Title: Rachel Begley, Manager
1Postdoctoral Updates Appointment Processes
Presented at Administrators Forum October 10,
2007
- Rachel Begley, Manager
- Postdoctoral Affairs
- and
- Patty Urbon, Assistant Director
- SOM Faculty Affairs and Human Resources
2Agenda
- Postdoc Classification Overview
- Appointment Renewal Process
- Termination of Appointment
- Q A
3Postdoc Classification Overview
- Postdoctoral Scholars Fellows
- Overseen by Office of Postdoctoral Affairs
- Time limited mentored training positions
- Require doctoral degree
4Postdoc Scholar
- Funded by research grants obtained by others at
the University (faculty/ PI) or dept. funds - Expense Class 513200
- On Personal Data Salary Authorization Form (PD),
salary is charged to home account (OPR) and
distributed by respective department
administrator
5Postdoc Scholars Salary/Taxes
- Salary levels should be consistent with
University guidelines (current year NIH stipend
levels regardless of funding source) - 2007 NIH Stipend Levels
- 36,996 (0 yrs. exp.)
- 38,976 (1 yr. exp.)
- 41,796 (2 yrs. Exp.)
- See Postdoc website for all levels
- Postdoc Scholars are being paid for services
rendered to the grant and thus are FICA eligible
6Postdoc Scholars Benefits
- Postdoc Benefits Program (medical, dental,
vision, life insurance) - Single coverage paid by grant/PI/department funds
- University fringe rate does not apply
- Sick and Vacation Days
- 10 sick days/yr. 16 vacation days/yr
- Postdocs do not enter time in HCM, sick and
vacation days must be kept track of on a
departmental level - Postgraduate Audit Program
- Costs 10 of graduate tuition rate
- No retirement plan eligibility
7Postdoc Fellow
- Funded by training grants or funds that postdoc
has personally applied for and obtained - Expense class 572500
- On Personal Data Salary Authorization Form (PD),
salary is charged to home account (OPR) and the
training grant number is entered through effort
reporting
8Postdoc Fellows Stipend/Taxes
- Stipend levels based upon levels consistent with
guidelines set by sponsoring agency - If no agency guidelines exist, stipend should be
consistent with University guidelines (current
year NIH stipend levels regardless of funding
source, see Postdoc website for NIH levels) - Postdoc Fellows are trainees and thus are not
eligible for FICA
9Postdoc Fellows Benefits
- Postdoc Benefits Program (medical, dental,
vision, life insurance) - Single coverage paid by grant/PI/department funds
(some training grants allow/pay family medical
coverage) - University fringe rate does not apply
- Sick and Vacation Days - if no guidelines exist
from sponsoring agency, then follow policy for
scholars - 10 sick days/yr. 16 vacation days/yr
- Postdocs do not enter time in HCM, sick and
vacation days must be kept track of on a
departmental level - Postgraduate Audit Program
- Costs 10 of graduate tuition rate
- No retirement plan eligibility
10Postdoc Appointment Processes
- New Appointments
- Renewals Reclassifications
- Termination
11New Appointments
- Once a candidate has been selected
- Postdoctoral Scholar/Fellow Appointment Form is
to be completed by the department - Chairs signature is required
- Additional Information Needed
- CV
- Official (doctorate) Transcripts or Diploma
(translated if applicable) - Original Recommendation for Appointment of
Exchange Visitor (J-1) Form or Recommendation for
Appointment of Temporary Worker (H1-B) Form - (if
applicable) - Information Needed from Foreign Visitor Form
(J-1) or H-1B Information Needed from Foreign
Visitor Form (if applicable)
12New Appointments - continued
- Submit ALL paperwork to SOM Finance Office
- Donna Parsell
- Manager, Financial Processes and Funded Activity
- Wood Building W176C, LC 4916
- 216-368-2796
- donna.parsell_at_case.edu
- SOM Finance Office will review and forward
paperwork to Rachel Begley in the Office of
Postdoctoral Affairs
13New Appointments - continued
- The Office of Postdoc Affairs
