As a faculty member or administrator, you most likely deal with postdoctoral fellows frequently. We will help demystify some of the processes and policies associated with working with or managing postdocs at OHSU.
 
At OHSU, there are two kinds of postdoctoral fellows: postdoctoral researchers and postdoctoral trainees. They differ based on their purpose and how they are paid.

• Postdoctoral Policy (distinguishing between postdoctoral trainees and researchers)
• Sample Offer and Dismissal Letters
• Duration of Appointments
• Percent Effort and FTE for Postdocs
• Salary/Stipend Recommendations
• Benefits for Postdocs
• Leave
• Info for Mentoring Resources
• Annual Review and Training Process and Documents

Postdoctoral Policy (distinguishing between postdoctoral trainees and researchers)

In an effort to develop consistency for postdoctoral fellows, OHSU has created an institutional-wide policy defining and addressing the pay and benefits, duration of appointments, leave time, and notice of appointments for postdoctoral fellows. Below we have highlighted various aspects of the new policy, which took effect on January 1st, 2008. A summary of the policy is available here.

There are two classifications of postdoctoral fellows based on source of funding and job purpose.

Postdoctoral Researchers are individuals appointed in this classification to gain research experience under the guidance of a faculty mentor and who receive a salary to perform research. Individuals holding this title are employees of OHSU, are considered "at-will" and do not receive annual contracts.
 
Postdoctoral Trainees are individuals appointed in this classification to pursue advanced training under the guidance of a faculty mentor and who receive a stipend that is funded from a training grant or individual external fellowship. Individuals holding this title are not employees of OHSU. They generally have an initial appointment of one year, which is reviewed annually for reappointment. A 30-day notice is given of non-renewal.

Sample Offer and Dismissal Letters

There are two kinds of offer letters extended to postdocs at OHSU depending on title classification - researcher or trainee. Standardized letters are available below and faculty should use these as a guide when offering an appointment or reappointment for a postdoctoral position.

Offer Letters:

• Postdoctoral Researcher Offer Letter Template
• Postdoctoral Trainee Offer Letter Template

Dismissal Letters:

• Coming soon!

Total Duration of Appointments

The total duration of appointments as a Postdoctoral Researcher or Postdoctoral Trainee cannot exceed five years without approval from the appropriate Vice President. Time spent as a posdoctorate at other institutions is not included in the five years.

Percent Effort and FTE for Postdocs

Postdoctoral appointments should be at 1.0 full time equivalent. Exceptions must be approved by the Dean or Institute Director of the work unit. For appointments of less than 1.0 full time equivalent, the faculty mentor must make the appointee aware in writing that only the agreed percentage of time needs to be devoted to the postdoctoral position.

Salary/Stipend Recommendations

The Postdoctoral Researcher salary scale was developed using the NIH scale as a guide but taking into account OHSU budgetary restrictions. (Click here to access OHSU salary scale.)
 
The Postdoctoral Trainee stipend is set by the external funding agency. If the stipend level is less than the OHSU minimum, it is to be supplemented to the OHSU minimum or approved as an exception by the appropriate Vice President.

Benefits for Postdocs

Postdoctoral Researchers will receive the same insurance contribution and insurance benefits as unclassified employees. This includes medical, dental, life, disability and accidental death insurances. They may also participate in the Health Care and Dependent Care Flexible Spending Accounts and may purchase Long Term Care Insurance. If the cost of coverage exceeds the OHSU contribution, the amount exceeded will be deducted from the Researcher's paycheck.
 
Postdoctoral Trainees will receive the same insurance contribution as unclassified employees. They are eligible for health and dental insurance and $25,000 basic life insurance. If the cost of coverage exceeds the OHSU contribution, the amount exceeded will be deducted from the Trainee's stipend based on written authorization from the Trainee. Postdoctoral Trainees may purchase Long Term Care Insurance.
 
Postdoctoral Researchers and Trainees are not eligible for pension benefits; however, Researchers can contribute to the University Voluntary Savings Program, an optional retirement program for employees. See the policy for more details.
 
View a comparison of other postdoctoral policies at similar universities here.

Leave Time

Postdoctoral Researchers shall receive 80 hours annually of vacation to be tracked at the departmental level only. These hours may be carried over from year to year. Sick leave is granted at 8 hours per month to be tracked at the departmental level. Neither sick nor vacation accruals shall be paid out at the time of termination. Holidays shall be granted consistent with the unclassified employee policy.
 
Postdoctoral Trainees shall receive vacation and sick time consistent with the funding agency's requirements. If no vacation or sick time is addressed by the funding agency, the Postdoctoral Researcher policy above shall apply.
 
Post Doc Researchers, who are considered employees, are entitled to protected leave for birth or adoption or serious health conditions. Trainees (not considered employees) are not entitled to protected FMLA.
 
The Post Doc Researchers are also able to use their sick and/or vacation leave during these protected leaves, but are not paid beyond their sick and vacation amounts. The rest of the leave would be unpaid. And finally they fall under the same eligibility requirements as other OHSU employees.

Info for Mentoring Resources

Annual Review and Training Process and Documents

Last modified on 2009-05-13 by rdaweb@ohsu.edu