Applicable to postdoctoral scholars paid directly (PDR) in full by a non-UW entity or funding source
All content below represents core information that must be included in reappointment offer letters for postdoctoral scholars paid directly (PDR) by a non-UW entity or funding source.
Prior to offering any type of postdoctoral reappointment that includes a PDR arrangement, departments should first work with their dean’s/chancellor’s offices.
Administrators in the dean’s/chancellor’s offices will work with the Office of Research (for all non-School of Medicine appointments) or the Office of Research and Graduate Education (for all School of Medicine appointments) to determine whether a postdoctoral paid direct (PDR) appointment continues to be appropriate and whether the funding agreement provides for an annual allowance to cover discretionary, personal expenses such as healthcare related costs.
While schools/colleges/campuses may provide additional information in each applicable section of these letters (as long as it does not conflict with this template or the UW-UAW (local 4121) contract), the template language and structure should not be altered, and schools/colleges/campuses may alter or include additional information regarding the relationship between the individual and the University or benefits provided by the University. 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.
Units should ensure that all messaging to postdoctoral scholars who are paid direct (PDR) is consistent with non-UW employment, and that postdoctoral scholars paid direct appointees clearly understand that they are not employed by the UW for any portion of their pay.
This template offer letter does not apply to postdoctoral scholars who are paid 100% by the UW.
_______________________________________________________________________________________
<DATE>
<Name>
<Title>
<Address>
Dear __________,
Congratulations on your accomplishments thus far with your postdoctoral research, supported by your funding from [INSERT FUNDING SOURCE]. We are pleased to renew your appointment as a full‐time postdoctoral scholar in the [NAME OF DEPARTMENT/NON‐DEPARTMENTALIZED SCHOOL] at the University of Washington (UW) to fulfill the responsibilities of your direct funding from [INSERT FUNDING SOURCE]. The following is a summary of your appointment at UW:
Appointment Title: Postdoctoral scholar
- Effective Dates: [START DATE] through [END DATE]
- Mentor(s): [MENTOR NAME], [MENTOR TITLE]
- Academic Appointing Unit: [ACADEMIC UNIT]
- Associated Unit [INSERT IF APPLICABLE]: [NAME OF ASSOCIATED UNIT: e.g., APL]
- Anticipated Location of Research: [CAMPUS/BUILDING/ROOM]
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[INSERT THE FOLLOWING IF REAPPOINTMENT IS LESS THAN ONE YEAR]
The term of your reappointment is less than one year due to [CHOOSE ONLY ONE OF THE FOLLOWING]:
a) insufficient funding from your non-UW funding source for a full year
b) the continuation of the project is less than one year
c) visa limitations [ADD SPECIFIC LIMITATION DETAILS]
d) eligibility within the postdoctoral title has been exhausted and you are no longer able to be appointed as a postdoctoral scholar beyond the end date listed above. You will not be renewed beyond [END DATE]. This message serves as a notice of non-renewal per the appointments and reappointments article of the collective bargaining agreement
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Responsibilities and Duties
You will continue to perform (or fulfill) the research outlined in your funding from [INSERT FUNDING SOURCE] which is in alignment with the research performed in the lab of [INSERT MENTOR NAME].
You and the University of Washington agree that these responsibilities and duties are for the sole purpose of your professional development and training in accordance with the terms of the direct funding award you received from [INSERT NAME OF ORGANIZATION], and do not constitute employment by the UW. Nothing in this letter is intended to constitute an offer or promise of employment by the UW for any funding that you receive directly from [INSERT NAME OF ORGANIZATION]. Further, you acknowledge that [INSERT MENTOR NAME] serves as a professional mentor to help you achieve the goals outlined in your responsibilities to [funding source] and does not otherwise control the means and manner in which you perform the responsibilities to [funding source]. During your time at the UW, you are required to follow the policies and protocols that apply generally to the UW community (including volunteers, students, visitors, faculty, and staff), such as those concerning health and safety.
The University of Washington has established certain policies and protocols which apply to individuals present at the UW, including certain policies and protocols that apply to individuals performing research. You may be required to participate in trainings regarding those policies and protocols as follows: [INSERT ANY TRAINING REQUIREMENTS, IF APPLICABLE]
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Funding
Your appointment is considered full‐time. The University understands that you will receive annual pay of $[$$$$$.$$] per year directly from [INSERT FUNDING SOURCE].
