Postdoctoral Scholar Policy

Title

University of North Carolina at Chapel Hill Postdoctoral Scholar Policy

Introduction

Purpose

The purpose of the Postdoctoral Scholar Policy is to delineate the obligations and expectations of all parties involved in postdoctoral training at the University of North Carolina at Chapel Hill  (“UNC-Chapel Hill” or “University”).

The University hosts approximately 1,000 postdoctoral scholars ("Postdocs") each year across various departments, schools, and centers. While the University aims to provide Postdocs with opportunities for continued academic training through on-site practice experience, the relationship between the University and its Postdocs also encompasses aspects of an employer-employee relationship. Given this hybrid nature, the University has adopted this Policy to ensure clarity and mutual understanding of roles and responsibilities

Scope

All Postdocs, faculty and administrative personnel involved in the recruitment, appointment and training of Postdocs are expected to carefully read and adhere to this Policy.

Definitions

Postdoctoral Scholar¹ - A postdoctoral scholar or fellow (a "Postdoc") is an individual who has received a doctoral degree or equivalent working in a term-limited position of mentored research and professional development to prepare for an independent career usually in research and teaching. Each Postdoc is assigned to work under the mentorship and supervision of an assigned "Mentor," a senior researcher, scholar or faculty member in the same area of research or scholarship as the Postdoc.

Date of Appointment (or Anniversary Date): The official start date of the appointment or its annual anniversary.

End of Appointment: The official end date of the appointment.

Policy

Policy Statement

Recruitment and Hiring

All Postdocs must have a Ph.D. (or an equivalent doctorate or terminal degree, such as a M.F.A., Sc.D., J.D. or M.D.) in an appropriate field of study (or at least must have completed all of the requirements for such a degree before his or her Postdoc appointment begins). Each Postdoc must provide both his or her assigned Mentor and the department Human Resources (HR) representative with documentary proof of his or her Ph.D. or equivalent degree before his or her appointment as a Postdoc begins. A transcript from the institution awarding the degree fulfills this requirement. A signed letter from the Department Chair or Registrar’s Office confirming all requirements for the degree are complete is also acceptable. Candidates with degrees from institutions outside the U.S. must hold advanced degrees that are equivalent to doctorate degrees awarded by U.S institutions and will be required to provide documentary proof of such degree as determined to be appropriate by the Department or responsible unit and Office of Postdoctoral Affairs (“OPA”). If a foreign degree evaluation is needed, the Department must pay for this expense.

A failure to provide timely and appropriate documentation of a doctorate or equivalent terminal degree may result in dismissal for cause.

As stated above, an individual may be appointed as a Postdoc if they have completed all of the requirements for a doctorate (or equivalent terminal) degree before their Postdoc appointment begins, even if the degree has not yet been formally conferred. In these cases, the Postdoc must provide both his or her Mentor and OPA's HR Consultant with sufficient documentary evidence of completion of the degree requirements, together with a statement from the institution awarding the degree identifying the date on which the degree is to be conferred. This information must be provided before the appointment as a Postdoc begins. Moreover, as soon as the transcript or diploma documenting the formal conferral of the degree is available, the Postdoc must provide a copy of the transcript or diploma to his or her Mentor and department HR representative. Please remember that immigration rules require that an individual be eligible for appointment in the job title when the visa status (eg. H-1B) is approved. Therefore, the requisite degree should be conferred before an immigration petition for employment as a Postdoctoral Scholar is filed. Please consult UNC International Student & Scholar Services ("ISSS") for additional information.

Postdocs are classified as full-time temporary employees who are exempt from the State Personnel Act (EHRA). Requests for part-time classification or a reduction of hours will be considered by the Vice Chancellor for Research and the Director of Postdoctoral Affairs for individuals who are unable to pursue full-time employment due to extenuating circumstances. These requests should be submitted in writing directly to the OPA Human Resources inbox (opahr@unc.edu) . Individuals in non-immigrant H-1B status must be employed full-time so please consult with ISSS before making any changes to an international Postdoc's employment status. Any requests for accommodations based on disability or religion should be submitted directly to the University's Equal Opportunity/Americans with Disabilities Act (ADA) Office. More information about this process is available in the University's Policy on ADA Reasonable Accommodations for Employees, Applicants and Visitors and the University's Policy on Prohibited Discrimination, Harassment and Related Misconduct Including Sexual and Gender-Based Harassment, Sexual Violence, Interpersonal Violence and Stalking.

