Postdoctoral Updates

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Postdoctoral Updates Appointment Processes

• Presented at Administrators Forum
• April 13, 2006

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Agenda

• Postdoc Classification Overview
• Foreign Faculty Scholars
• Appointment Process
• Q A

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Postdoc Classification Overview
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Postdoc Scholar

• Funded by research grants obtained by others at
  the University (faculty/ PI) or dept. funds
• Postdoctoral Scholars are normally not charged to
  training grants
• Overseen by Office of Postdoctoral Affairs
• Time limited mentored training position
• Expense Class 513200
• On Personal Data Salary Authorization Form (PD),
  salary is charged to home account (OPR) and
  distributed by respective department
  administrator

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Postdoc Scholars Salary Requirements

• Salary levels based upon salary levels consistent
  with guidelines set by sponsoring agencies
• Most likely NIH salary levels
• 2006 NIH stipend level
• 36,996 (0 yrs. exp.)
• 38,976 (1 yr. exp.)
• 41,796 (2 yrs. Exp.)
• See handout for all levels

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Postdoc Scholars Benefits

• Postdoc benefits program (medical, dental,
  vision, life insurance)
• Single coverage paid by PI/department funds
• University fringe rate does not apply
• Sick and vacation days
• 10 sick day/yr. 16 vacation days
• Postgrad audit program
• Costs 10 of graduate tuition rate
• No retirement eligibility

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Postdoc Scholars FICA Taxes

• Postdoc Scholars are being paid for services
  rendered to the grant and thus are FICA eligible
• Exceptions
• Some Tax Treaties

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Postdoc Fellow

• Funded by training grants or funds that postdocs
  have personally applied for and obtained
• Ex. NIH NRSA or funding from home country
• Overseen by the Office of Postdoctoral Affairs
• Time limited mentored training position
• Expense class 572500
• On Personal Data Salary Authorization Form (PD)
  Salary is charged directly to grant account
  number

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Postdoc Fellows Salary Requirements

• Stipend levels based upon salary levels
  consistent with guidelines set by sponsoring
  agencies
• Most likely NIH salary levels
• 2006 NIH stipend level
• 36,996 (0 yrs. exp.)
• 38, 976 (1 yr. exp.)
• 41,796 (2 yrs. Exp.)
• See handout for all levels

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Postdoc Fellows Benefits

• Postdoc benefits program (medical, dental,
  vision, life insurance)
• Single coverage paid by fellowship, PI/department
  funds (some training grants pay family medical
  coverage)
• University fringe rate does not apply
• Sick and vacation days negotiable
• Postgrad audit program
• Costs 10 of graduate tuition rate
• No retirement eligibility

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Postdoc Fellows FICA Taxes

• Postdoc Fellows are trainees and thus are not
  eligible for FICA

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Other Classifications

• Research Associate
• Research Scholar

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Research Associate Senior Research Associate

• Postdocs should not be appointed under this
  classification if they are looking for a time
  limited, mentored training position
• Professional position overseen by Human Resources
• Expense class 513100 513800
• Full staff faculty benefits Fringe Rate
  applicable
• No time limitations on appointments
• Not necessarily a mentored position

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Research Scholar

• Postdocs should not be appointed under this
  classification if they are looking for a time
  limited, mentored training position
• Designed for International applicants
• Overseen by Human Resources
• Expense Class 512700
• Terminal Degree not necessary
• Not eligible for benefits
• Temporary Appointment ( 5 yrs or less)
• No FICA

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Foreign Faculty Scholars

• Health Repatriation Insurance for Exchange
  Visitors

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Postdoc Review Processes Termination

• IDP and ongoing performance reviews
• Termination
• Voluntary vs. Involuntary
• Exit Survey
• Grievances

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Additional Information

• Additional information can be found on the Case
  website
• Office of Postdoctoral Affairs
  http//www.case.edu/provost/gradstudies/postdoc.ht
  ml
• Foreign Faculty and Scholars http//www.cwru.edu/
  finadmin/humres/ffs/
• Graduate Education School of Medicine
• http//casemed.case.edu/gradprog/postdoc.html

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Postdoc Appointment Processes
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Postdoc Appointments

• Effective July 1, 2006 all appointments for
  Postdoctoral Scholars and Fellows will be
  processed through the Office of Postdoctoral
  Affairs.
• The official Deans Appointment Letter will come
  from Denise Douglas in the Office of Postdoctoral
  Affairs. No more letters from Dean Horwitz will
  be done.
• Patty Urbon will not process any PD forms to put
  postdocs on payroll without receiving a copy of
  the official letter from Postdoctoral Affairs.