[ENTER ALL APPLICABLE FUNDING INFORMATION, INCLUDING SOURCE AND AMOUNT]
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Applicable Benefits
[INSERT THE FOLLOWING IF POSTDOCTORAL SCHOLAR IS PAID MORE THAN 50% DIRECTLY FROM PDR FUNDING SOURCE/NON-UW ENTITY OR DOES NOT QUALIFY FOR UW BENEFITS]:
As noted in the funding section, your appointment is supported by a paid direct relationship (PDR) with [INSERT PDR FUNDING SOURCE]. As such, you are not eligible for UW or Washington state employee benefits based on state law and the applicable regulations and program rules administered by certain Washington State Agencies responsible for administering such benefits.
[INSERT THE FOLLOWING IF THE FUNDING SOURCE PAYS MORE THAN $65,508 PER YEAR OR PROHIBITS SUCH STIPENDS ].
You are not eligible for any supplemental stipend covered under the collective bargaining agreement because [it is prohibited by your funding source OR the amount paid by your funding source exceeds the contract threshold. Healthcare benefits arrangements should be made with your funding source and are your responsibility.
[INSERT THE FOLLOWING IF THE FUNDING SOURCE PAYS $65,508 OR LESS PER YEAR].
To help defray the costs for individual and family health insurance, you are eligible to receive a stipend of $500/month from the University of Washington. Ultimately, how you spend this stipend is at your discretion. You are responsible for purchasing your own benefits. You are responsible for ensuring the payment of any applicable US or foreign taxes on this stipend.
[INSERT THE TIME OFF AND LEAVE SECTION BELOW ONLY IF TIME OFF AND LEAVE FOR THE APPOINTEE IS SPECIFIED BY THE FUNDING SOURCE; IF NOT SPECIFIED, DELETE THE TIME OFF AND LEAVE SECTION]
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Time Off and Leave
Your time off and sick leave will be administered following any guidelines of the funding source. [INSERT APPROPRIATE LINK TO FUNDING SOURCE LEAVE INFORMATION].
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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.
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Reappointment Information
[ONLY INSERT THE FOLLOWING IF APPOINTMENT IS NOT INTERIM]
Reappointment will be considered based on the terms reflected in this letter, your mentor’s and appointing unit’s discretion, and on continued support from your funding source and your adherence to the terms of that funding. 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, an appointment is for a temporary and 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
Term of This Appointment: [YEARS] years or [MONTHS] months
Eligible Postdoctoral Scholar Time Remaining Following This Appointment: [YEARS REMAINING] years or [MONTHS] months
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[INSERT IF NO POSTDOCTORAL SCHOLAR TIME REMAINING AT THE END OF THIS APPOINTMENT]
Based on the information above, the total time spent as a postdoctoral scholar will be 60 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.
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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.
Soon after you arrive, Dr. [INSERT MENTOR NAME] will discuss your research and career goals 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 mentor or funding source may require an IDP. For more information about IDPs, see individual development plans and progress assessments article of the collective bargaining agreement.
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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.
- UW Policy Directory: http://www.washington.edu/admin/rules/policies/index.shtml
- UAW Local 4121: http://www.uaw4121.org
- UW Labor Relations/Collective Bargaining Agreement: https://hr.uw.edu/labor/unions/uaw/uaw-postdoc-contract.
- International Scholars Operations: https://ap.washington.edu/ahr/visas/
- UW Graduate School Office: https://grad.uw.edu/
[ADD ANY ADDITIONAL DEPARTMENTAL SPECIFIC RESOURCES OR POLICIES HERE. DO NOT INCLUDE ANY RESOURCES OR POLICIES RESTRICTED TO EMPLOYEES OR DIRECTED AT EMPLOYEES.]
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 collaboration at the University of Washington.
Sincerely,
_________________________________ _________________________________
Chair Signature Date Mentor Signature Date
Please sign below to indicate you have reviewed and accept the above described terms of this appointment.
_________________________________
Appointee Signature Date
cc: <Mentor>
<Director/Administrator>
<Director/Administrator’s designee, if applicable>
<Academic Appointments and Compensation, where applicable>