All information below represents core information that must be included in all reappointment 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. Check with your dean’s/chancellor’s office about any local requirements.
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<DATE>
<Name>
<Title>
<Address>
Dear __________,
Congratulations on your accomplishments thus far with your postdoctoral research! We are pleased to renew your appointment as a [postdoctoral scholar or postdoctoral scholar-fellow]. The following is a summary of the terms and conditions that will apply to your position:
- Appointment Title: [postdoctoral scholar/postdoctoral scholar-fellow]
- 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]
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[INSERT THE FOLLOWING IF APPOINTMENT 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 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/Duties
[INSERT BRIEF DESCRIPTION OF THE ANTICIPATED RESEARCH PROJECT(S). ADD ANY ADDITIONAL JOB SPECIFIC INFORMATION NOT COVERED IN OTHER AREAS.]
[INSERT ANY TRAINING REQUIREMENTS, IF APPLICABLE]
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Compensation
Your position remains full-time and your pay will be $[$$$$$.$$]/ year. [INSERT FOLLOWING IF GIVING AN INCREASE ABOVE MINIMUM] This reflects an increase of [XX]% from your previous pay.]
[ENTER ANY 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]
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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/.
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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].
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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.
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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
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 After 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. [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.
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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 of Postdoctoral Affairs: https://grad.uw.edu/for-students-and-post-docs/office-of-postdoctoral-affairs/
[ADD ANY ADDITIONAL DEPARTMENTAL SPECIFIC RESOURCES OR POLICIES HERE]
If you have questions or would like additional information regarding this appointment, contact [NAME OF DEPARTMENTAL CONTACT] at [CONTACT INFO].
We thank you for your continued commitment to the University of Washington and look forward to your continued success.
Sincerely,
_________________________________ _________________________________
Chair Signature Date PI Signature Date
Please 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>