A Postdoc may be appointed as part of a clinical training program or provided the opportunity to teach so long as research or other on-site practice experience under the supervision of a Mentor is a primary purpose of the appointment.

Contingent Offer

Postdoctoral appointments are contingent upon the appointee's timely and satisfactory submission of the signed appointment letter and of documentary evidence of his or her personal identity, eligibility to work in the United States as required by federal law, and receipt of a doctoral degree (or other equivalent terminal degree) as explained in the Policy Statement, above. All contingent offers must be made in accordance with the Office of Human Resources’ procedures regarding Contingent Officers for Paid and Unpaid Appointments.

Additional Duties

Postdocs are allowed to perform additional duties beyond those described in their job description if these duties further assist in Postdoc training, such as teaching. Please see the University’s page on Supplemental Pay for EHRA Employees for more information. Overload forms for Postdocs should be submitted in advance to the OPA HR inbox (opahr@unc.edu) for review. Requests for secondary appointments should also be submitted in advance to the OPA HR Inbox for consideration of the Director of Postdoctoral Affairs.  

Teleworking Requests

Postdocs are subject to the University’s Policy and Procedures on Flexible Work Arrangements for University Employees. Due to the emphasis on mentorship, fully remote work arrangements for Postdocs are not encouraged. If a department is exploring the option of a fully-remote arrangement, please refer to the Postdoc procedure, section I. D. for more information.

Application Process and Criminal Background Checks

Postdocs must be categorized as:

• Postdoctoral Fellow/Trainee,
• Postdoctoral Research Associate, or
• Postdoctoral Scholar – Paid Direct.

The University does not discriminate in offering access to its educational programs and activities or with respect to employment terms and conditions on the basis of race, color, gender, national origin, age, religion, creed, genetic information, disability, veteran's status, sexual orientation, gender identity or gender expression. Please refer to the University's Policy Statement on Non-Discrimination and Policy on Prohibited Discrimination, Harassment and Related Misconduct Including Sexual and Gender-Based Harassment, Sexual Violence, Interpersonal Violence and Stalking for additional information.

Background Check

All faculty and staff, including Postdocs, are subject to the University's Policy on Reporting of Criminal Convictions for Currently Employed Faculty and Staff. All selected candidates for Postdoc appointments must have criminal conviction checks processed and reviewed in accordance with that policy. University employees, including Postdocs, are also required to report any criminal convictions under the Policy on Reporting of Criminal Convictions for Currently Employed Faculty and Staff within five (5) business days of conviction. In cases of such reports, the University will determine the most appropriate action to be taken, if any. Such action may include, but is not limited to, modification of assigned duties or work assignment, continuation of employment conditional on successful completion of appropriate treatment or counseling, or appropriate disciplinary action up to and including termination of employment. Please refer to the Office of Human Resources ("OHR") website for additional information.

Any misrepresentation or omission of material fact used to gain or continue a Postdoc appointment will be sufficient cause for refusal of appointment or immediate dismissal from the University. Postdocs may also be held personally liable for any consequential damages directly or indirectly resulting from such misrepresentations or omissions.

Responsibilities and Expectations

Expectations of Postdoctoral Scholars

All Postdoc appointments are contingent upon the Postdoc's satisfactory work performance, research (or other work) progress, the existence of availability of funding, and programmatic need. All Postdocs, in all disciplines, schools, colleges and centers/institutes across the University, must meet the following expectations at all times during their appointment:

