdocs.
   
   However, if the postdoc exhausts his/her J-1 eligibility, the mentor/PI is willing to sponsor and pay for the H1B visa application, and the postdoc is essential to the research project, the university may allow an exception.
   
   
3. I heard that H1-B is the fast track to permanent residency. Is that true?

   No. Permanent residency is based non the length of time and not classification. If a postdoc goes through J-1 and then H1-B, he/she could be in the US for potentially 11 years (5 years on J1 + 6 years on H1-B), whereas bypassing the J-1 reduces the length of time.



4. Can a person with an H4 visa be a postdoc?
   
   No.  H4 are for depends of H1B and are not eligible for employment.
   

PAY

1. How come UCSD does not withhold taxes on Postdoctoral Scholar fellowship stipend?
   
   The UC Payroll System is a mechanism to issue Postdoctoral Scholar fellowship stipends and mange the benefit program.   The use of the PPS does not constitute an employer/employee relationship nor does it suggest stipends as wages.
   
   IRS regulations do not permit the University to withhold income taxes on the taxable portion of fellowship payment. However, the IRS regulations do require the university to withold federal taxes for non resident aliens. This will be reported on IRS form 1042-S, which will be issued to the postdoc.
   
   Imputted income (eg: benefit premiums paid by the university, including research allowance) will be reported as income.
   
   
2. Do Postdoctoral Scholar-Fellows have FICA withholdings?
   
   No
   
   

IV.  NEW POSTDOC ORIENTATION/CHECK LIST

Once the new postdoc arrives on campus, department administrators should follow these steps:

1. If you haven’t already done so, forward the original signed acceptance letter to the Office of Postdoctoral Scholar Affairs (OPSA) via your dean’s office.

2. Have the postdoc complete and sign the payroll and PSBP benefits forms.

• Payroll New Hire Forms
  
• PSBP Health Insurance Enrollment Form
  
• PSBP Beneficiary Form
  

3. Have the postdoc view the Postdoc Orientation Powerpoint presentation.

• Postdoc Orientation - PPT (2 MB)

4. Enter the appointment in PPS (Payroll/Personnel System).

• How to manual - PPT (2 MB)
• A payroll ID number will be necessary to complete other actions on this list.

5. Complete a campus ID card form and have the postdoc get his/her picture taken at the Bursars/ID card office.

• Information
  

6. Register for a @ucsd.edu email address

• Information and instructions are available on BLINK

7. Register for a campus single sign-on ID

• Information and instructions are available on BLINK
• This is required to sign up for mandatory courses through Staff Education’s Enrollment Central

8. Add postdoc to the Campus Directory

• Information and instructions are available on BLINK

9. Sign up for the Postdoctoral Scholar Listserv

• To subscribe or unsubscribe to the listserve click here.
  
  The listserve is a moderated listserve to communicate information from the office of Postdoctoral Scholar Affairs (OPSA) to UCSD Postdocs.
  

10. Enroll in the following workshops/courses:

• Mandatory Sexual Harassment Prevention and Training
  This course needs to be completed within 6 months of the begin date of the appointment and verification of completion submitted to OPSA.  Reappointments will not be processed until this requirement is fulfilled. 
  
• Mandatory Injury and Illness Prevention Program Training
  or Laboratory Safety Principals/IIPP
  
• Research Ethics
  This course is required for postdocs on training grants, and strongly encouraged for all other postdocs.

Moving expenses guidelines

According to APM 560 the purpose of the removal expense policy is for partial payment of removal expenses which may be accorded to qualified persons in order to expand the geographical area for selection of permanent academic staff and thus enhance the effectiveness of University recruitment.  Removal expenses are not provided automatically nor do they constitute a perquisite of appointment. 

Postdoctoral Scholars are not eligible to receive reimbursement for removal expenses.  However, if an exception to this policy should be requested, please submit a completed TEV and memorandum clearly describing the expenses associate with the move, address the points in the policy and justification of why an exception should be granted.  No exceptions will be granted for temporary housing or expenses associated with temporary housing. 

The packet should be sent to Vice Chancellor for Research, Arthur B. Ellis c/o Jennifer Oh at mailcode 0043 for review.

V. SERVICES AND RESOURCES

 Deferral of Student Loans

The guaranteeing agency is responsible for determining if the appointment meets its deferral criteria, but the Office of Postdoctoral Scholar Affairs (OPSA) will process loan deferment forms and submit it to the agency for their review. The postdoc should print the form from the loan agency's website, complete, sign, and submit it to OPSA for review of postdoctoral status. Please include an addressed stamped envelope made out to the loan agency. OPSA will mail the form directly to the agency. If you wish to receive a copy, please include a self addressed, stamped envelope or provide the campus mail code of where to send the copy.

Library Privileges

Postdoctoral Scholars are entitled to the use of all campus libraries and access is via the campus ID card. To activate the card for library access, present it at the Geisal Library

Parking and Transportation

Postdocs are eligible to purchase an "A", "B" or "S" parking permits.

Postdoctoral Scholar-Employee may sign up for monthly payroll deduction.

Postdoctoral Scholar-Fellow and Paid Directs may purchase permits at the parking office for three months at a time or the remainder of the fiscal year in full. Parking accepts cash, check, credit card and triton plus card.

Postdocs are eligible to purchase discounted bus passes (with campus id card) or receive a free UCSD/SDT bus sticker. For more information, click here

Auditing Courses and Seminars

Postdoctoral Scholars are not students; therefore, they do not pay fees nor do they register with the Office of the Registrar. With the exception of summer school classes, Postdoctoral Scholars may audit courses and seminars with the consent of the instructor. No academic credit is given.

If scholars wish to take regular University courses and receive credit, they must enroll in the University Concurrent Enrollment program administered through the Extension office. Information and fee schedule is available here.

Postdoctoral Scholars are eligible to receive UCSD employee discounts for Extension courses.

Postdoctoral Scholars are eligible to take courses through HR Enrollment Central.

Postdoctoral Scholars are not eligible for the UC registration and educational discount program.

REQUEST FOR POSTDOCTORAL SCHOLAR STUDY CERTIFICATE

To order a postdoctoral scholar studY certificate, please send an email to opsa@ucsd.edu with the following information:

1. Name
2. Department
3. Mentor's name
4. Period of Appointment
5. Area of study/research
6. Department mailcode