Office of Postdoctoral Affairs
Human Resource Items
Recruiting
Postdoctoral Fellows are full-time career-track faculty members with temporary appointments of no more than three years.
An individual may be appointed as a Postdoc only if they have completed all the requirements for a doctorate (or equivalent terminal degree) before their Postdoc appointment begins.
Titles for docs may be Postdoctoral Fellow, Postdoctoral Trainee, Postdoctoral Scholar.
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.
Appointments are to be made for a term of one year or less. Normally a Post-Doctoral Fellow would not be appointed for more than three (3) years, however, exceptions may be granted by the unit administrator and dean.
Hiring
During the application process, hiring units are required to ask the following question of all candidates (not just those who are foreign nationals) to determine up front if the individuals will require visa sponsorship for employment at Oklahoma State University: Are you currently legally authorized to work in the United States? For assistance with determining whether a candidate is legally authorized to work in the U.S., please review information here: Work Eligibility | University HR.
Once you have selected a candidate from a pool of applicants, you will need to follow University procedures and policies to hire a Postdoc. When appointing a Postdoctoral Fellow and determining compensation, we encourage faculty mentors to consider the individual candidate’s experience level and the NIH Salary Scale.
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Minimum Annual Stipend* = $47,476
Appointments are to be made for a term of one year or less. Normally a Post-Doctoral Fellow would not be appointed for more than three (3) years, however, exceptions may be granted by the unit administrator and dean.
A note about international postdoc hires: J-1 visas are the norm for postdoc positions as they are temporary in nature. If the candidate is an international scholar, there are additional forms that will need to be completed. The J-1 visa program is managed by OSU's Office of International Students and Scholars; for further information please contact the Office of International Students and Scholars.
New Hire
The process for recruiting and hiring a postdoc is outlined in detail on the page linked below.
Expectations of Postdoctoral Fellows
Postdoc appointments are contingent upon the Postdoc’s satisfactory work performance, research (or other work) progress, the existence of available funding, and programmatic need.
In additional to satisfactory performance of assigned duties, typical expectations for postdocs include adherence to ethical and professional standard of practice; open and timely discussion with one’s assigned mentor/supervisor regarding their research/work including the creation of an Individual Development Plan; collegial and professional conducts towards mentor/supervisor, coworkers, staff and other individuals with whom the postdoc interacts; completion of required research training courses, such as the Responsible Conduct of Research; and compliance with all appliable laws, regulations, University policies, standards and procedures.
Expectations of Mentors
Typical expectations for mentors include facilitate the onboarding process for the new Postdoctoral Fellow (e.g., acclimating them to the research environment, team, department and University); schedule and meet regularly with the Postdoc to discuss research progress, career goals, and direction; provide feedback on the Individual Development Plan; encourage independence in research and scholarship; offer career and professional development advice; conduct annual performance evalution; and promote wellness and mental health (e.g., encourage posts to take allotted annual leave and needed sick leave).
Annual Appraisal and Development Program
According to University policy (2-0112), for every Postdoctoral Fellow with an appointment of .75 FTE or greater, a review of activities and accomplishments for the preceding calendar year will be conducted by the mentor or unit administrator every spring for the academic year. A written report of activities and accomplishments shall be submitted by the Postdoctoral Fellow. Supervisors are encouraged to use the Annual Faculty Appraisal and Development Program Form.
Additionally, every year, the Postdoctoral Fellow and supervisor should revisit and revise the postdoc’s Individual Development Plan.
Reappointment
Postdoc appointments have fixed end date. Unless otherwise stated in the appointment letter, Postdocs are appointed for a one-year term. The University is under no obligation to renew an appointment.
At the end of the term, a Postdoc’s appointment may be renewed at the University’s discretion based on satisfactory work performance, research performance, the existence of available funding, and programmatic need. International Postdocs may have time restrictions on their appointments based on immigration status, and therefore it is recommended that proposed appointment renewals be discussed with ISS several months before the expiration of current immigration status. Normally a Post-Doctoral Fellow would not be appointed for more than three (3) years.
If an appointment is renewed, a renewal letter documenting the renewal of appointment will be provide to the Postdoc in writing.
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Sample Reappointment Letter to Postdoctoral Fellow
Appointment Extension
Normally a Postdoctoral Fellow would not be appointed for more than three (3) years, however, exceptions may be granted by the unit administrator and dean.
Dates to Remember
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Individual Development Plan: Developed within the first three months and reviewed annually.
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Deadline to Request Extension of Maximum Three-Year Term of Appointment: We recommend that extension requests be submitted at least 90 days before the three-year term ends.
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End of Maximum Three-Year Term of Appointment: We recommend that the Postdoc receive written notification at least 60 days prior to the day the Postdoc reaches the three-year time limit.
Compensation and Benefits
To comply with the Fair Labor Standards Act of 1938, as amended ("FLSA"), all Postdocs should have a total annual salary (base salary plus supplements) of no less than $47,476. Some states have higher requirements, so it is essential that Postdocs and departments request any teleworking arrangements outside of Oklahoma 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.
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.
Postdocs who are benefit eligible are eligible for paid annual leave, paid sick leave, and paid parental leave. Use of annual and sick leave is subject to the Mentor’s approval. Paid leave does not carry over to the next appointment year. International Postdocs should consult with ISS to confirm what leave is allowed under their immigration status.
Postdocs who meet relevant eligibility requirements may enroll in health insurance plans (e.g. medical, dental, vision insurance) provided through the University. If Postdocs 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 supplemental retirement plans (e.g., 403(b), 457(b)). Additional information and an election form may be found here.
Discontinuation
A Postdocs appointment may end due to the Postdoc’s resignation; discontinuation of the Postdoc’s appointment; or dismissal for cause.
A resignation is a voluntary action initiated by the employee/Postdoc. A PI/Supervisor must not instruct, request, or suggest that a Postdoc resign.
A discontinuation of appointment may occur for the following reasons: 1) natural expiration of the appointment period; 2) Postdoc has reached the maximum three-year appointment period (or the end of the extension period); or loss of funding. In the cases of natural expiration of appointment period and reaching maximum three-year limit for total time spent as a Postdoc with the University (unless an extension is approved), no prior notice is required.
In cases of loss of funding, the Postdoc should receive 30-days written notice. For International Postdocs, supervisors should consult with ISS regarding loss of funding.
In the event a Postdoc needs to be terminated before the end of his/her appointment, please consult with your HR Partner for guidance. Below are two templates that can be modified for Postdoc terminations.
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Sample Postdoc Termination Letter – General
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Postdoc Termination Template – Lack of Funding
Promotion
For current postdocs who are nearing the end of the 3-year appointment limit, there may be potential options for promotion. We encourage you to discuss this with administrators in your department/college/center to determine whether one of these positions might be a viable option for you.
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Research Faculty (e.g., Research Assistant Professor) – Career track faculty appointment; renewable term; used to support and enhance research programs and initiatives and creative activities at Oklahoma State University. These individuals are encouraged to develop independent research programs and serve as principal investigators on proposals to external agencies.
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Research Professional (e.g., Research Scientist) – Temporary faculty appointment; funds for compensation of researchers normally originate from federal or private grants or contracts; term of appointment will normally be one (1) year.
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Lecturer – Temporary faculty appointment; persons employed to meet short-term teaching needs; term appointment will normally be one (1) year or less.
Please refer to section 1.5 of the Policy Statement to Govern Matters of the Oklahoma State University Faculty for descriptions of these positions.
Record Keeping
The Mentor and the Department (or unit/center) 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, 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.