1. Conscientious and satisfactory performance and completion of assigned duties;
2. Adherence to all ethical and professional standards and/or professional practice. This includes as applicable completion of required training and compliance with all University standards and federal regulations as they relate to the responsible and ethical conduct of research and of research compliance, conflicts of interest, confidentiality, privacy and human subjects research, animal care and use, laboratory safety, and the use of radioisotopes;
3. Open and timely discussions with their assigned Mentor/Supervisor regarding their research or work including creation of an individual development plan; regular discussions about research (or other work) progress; record keeping and data management; distribution of reagents or materials; authorship practices; status of any publications, reports or other written drafts; and prompt, advance discussion of any private or public disclosure(s) of research and/or scholarly findings, techniques or potentially patentable inventions or copyrightable discoveries derived from the Postdoctoral Scholar's research and scholarship;
4. Collegial and professional conduct towards their Mentor/Supervisor, coworkers, staff and other individuals with whom the Postdoctoral Scholar interacts;
5. Completion of OPA’s New Postdoctoral Scholar Orientation, Individual Development Plan (IDP) workshop, Responsible Conduct of Research (RCR) and/or Collaborative Institutional Training Initiative (CITI), and Mentoring Training within the 6 months of appointment; and
6. Compliance with all applicable laws, regulations, University policies, standards and procedures, including the requirements set forth in this Policy.

Additional guidance and resources on these expectations and the standards referenced herein are available during New Postdoctoral Scholar Orientation, on the OPA website, and in the Postdoctoral Resource Handbook. University policies and procedures are available online. A failure to meet these expectations may result in disciplinary action, up to and including dismissal.

Expectations of Mentors

1. Onboarding: Facilitate the onboarding process for new Postdoctoral Scholars by acclimating them to their new research environment, team, department and university. Make sure new Postdocs complete the OPA’s New Postdoctoral Scholar Orientation, IDP workshop, RCR and/or CITI, and Mentoring Training within the 6 months of appointment
2. Schedule regular meetings: Meet regularly with Postdocs to discuss research progress, career goals, and review direction. Use the recommended mentor-mentee agreement guidelines and resources to establish expectations.
3. Provide Feedback on Individual Development Plan (IDP): Have Postdoc attend the OPA IDP workshop and review this IDP annually to track progress towards their career and professional development goals. Help Postdocs achieve their goals by offering ongoing guidance, resources, and mentoring in both scientific and career development.
4. Encourage independence: Encourage independence in research and scholarship.
5. Provide a professional environment: Provide a professional research environment that supports the Postdoc's research and training.
6. Offer career and professional development advice: Provide career counseling and assistance with job placement. Mentors are expected to support professional development opportunities and allow for at minimum 10% of the Postdocs time to these activities.  
7. Provide performance evaluations: Provide a yearly written evaluation of the Postdoc's performance. Mentors are required to provide a written performance evaluation of their assigned Postdocs each year (see Section II, "Annual Performance Evaluations " in the Procedures below).
8. Be respectful: Treat Postdocs with respect and provide honest, direct feedback.
9. Wellness and Mental Health: Postdocs are expected to be allowed to take their allotted vacation time and needed sick time for their personal well being. Postdocs should also be allowed to take their personal observance leave.

Important Dates for Postdocs and Mentors to Remember

• Date of Appointment Letter Recommended to be sent at least thirty (30) days prior to start of appointment).
• Deadline to attend New Postdoctoral Scholar Orientation: Must be completed within ninety (90) days after the date of appointment. Information about the orientation is available on the New Postdocs website.
• Date of Annual Performance Evaluation: To occur annually at least thirty (30) days before the Postdoc's Anniversary Date.
• Individual Development Plan (IDP): Developed within the first 6 months and reviewed annually at least thirty (30) days before the Postdoc's Anniversary Date.
• Deadline to Request Extension of Maximum Five Year Term of Appointment: Must be submitted at least ninety (90) days before the five-year term ends.
• End of Maximum Five-Year Term of Appointment: The appointment must be ended upon sixty (60) days' notice if a Postdoc reaches the five (5) year maximum limit.

Fixed-Term Appointment Periods and Renewals of Appointment

Postdoc appointments have fixed end dates. Unless otherwise stated in the appointment letter, Postdocs are appointed for a one-year term. Appointments do not automatically renew upon expiration of their term. Moreover, the University is under no obligation to renew an appointment. The decision of whether to do so is in the sole discretion of the University.

At the end of the term, a Postdoc's appointment may be renewed at the University's discretion based upon satisfactory work performance, research progress, the existence of available funding and programmatic need. If an appointment is renewed, the renewal will be for a period of one year unless otherwise stated in the renewal letter. Please note that international Postdocs may have time restrictions on their appointments based on immigration status. Therefore, it is recommended that proposed renewals of appointment for an international Postdoc be discussed with ISSS at least six (6) months before the expiration of his or her current immigration status, when possible.

