Understanding Postdoctoral Scholar Appointments and Service
Postdoctoral scholars play a crucial role in academic research, and this content provides essential information on their appointments and service criteria. Details cover eligibility, appointment duration, and terms of service for individuals pursuing advanced academic and research training after obtaining a doctoral degree. The content also highlights the role of unions, such as UAW Local 5810, in representing postdoctoral scholars within the UC system.
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Postdocs 101 Postdocs 101 Back to Basics
UAW Local 5810 Representation UAW Local 5810 Representation UAW Local 5810 is the Postdoctoral Scholar Union for the UC system. The Union bargains and administers contracts with the University covering wages, benefits, hours, rights, terms and conditions of employment for all UC Postdoctoral Scholars. The current Union Contract is effective October 17, 2016 through September 30, 2020.
Appointment Criteria Appointment Criteria Postdoctoral Scholar appointments are intended to provide a full-time program of advanced academic preparation and research training under the direction and supervision of faculty mentors in preparation for academic or research careers. Appointment as a Postdoctoral Scholar requires a doctoral degree (e.g., Ph.D., M.D.) or the foreign equivalent. Individuals pursuing clinical fellowships and residencies in the health sciences are excluded from appointment to these titles.
Postdoctoral Service Postdoctoral Service The total duration of an individual s postdoctoral service may not exceed five years, including postdoctoral service at other institutions. Under unusual circumstances the University may grant an exception to this limit, not to exceed a sixth year. Relevant experience/service may include research experience (including industrial), teaching, internship, residency, clinical duties, or other time spent in a health-related field beyond that of the qualifying doctoral degree.
Terms of Service Terms of Service Postdoctoral Scholar appointments are temporary and have fixed end dates. The initial appointment of a Postdoctoral Scholar at the University shall be for a minimum of 1 year. Appointment for the Interim Postdoctoral Scholar-Employee title may be for less than 1 year. The first reappointment of a Postdoctoral Scholar into the title Postdoc- Employee shall be for a minimum of 2 years; however, the reappointment may be for less than 2 years under the following circumstances: 1. Less than 2 years of programmatic work 2. Less than 2 years of funding 3. Exhausted eligibility as a Postdoctoral Scholar 4. Work authorization limitations 5. Change in PI
Terms of Service Continued Terms of Service Continued Subsequent reappointments may be for less than 1 year if one of the following circumstances occur: 1. Less than 1 year of programmatic work 2. Less than 1 year of funding 3. Exhausted eligibility as a Postdoctoral Scholar 4. Work authorization limitations Appointments and reappointments into the Postdoc-Fellow or Postdoc-Paid Direct titles shall be for a minimum duration equal to the duration of the fellowship or extramural funding.
Salary Salary The salary level for a Postdoctoral Scholar appointment is determined by the number of years of relevant post-doctoral degree and/or Postdoctoral Scholar experience when the appointment is made. Once the appropriate salary level has been determined, a Postdoctoral Scholar must receive annual increases to the next level in the stipend structure. These annual increases are provided upon the Postdoctoral Scholar s Anniversary Date which is often their UC Hire Date. For implementing salary changes in accordance with NIH updates to the NRSA Scale, the UC Postdoctoral Scholar salary minimum rate for Experience Level 0 shall equal Experience Level 2 of the current NRSA scale.
6/1/2018 UC Salary Scale 6/1/2018 UC Salary Scale
Postdoctoral Scholar Titles Postdoctoral Scholar Titles Postdoctoral Scholar titles are derived from the appointment s primary source of funding. Postdoc-Employee Title Code 3252 An individual is appointed as a Postdoc-Employee whenever General Funds, Opportunity Funds, or other University discretionary funds are used to support the position. DOS Codes REG and PDS are used for pay processed under the Postdoc- Employee title. Note: More on REG vs PDS payments will be discussed later.
Postdoc Postdoc- -Fellow Fellow Title Code 3253 An individual is appointed as a Postdoc-Fellow when the Postdoctoral Scholar has been awarded a fellowship or traineeship for postdoctoral study by an extramural agency and the fellowship or traineeship stipend is paid through a University account. DOS Code FEN or FEL are used for pay processed under the Postdoc- Fellow title. FEN is used for US Citizens/Resident Aliens, FEL is used for Nonresident Aliens. DOS Code PDW is used to charge employer benefits to a fund source other than the fellowship.
Postdoc Postdoc- -Paid Paid Direct Direct Title Code 3254 An individual is appointed as a Postdoc-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. DOS Code PDE is used in OLPPS to record the monthly-equivalent pay amount from the extramural agency. PDE is a non-paying DOS code. DOS Code PDW is used to charge employer benefits to a fund source other than the fellowship.
