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Academic Personnel

Postdoctoral Scholar New Hire Offer Letter Template

NOTE: THIS PAGE HAS BEEN UPDATED MAY 2024 TO REFLECT NEW CONTENT ON J-1 VISA or F-1 OPT/STEM OPT FEE REIMBURSEMENT ELIGIBILITY

 

All information below represents core information that must be included in all new hire offer letters. While schools/colleges/campuses may provide additional information in each applicable section of these letters, (as long as it does not conflict with the template or the UW-UAW (local 4121) contract) the provided template language and structure should not be altered. Letters with modified language or changes to the letter structure risk being sent back to the unit for revisions that may result in delays. Please check with your dean’s/chancellor’s office about any local requirements.

<DATE>

<Name>

<Title>

<Address>

Dear __________,

We are pleased to offer you an appointment as a full‐time [postdoctoral scholar/postdoctoral scholar- fellow/interim postdoctoral scholar] the [NAME OF DEPARTMENT/NON‐DEPARTMENTALIZED SCHOOL] at the University of Washington. The following is a summary of the terms and conditions that will apply to your position:

Appointment Title: [postdoctoral scholar/postdoctoral scholar-fellow/interim postdoctoral scholar]

Effective Dates: [START DATE] through [END DATE]

Immediate Supervisor(s): [SUPERVISOR NAME], [SUPERVISOR TITLE]

Academic Appointing Unit: [ACADEMIC UNIT]

Hiring Unit, if different from Appointing Unit: [HIRING UNIT]

Anticipated Worksite Location: [CAMPUS/BUILDING/ROOM]

This offer is contingent upon acceptable outcomes regarding criminal background (if applicable) and sexual misconduct.

[Insert contingency language found on Sexual Misconduct Reference Check page]

‐‐‐‐‐‐‐‐‐‐‐‐‐

[IF APPLICABLE, INSERT THE FOLLOWING]

If your doctoral degree was completed within the last year, you are required to provide evidence of receiving your doctoral degree. Acceptable evidence includes a copy of the degree certificate or a formal statement from the university’s registrar or graduate school with an official seal or notary stamp. If you have not already done so, please send this information to [ADD THE APPLICABLE DETAILS ABOUT TO WHOM TO SEND THIS REQUIRED DOCUMENTATION].

‐‐‐‐‐‐‐‐‐‐‐‐‐

[ONLY INSERT THE FOLLOWING IF POSTDOCTORAL SCHOLAR HAS COMPLETED ALL DEGREE REQUIREMENTS AND IS AWAITING TERMINAL DEGREE CONFERRAL]

Your appointment as a [postdoctoral scholar/postdoctoral scholar-fellow] is on a conditional basis because your doctoral degree has not been conferred. Your appointment is contingent upon providing the UW with documentation confirming the completion of all degree requirements and the date your degree will be conferred. Confirming documentation must consist of an official signed letter sent directly from the registrar’s office, graduate college or other appropriate administrative unit from the institution where your degree will be conferred. A letter from a faculty advisor or counselor is not acceptable. If you have not already done so, please send this information to [ADD THE APPLICABLE DETAILS ABOUT TO WHOM TO SEND THIS REQUIRED DOCUMENTATION].

As soon as your degree is conferred, you must provide the University with evidence of your degree. Acceptable evidence includes a copy of the degree certificate; an official transcript denoting the awarded degree bearing the official seal of the institution; or a formal statement from the university’s registrar or graduate school with an official seal or notary stamp. This documentation must also be sent to [ADD THE APPLICABLE DETAILS ABOUT TO WHOM TO SEND THIS REQUIRED DOCUMENTATION]. If your degree is not conferred or if you do not provide evidence of degree conferral prior to [INSERT DATE NO MORE THAN ONE YEAR FROM THE APPOINTMENT START DATE], your conditional appointment may be terminated. Time spent in your postdoctoral scholar title on this conditional basis is counted towards your five years of postdoctoral scholar eligibility.

‐‐‐‐‐‐‐‐‐‐‐‐‐

Responsibilities/Duties

[INSERT BRIEF DESCRIPTION OF THE ANTICIPATED RESEARCH PROJECT(S). ADD ANY ADDITIONAL JOB SPECIFIC INFORMATION NOT COVERED IN OTHER AREAS.]

UW offers a new employee orientation: “Welcome Day”. This orientation provides an important opportunity to find out about the UW’s mission, culture and perks as well as receive benefits information and learn about creating and maintaining inclusive work and learning environments. For those whose work location is the Seattle Campus, you are required to attend Welcome Day in person. For those with other worksite locations, you can work with your supervisor to attend an in-person session or you may attend an online session. Both require that you register in advance. https://hr.uw.edu/pod/courses-and-workshops/new-employee-orientation/ 

[INSERT ANY TRAINING REQUIREMENTS, IF APPLICABLE]

Compensation

Your position is considered full‐time and you will receive full‐time annual pay of $[$$$$$.$$] year.