If an appointment is renewed, a renewal letter documenting the renewal of appointment and containing the required information described in Section I of the Postdoctoral Scholar Appointment Procedure must be provided to the Postdoc in writing, with a copy attached to the reappointment action in ConnectCarolina. Again, in the case of international Postdocs, proposed renewals must be submitted to ISSS before they are made as international Postdocs may have time restrictions on their appointments based on immigration status and proposed renewals may require filing an amended immigration petition.

At the time of reappointment, departments are highly recommended to consider an annual salary increase based on satisfactory performance and years of experience at UNC-Chapel Hill using the NIH stipend levels. These annual increases should be determined by the number of full years of relevant Postdoc experience when the appointment begins and each year of experience thereafter.

Five-Year Maximum Term of Appointment

An individual may not serve as a Postdoc at the University for longer than the five (5) year maximum term of appointment unless they obtain prior approval for an extension from the Office of Postdoctoral Affairs. To request an extension of the maximum term of appointment, please refer to the procedures section I. C.

Compensation & Benefits

Compensation

Effective December 1, 2016, the minimum compensation for Postdocs is $913 a week (or $47,476 per year). While the University already provides a minimum stipend, compensation above the minimum compensation amount is encouraged when possible and appropriate. Departments should also follow any additional salary guidelines communicated by the OPA and posted on the OPA website. Waivers of the minimum compensation amount will be considered by the Vice Chancellor for Research only under extreme circumstances. Nonetheless, to comply with the Fair Labor Standards Act of 1938, as amended ("FLSA"), all Postdocs must have a total salary (base salary plus supplements) of no less than $35,568. This equates to a monthly equivalent of $2,964 or $684 per week. Some states have higher requirements, so it is essential that Postdocs and departments request any teleworking arrangements outside of North Carolina in advance. Only salary paid directly through the University's payroll may be counted toward satisfying this limit. Pay or stipends from outside organizations or entities, such as those that may be paid to visiting scholars, may not be considered in meeting the FLSA minimum salary requirement for exempt employees.

Finally, Postdocs may not be "self-funded." In other words, they must receive funding from the University and/or from clearly documented external sources; Postdocs may not work for free or fund themselves.

Leave

Postdocs are eligible for the following types of leave, granted based on the appointment year starting with the Postdoc's appointment date:

• Paid Vacation Leave: fourteen (14) days per appointment year
• Paid Sick Leave: twelve (12) days per appointment year
• Paid Parental Leave: six (6) weeks
• Paid Personal Observance Leave: one (1) day

Fourteen days of vacation and twelve days of sick leave is a required minimum; a greater number of vacation days can be negotiated between the Postdoc and the Mentor. Use of vacation leave is subject to the Mentor's prior approval. Leave is available in total on the first day of the appointment.

Postdocs may use Personal Observance Leave for any single day of personal significance. This includes, but is not limited to, days of cultural or religious importance. The day used for Personal Observance Leave does not have to be a day from the employee’s own religious or cultural background. Like vacation leave, Postdocs should request Personal Observance Leave from their supervisors in advance.

Paid leave cannot be carried over to the next appointment year and will be awarded annually for Postdocs who are appointed for more than one year. In other words, a Postdoc's compensated leave expires one year from the date of appointment. Tracking of Postdoc leave in Time Information Management System (TIM) is not required, however a record of any leave taken by the Postdoc should be kept in the Postdoc's departmental file.

Unused paid leave will not be paid out when an appointment ends.

Postdocs are also eligible for six weeks of paid Postdoc parental leave. This leave is available upon presentation of appropriate documentation to OPA's HR Consultant and must be taken in one continuous period within one year of the relevant birth, adoption or foster care placement of the child. To be eligible, the qualifying event (birth or placement for adoption) must occur while the individual is employed at UNC as a Postdoc. Postdocs may also be eligible for Family and Medical Leave if they meet certain eligibility requirements set forth in the University's Family and Medical Leave Policy.

Postdocs may request a leave of absence without pay, subject to approval by department management, the Office of Postdoc Affairs, and other applicable stakeholders. While on Leave Without Pay, postdocs are responsible for paying for the University contributions to their benefits packages if they wish to maintain coverage.