- Sends official letter of offer to the postdoc
- Copies sent to dept. administrator, and Patty
Urbon, SOM Faculty Affairs and Human Resources - Second Original letter sent to Foreign Faculty
Office along with visa paperwork (if applicable) - Postdoc Checklist (see postdoc website), benefits
information, campus map, Individual Development
Plan, and Postdoc association events
information are sent to each postdoc with the
letter of offer
14New Appointments - continued
- Postdoc sends signed official offer letter back
to Office of Postdoc Affairs - Postdoc will also turn in a copy of the signed
official offer letter to the Human Resources
Information Management department when completing
paperwork
15New Appointments PD Forms
- A Personal Data Salary Authorization Form (PD) is
to be completed by the department and sent to
Patty Urbon, SOM Faculty Affairs and Human
Resources - PD Forms will only be processed when Patty has
received a copy of the letter of offer from the
Office of Postdoc Affairs
16New Appointments Announcements Feedback
- July 1 RE Appointments
- It is no longer necessary to do a new letter each
July 1 for all SOM postdocs (unless June 30
happens to be the postdocs regular end date). - Example Joe Postdocs appointment dates are
April 1, 2007 - March 31, 2008. It is not
necessary to have a new appointment letter done
for Joe Postdoc on July 1, 2007. A renewal
letter for Joe Postdoc should be done effective
April 1, 2008. - When sending PDs to Patty Urbon July 1 each year,
just attach the postdocs current appointment
letter. - Example For Joe Postdoc, for July 1 - you would
send Patty the new PD and attach a copy of his
current April 1, 2007 - March 31, 2008
appointment letter.
17New Appointments Announcements Feedback
- Paperwork for Postdocs with Dual Departments
- Who turns in paperwork?
- The Mentor/PI's department is responsible for
initiating appointment application. The
application then goes to the department
financially responsible for their sign-off. An
additional Chair's Signature line has been added
to the Postdoc Appointment (or is it Application)
Form to accommodate this.
18Renewals Reclassification
- For ALL renewals, extensions, transfers or
reclassifications - a new official letter of offer must be done.
- A Postdoctoral Scholar/Fellow Appointment Form is
to be completed and submitted to SOM Finance - If applicable, also send an original
Recommendation for Appointment Form for J-1 or
H-1B - Please keep in mind time needed for visa
processing - No other documents are required (CV, diploma,
etc.) - A Personal Data Salary Authorization Form (PD) is
to be completed by the dept. and sent to Patty
Urbon, SOM Faculty Affairs and Human Resources
19Terminations/End of Appointment
- For all ends of appointment, resignations, or
terminations - Please send the following to Patty Urbon
- PD form - the form just needs name, a D in the
action box, and a term date - Copy of the letter of resignation (if applicable)
- Personnel Action Form available on the HR
website http//www.case.edu/finadmin/humres/polic
ies/forms.html - Patty will send form on to HR for payroll
purposes and copies to Rachel Begley - If a postdoc is leaving, please be sure to
respond to your monthly email from Garnett-Powers
Associates (insurance broker for the Postdoc
Benefits Program) to let them know. - Since the postdocs do not receive benefits
through HR, there is no automatic trigger to
terminate their benefits
20Questions?
21Contacts
- Rachel Begley
- Manager, Postdoctoral Affairs
- Nord Hall 6th Floor, LC 7027
- 216-368-0947 phone
- 216-368-4250 fax
- rachel.begley_at_case.edu
- http//www.case.edu/provost/gradstudies/postdoc.ht
ml - Patty Urbon
- Assistant Director, SOM Faculty Affairs and Human
Resources - School of Medicine Rm. W171, LC 4915
- 216-368-2011 phone
- 216-368-3013 fax
- patricia.urbon_at_cwru.edu
- Donna Parsell
- Manager, SOM Financial Processes and Funded
Activity - Wood Building W176C, LC 4916
- 216-368-2796 phone