Interim Interim Postdoc Postdoc- -Employee Employee Title Code 3256 An individual is appointed as an Interim Postdoc-Employee when the individual is a UC graduate student, who recently obtained their PhD degree or equivalent, who needs a short-term appointment to complete an existing project from their graduate educational programs before moving on to other employment. DOS Codes REG and PDS are used for pay processed under the Interim Postdoc-Employee title.
Re/Appointment Timelines Re/Appointment Timelines The following information is intended to be a general guideline only; each case is different and dependent upon the actions of multiple stakeholders who control only their portion of the process- The scholar, the department, HR, and relevant specialty centers. New Appointment request with no visa requirements: 3 weeks New Appointment request with a J-1 Visa: 3-4 months Reappointment requests with a J-1 Visa extension: 6 weeks New Appointment request with a H-1B Visa: 4 months with premium processing to 15 months with regular processing Reappointment requests with a H-1B Visa extension: 4-15 months with a 240 day grace period after submission
Visa Sponsorship Visa Sponsorship Postdoctoral Scholars are eligible for sponsorship under various visa types, the most common being the J-1 and the H-1B visas. The type of visa sponsorship is determined by the host department at UCSF and the International Students and Scholars Office. The J-1 Visa is a nonimmigrant visa, participants in the J-1 Exchange Visitor Program are expected to return to their home countries when they complete their programs. The maximum duration a scholar may be appointed on the J-1 Visa is 5 years. The H-1B Visa is a dual intent visa, holders may intend to return to their home country or intend to immigrate to the United States. The H-1B Visa is intended for specialty occupations and are employer/position- specific. The maximum duration a scholar may be appointed on the H-1B Visa is 6 years.
Visa Sponsorship Continued Visa Sponsorship Continued The F1 visa is a fairly common visa for new Postdoctoral Scholars to hold. The F1 visa is a Student Visa typically sponsored by the Visa Holder s degree-granting institution. F1 Visa Holders may be employed at UCSF under 12 months of F1-OPT work authorization and/or 24 months of F1-OPT STEM work authorization.
Supplemental Payments Supplemental Payments Nothing shall preclude the University from providing compensation to Postdoctoral Scholars at rates above those required for their experience levels. Such rates may be provided on appointment, reappointment, anniversary date, and/or as a merit increase. Supplemental payments may be provided permanently or temporarily.
Temporary Supplements Temporary Supplements Postdoctoral Scholars may receive temporary supplemental payments, using the PDS DOS Code, for a variety of reasons including, but not limited to: Temporarily performing additional duties These duties should still enhance the postdoctoral training and experience. Surplus of fellowship or grant funds Fellowship supplemental pay Temporary supplements may be ended at the University s discretion.
Permanent Supplementation Permanent Supplementation Postdoctoral Scholars may receive permanent supplementation to their base pay, using the REG DOS Code, for a variety of reasons including, but not limited to: Permanent increase in scope and responsibilities Living Wage Adjustments Retention Equity If a Postdoctoral Scholar s base pay is above-scale then upon reappointment, the Postdoctoral Scholar shall receive an increase to the minimum of the next appropriate salary level or a 2% increase, whichever is greater.
Salary & Supplement Calculation Example Salary & Supplement Calculation Example The PI would like to provide a temporary supplement of $300/month for the period of 8/1- 12/31/2018 because the Postdoc has taken on additional duties. The Postdoc is a Postdoc-Employee being paid $4,099/month, $49,188/year (Level 0) 100% on the REG DOS code. Base (REG) pay = $4,099/month Supplemental (PDS) pay = $300/month Total pay for 8/1-12/31/2018 = $4,399/month Divide the REG and PDS rates by the new total salary rate to determine the new percentages for each DOS code. Base (REG) pay = $4,099/$4,399 = .9318 $4,399/month at 93.18% Supplemental (PDS) pay = $300/$4,399 = .0682 $4,399/month at 6.82%
Postdoc Benefits Postdoc Benefits Postdoctoral Scholars are eligible to participate in the Postdoctoral Scholar Benefit Plans which include medical, dental, vision, life, AD&D, short term disability, and voluntary long term disability. Postdoctoral Scholars are eligible to apply for University housing. Paid Leave is available for the Postdoctoral Scholar s use on the 1st day of their appointment.
Paid Leave Types Paid Leave Types Personal Time Off (PTO) Postdoctoral Scholars with a 100%, 12-month appointment are eligible to use up to 24 work days of PTO at any time within each 12-month appointment period. PTO not used within the 12-month period is not carried over into a subsequent appointment year. PTO not used when the Postdoctoral Scholar s appointment concludes remains with the University. Sick Leave Postdoctoral Scholars are eligible for 12 days of Sick Leave per 12-month appointment period. Unused Sick Leave is carried over to subsequent eligible appointments. Paid Parental Leave Postdoctoral scholars are eligible for 4 workweeks of paid Parental Leave for the year following the birth or placement of a child.