Exception: For Leave Without Pay occurring under the Family & Medical Leave Act (FMLA) Policy, the University contribution to the postdoc’s major medical health plan is maintained.

International Postdocs should consult with ISSS to confirm what leave is allowed under their current immigration statuses.

Other Benefits

Postdocs who meet the relevant eligibility requirements may enroll in the Postdoc Health Plan (which includes medical, dental, and vision insurance) provided through the University. If they are paid from a funding source that is subject to FICA (Social Security and Medicare taxes), Postdocs are also eligible to enroll in the University's 403(b) or 457(b) supplemental retirement plans. For more information about these benefits, please visit the UNC Office of Human Resources ("OHR") benefits website. Career counseling resources are also available to Postdocs during their appointment through the OPA. For more information, please see the "Career Resources for Postdocs"  page on the OPA website. Finally, Postdocs may be eligible for other benefits. For more information about the benefits available, please refer to the Handbook and OPA's website, specifically, the "Benefits and Services," "FAQ Sheet for Postdoctoral Scholars," and "Postdoc Health Insurance" pages.

Postdocs are ineligible for severance pay or for payout of vacation leave, sick leave, or other paid leave.

End of Appointment: Resignation, Discontinuation and Dismissal for Cause

A Postdoc appointment may end due to:

1. the Postdoc's resignation;
2. discontinuation of the Postdoc's appointment; or
3. dismissal for cause.

If a Postdoc is here in a University-sponsored non-immigrant status, discontinuation or dismissal of the Postdoc should be coordinated with OPA and ISSS prior to giving any notice of the discontinuation or dismissal when possible. A Postdoc may challenge a discontinuation or dismissal through formal or informal dispute resolution as outlined in Sections IV. and V. of the procedures. 

Voluntary Resignation

A resignation occurs when a Postdoc chooses to end his or her appointment before the end of the appointment term. Postdocs should provide a written courtesy notice of at least fourteen (14) calendar days' to his or her Mentor and to the department HR Representative before resignation, unless the Postdoc and Mentor mutually agree to a shorter notice period. International Postdocs should also send a copy of the notice of resignation to ISSS and complete an ISSS Departure Notice.

A PI/Supervisor must not instruct, request, or suggest that a Postdoc resign. A resignation is a voluntary action initiated by the employee/Postdoc. Proper performance management is the responsibility of all supervisors. Any performance or conduct issues should be addressed in accordance with sections II. and III.D. of this Policy.

Discontinuation

A discontinuation occurs when a Postdoc's appointment is ended for one of three reasons:

1. natural expiration of his or her appointment period;
2. the Postdoc has reached the maximum five (5) year appointment period (or the end of his or her extension); or
3. loss of funding.

A Postdoc may challenge discontinuation of appointment due to loss of funding through the informal dispute resolution procedures or the formal grievance process described below. A formal grievance must be filed within 14 calendar days of the date of the notice of discontinuation as provided in Section V of the Procedures.

Expiration of Appointment

An appointment will end upon natural expiration of its current appointment period unless a written notice of renewal is provided in advance of the expiration. No prior notice is required in these cases.

Maximum Term of Appointment

Upon sixty (60) days' notice, a Postdoc's appointment must be ended if he or she reaches the five (5) year maximum limit for total time spent as a Postdoc with the University (unless an extension is obtained). If an extension is obtained, the Postdoc's appointment will terminate at the end of the extension period. No prior notice is required in these cases.

Loss of Funding

Upon thirty (30) days' notice, a Postdoc's appointment may be ended due to loss of funding for the appointment. Mentors should immediately consult with ISSS regarding any loss of funding for international Postdocs.

Dismissal for Cause

A Postdoc may be dismissed and have their appointment ended for cause at any time during an appointment. Stated causes for dismissal include, but are not necessarily limited to:

• Unsatisfactory performance of duties,
• Repeated absenteeism,
• Negligence of duty,
• Failure to timely provide the appropriate documentation regarding a doctorate or equivalent terminal degree,
• Misconduct, or
• Any violation of the standards described in this Policy, any other University policy, or state or federal law.