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Appointment Process - Where to Begin

• Identify available openings
• Determine if advertising is appropriate
• Posting options (Internal-HR, Postdoc Affairs,
  Graduate Education-Med School)
• External posting options-contact Postdoc Affairs
• Identify candidates (interviews and final
  selection)
• Department sends selected candidate hiring
  materials

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Appointment Process - Where to Begin

• Hiring materials include
• Unofficial letter of offer (optional)
• Foreign visitor information (if applicable)

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Appointment Process - Office of Postdoctoral
Affairs (OPA)

• Postdoctoral Scholar/Fellow Appointment Form is
  to be completed and submitted to Office of
  Postdoc Affairs
• School of Medicine (signed by dept./program chair
  Director of Finance)
• Arts Sciences (signed by dept/program chair,
  Dean, HR/Finance Officer)

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Appointment Process - Office of Postdoctoral
Affairs (OPA)

• Additional Information Needed
• CV
• Official Transcripts (translated if applicable)
• Copy of unofficial offer letter (if applicable)
• Copy of reference letters (3) (if requested of
  applicant)
• Original Recommendation for Appointment of
  Exchange Visitor (J-1) or Recommendation for
  Appointment of Temporary Worker (H1-B)

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Appointment Process - Foreign Postdocs

• Postdoc sends original Visitor Information Form
  to Foreign Faculty Office
• Dept. sends original Recommendation for
  Appointment (J-1 or H-1B) to the Office of
  Postdoctoral Affairs along with the previously
  mentioned Postdoc Appointment Form
• Please do not send the Recommendation (J-1 or
  H-1B) form separately to Foreign Faculty

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Appointment Process - Office of Postdoctoral
Affairs (OPA)

• Send official letter of offer to postdoc
• Copy sent to dept. administrator, faculty PI, HR
  Information Management, Patty Urbon (School of
  Medicine), Alison Hall (Graduate Education), and
  HR/Finance Office (Arts Sciences),
• Second Original letter sent to Foreign Faculty
  Office (if applicable)
• Handbooks, Postdoc Checklist, benefits
  information, campus map, and Postdoc Researchers
  Association information are sent with the letter
  of offer.

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Appointment Process - Office of Postdoctoral
Affairs (OPA)

• Postdoc sends signed official offer letter back
  to OPA

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Appointment Process - PD Forms

• Send Personal Data Salary Authorization Form (PD)
  to Patty Urbon in the School of Medicine (or
  directly to HR in Arts Sciences)
• Please send only the PD form to Patty (she no
  longer needs transcripts, CV, etc.)
• As of July 1, 2006 Patty will not process any PD
  forms to put postdocs on payroll without
  receiving a copy of the official letter from
  Postdoctoral Affairs
• Grants Accounting approves all PD Forms for
  Postdoctoral Fellows (different accounts can be
  used)

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Appointment Process Department

• Submit Key Request/Building Lab Access forms to
  Access Services
• Schedule Training sessions
• Postdocs need to have all immunizations and lab
  training completed before beginning lab work
• Postdoc and PI should discuss any additional
  arrangements before start date (should be put in
  writing)

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Postdoc Arrival to Campus

• See Upon Arrival Campus Postdoc Checklist

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Transfers Renewals

• Renewals, extensions, transfers or
  reclassifications should be made 90 days in
  advance of the termination date of the current
  appointment period
• A Postdoctoral Scholar/Fellow Appointment Form is
  to be completed and submitted to Office of
  Postdoc Affairs along with the original
  Recommendation for Appointment for J-1 or H-1B
  (if applicable)
• Send Personal Data Salary Authorization Form (PD)
  to Patty Urbon in the School of Medicine (or
  directly to HR in Arts Sciences)
• As of July 1, 2006 Patty will not process any PD
  forms for extension or transfer, etc. for
  postdocs without receiving a copy of the official
  letter from Postdoctoral Affairs

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Contact Information

•   Denise Douglas denise.douglas_at_case.edu
• Associate Dean, School of Graduate Studies,
• Office of Postdoctoral Affairs
•   Rachel Begley rachel.begley_at_case.edu
• Postdoctoral Coordinator, Office of Postdoctoral
  Affairs
•   Patty Urbon patricia.urbon_at_case.edu
• Assistant Director, Faculty Affairs, School
  of Medicine
•   Paul Frey paul.frey_at_case.edu
• Associate Controller - Controllers Office
•   Mary Murray mark.murray1_at_case.edu
• Director, Foreign Faculty and Scholars
•   Carol Colquitt carol.colquitt_at_case.edu
• Coordinator, Foreign Faculty and Scholars

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Questions?