[ENTER ALL APPLICABLE FUNDING INFORMATION, INCLUDING SOURCE AND AMOUNT. ALSO INSERT ANY APPLICABLE INFORMATION/REGULATIONS RELATED TO POSTDOCTORAL SCHOLAR-FELLOWS, INCLUDING STIPENDS, IF FUNDED ON A TRAINING GRANT]

[ENTER ANY INFORMATION REGARDING SUPPORT FOR TRAVEL, IF APPLICABLE]

Applicable Benefits

—–

[USE THIS LANGUAGE IF POSTDOCTORAL SCHOLAR PAID 100% BY UW; IF THE APPOINTEE IS PAID DIRECTLY (PDR) FROM A NON-UW ENTITY, DO NOT USE THIS TEMPLATE]

As a [postdoctoral scholar/postdoctoral scholar fellow], you will be eligible for certain University benefits. A comprehensive description of UW academic personnel benefits is available at http://hr.uw.edu/benefits/

‐‐‐‐‐‐‐‐‐‐‐‐‐‐

Time Off and Leave

[INSERT THIS SECTION ONLY IF TIME OFF AND LEAVE FOR THE APPOINTEE IS CONTROLLED BY THE FUNDING SOURCE]:

Your time off and sick leave will be administered following the guidelines of the funding agency grant. [INSERT APPROPRIATE LINK TO FUNDING AGENCY GRANT LEAVE INFORMATION, IF AVAILABLE].

‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐

J-1 and F-1 OPT Visa Fees

[INSERT THIS SECTION ONLY FOR APPOINTEES ON J-1 VISA or F-1 Optional Practical Training (“OPT”) or STEM OPT]

Postdoctoral scholars are eligible to receive reimbursement for the following visa-related fees:

  • I-901 or “SEVIS” fees for J-1 exchange visitors
  • I-765 filing fees related to F-1 Optional Practical Training or STEM Optional Practical Training extension

To request reimbursement, please contact [INSERT APPROPRIATE DEPARTMENTAL CONTACT NAME AND EMAIL].  More information on departmental reimbursement procedures can be found here: [INSERT APPROPRIATE URL].

The UW may not request reimbursement from postdoctoral scholars for internal J-1 visa processing fees (including those for amendments) related to postdoctoral scholar DS-2019s; however, the UW may request reimbursement from postdoctoral scholars for fees related to J-2 dependents.

————

Union Information

Postdoctoral scholars at the University of Washington are exclusively represented by the International Union, United Automobile, Aerospace, and Agricultural Implement Workers of America (UAW), AFL-CIO Local 4121 for purposes of wages, hours, and working conditions. Please be advised that any and all agreements between UW and UAW may result in adjustments effective during your appointment including, among other things, a change in the title of your appointment. The University maintains individual personnel files and you may access your personnel file in accordance with the provisions in the personnel files article of the collective bargaining agreement.

Reappointment Information

[ONLY INSERT THE FOLLOWING IF APPOINTMENT IS NOT INTERIM]

Renewal/reappointment will be considered based on the terms reflected in this letter and at the PI’s or appointing unit’s discretion. You will be notified in writing whether or not you will be reappointed a minimum of 30 days before the end of your appointment. In addition, your appointment may be ended before the expected end date for reasons outlined in the collective bargaining agreement.

As a reminder, a postdoctoral scholar appointment is for a temporary, defined period not to exceed five years/60 months, including postdoctoral experiences at other institutions. Based on the information you have provided in your CV/Resume, your experience is as follows:

Prior Postdoctoral Scholar Experience: [YEARS OF EXPERIENCE] years or [MONTHS] months 

This Appointment Period: [YEARS] years or [MONTHS] months

Eligible Postdoctoral Scholar Time Remaining Following This Appointment: [YEARS REMAINING] years or [MONTHS] months

‐‐‐‐‐‐‐‐‐‐‐‐‐

[ONLY INSERT THE FOLLOWING IF APPOINTMENT IS INTERIM]

Your appointment as an [interim postdoctoral scholar] may be renewed, however you cannot hold the interim title for more than a total of six months.

Based on the information you have provided in your CV/resume, your experience is as follows:

Prior Interim Postdoctoral Scholar Experience: [YEARS OF EXPERIENCE] years or [MONTHS]

months

Eligible Interim Postdoctoral Scholar Time Remaining: [YEARS REMAINING] years or [MONTHS]

months

[ONLY INSERT IF INTERIM APPOINTMENT WILL BE A TOTAL OF SIX MONTHS]

Based on the information above, the total time spent as an [interim postdoctoral scholar] will be six months and your appointment will not be renewed beyond [APPOINTMENT END DATE]. This serves as a notice of non-renewal per appointments and reappointments article of the collective bargaining agreement.

‐‐‐‐‐‐‐‐‐‐‐‐‐

Professional Development

 You are encouraged to take advantage of UW programs and those from partner institutions in Seattle that support your professional development. The University provides access to professional development and/or career counseling to postdoctoral scholars through the UW Graduate School.  You are also encouraged to participate in the Empowering Prevention & Inclusive Communities (EPIC) training.  

Soon after you arrive, Dr. [SUPERVISOR NAME] will discuss specific research and career progress expectations with you.  As part of your professional development, you may elect to develop an Individual Development Plan (IDP) to identify your own research goals, professional development objectives, and career objectives or your PI or funding agency may require an IDP. For more information about IDPs, see individual development plans and progress assessments article of the collective bargaining agreement. 

Additional Resources

The University offers various resources to assist you during your appointment at the University of Washington. The following resources are available to you during your appointment at the UW. 

[ADD ANY ADDITIONAL DEPARTMENTAL SPECIFIC RESOURCES OR POLICIES HERE]

If you have questions or would like additional information regarding this appointment, please contact [NAME OF DEPARTMENTAL CONTACT] at [CONTACT INFO].

We look forward to your continued success and thank you for your commitment to the University of Washington.

Sincerely,

_________________________________ _________________________________

Chair Signature                   Date                                 PI Signature   Date

 

Sign below to indicate you have reviewed and accept the above described terms of this appointment.

________________________________

Appointee Signature   Date 

cc: <PI>
 <Director/Administrator> 

<Director/Administrator’s designee, if applicable>
 <Academic Appointments and Compensation>