Before a Postdoc may be dismissed for cause, Mentor/Supervisors must discuss the matter with the OPA HR representative, after which a meeting with the Director of OPA may be required. In the case of international Postdoctoral Scholars, termination for cause should also be discussed with ISSS in advance. It is recommended that the Mentor/Supervisor issue at least one written warning to the Postdoc, as appropriate, regarding any performance or conduct issues before issuing a written notice of dismissal for cause. Written warnings, however, are not required. In some cases, a Postdoc may be placed on paid leave until a final decision regarding the dismissal can be reached.

Postdocs who are dismissed for cause will receive a written dismissal notice. In this notice, Mentors/Supervisors should clearly document the actions of the Postdocs constituting cause for dismissal and any previous attempts to address these concerns with the Postdocs directly. Copies of the notice should be placed in the Postdoc's departmental file and attached to the termination action in ConnectCarolina.

A Postdoc may challenge their dismissal for cause through the formal or informal dispute resolution processes described below. A formal grievance must be filed within 14 calendar days of the date of the notice of dismissal as provided in Section V of the Procedures.

Record Keeping

The Mentor and the Department (or center or other unit) are responsible for maintaining a departmental file for each Postdoc which, at a minimum, should contain copies of the Postdoc's appointment letter, along with any documented changes to the terms of appointment or renewals, Conditions of Employment (COE) form, Individual Development Plan, annual evaluations, and records of the amount and type of leave taken, as well as renewal letters, changes to terms of appointment, or requests for extension of maximum term of appointment, if any (see Section II, "Annual Performance Evaluations and IDP Review," in the Procedures below). From time to time, the OPA may conduct departmental audits to ensure that Postdoc files are appropriately maintained.

Exceptions

None.

Related Requirements

External Regulations and Consequences

• Fair Labor Standards Act of 1938, as amended
• UNC System Office Policy 300.4.2: Employment of Related Persons (Anti-Nepotism Policy)

University Policies, Standards, and Procedures

Please see below for a non-exhaustive list of policies that relate to this Policy. For more information, please contact OPA or the Office of Human Resources, or visit the University's website on Campus Policies and Procedures.

• Postdoctoral Scholar Appointment Procedure
• Policy on Research Code of Conduct
• Whistleblower Policy
• Policy Statement on Non-Discrimination
• Policy on Prohibited Discrimination, Harassment and Related Misconduct Including Sexual and Gender-Based Harassment, Sexual Violence, Interpersonal Violence and Stalking
• Policy on Religious Accommodation
• Policy on ADA Reasonable Accommodations for Employees, Applicants, and Visitors
• Policy on Reporting of Criminal Convictions for Currently Employed Faculty and Staff
• Policy on Background Checks for Faculty and Non-Faculty Employees, Student Employees, and Affiliates
• Policy on Unpaid Volunteers, Interns and Visiting Scholars
• Policy on Individual Conflicts of Interest and Commitment
• Copyright Policy
• Patent & Invention Policy
• Personal Use Policy
• Violence in the Workplace Policy
• Research Data Ownership

Contact Information

Policy Contacts

If you have any questions about this Policy, please contact OPA at (919) 962-9982. Additional information is available in the Handbook and on OPA's website.

OPA's mission is to enhance, support, and promote postdoctoral training at the University and to help prepare Postdocs for successful careers. OPA is available to provide guidance to Postdocs, faculty, and other members of the campus community in all disciplines, schools, and colleges across the University. OPA has one location and can be contacted using the information below:

OPA Main Campus Location

123 West Franklin St, Suite #600B

Carolina Square – CB #4100

Chapel Hill, NC 27599-410023

Phone: (919) 962-9982

Email: opa@unc.edu

Detailed guidance on the issues discussed in this Policy is also available in the Postdoctoral Resource Handbook (the "Handbook"). The Policy, the Handbook, and other helpful resources for Postdocs, faculty and administrators can be found on OPA's website.

Important Dates

Effective: July 2003.

Updated: October 2003, June 2004, March 2005, April 2005, August 2005, July 2007, July 2008, December 2009, July 2013, August 2017, December 2024

Footnotes

1. This definition is modeled after the definitions recommended by the Federation of American Societies for Experimental Biology and the American Association of Medical Colleges.