Appointment of Postdoctoral Scholars

Postdoctoral Scholar is a University status distinct from faculty, student or staff status. It includes appointments to conduct research, using the titles Senior Research Associate, Postdoctoral Research Associate, Research Associate, Visiting Scholar and Research Visitor. It also includes appointments to teach, using the title Teaching Scholar. The Assistant Vice President for Research, is responsible for all postdoctoral scholar appointments.

Titles. The standard titles for research appointments are:

• Senior Research Associate
  (Senior scholars from the academy or industry)
• Postdoctoral Research Associate
  (Scholars who have recently received the Ph.D.)
• Research Associate
  (Scholars who do not hold the Ph.D.)
• Visiting Scholar
  (Scholars who pursue their own research)
• Research Visitor
  (Degree seeking students at other universities)

A second title may be assigned within the department. In rare cases, the terms of a research award may require the University to assign a title different from those listed above.

Request for Appointment. Research appointments are requested by a faculty member in a letter to the Office of Research approved by the department chair and the dean.

• Beginning and ending dates
  
• Salary (except Visiting Scholars)
  
• Principal duties and obligations (except Visiting Scholars, Research Visitors)
  
• Appointee's CV
  
• Advanced degree transcript (except Senior Research Associates, Visiting Scholars, Research Visitors)
  
• General Counsel's visa information form (if applicable)
  
• Employee Status Form for salary and/or identification
  

The Assistant Vice President for Research is responsible for postdoctoral scholar appointments approves the request, obtains any necessary visa forms and prepares a formal letter of appointment.

Letter of Appointment. The letter of appointment prepared by the Office of Research specifies the beginning and ending dates of the appointment and, where applicable, salary and benefits and the appointee's principal duties and obligations. It also states that acceptance of the appointment indicates acceptance of all Notre Dame policies and procedures relating to academic appointments. The appointee indicates acceptance by signing a duplicate copy of the letter and returning it to the Office of Research. Letters of reappointment follow the same format and procedure.

Eligibility for Appointment. A candidate for appointment as a research associate or visiting scholar must have completed an advanced degree and no longer be in student status. Except senior research associates and visiting scholars, the appointee is responsible for providing a transcript which shows conferral of the necessary degree. A student who is pursuing a graduate or undergraduate degree at another university is eligible for appointment as a research visitor. No transcript is required.

Period of Appointment. Appointment or reappointment as a research associate, visiting scholar or research visitor may be for any length of time, but the total time spent as a research associate is ordinarily limited to three years. The Office of Research will consider requests for extension up to a maximum of five years.

Termination of Appointment. Notice that appointment as a research associate, visiting scholar or research visitor will not be renewed, or that renewal is contingent on receipt of additional funding, is given in writing no later than completion of half the appointment or, in the case of appointments longer than a year, six months before the end of the appointment. An appointee who resigns gives notice no later than completion of three quarters of the appointment or, in the case of appointments longer than a year, three months before the end of the appointment. In all cases, an appointee who resigns must give at least one month notice before the date the resignation is effective.

If an appointee who resigns gives notice as required, the University will ordinarily accept the appointee's choice of date, except that the University may choose an earlier date if necessary for the progress or completion of a research project. If an appointee who resigns does not give the required notice, the University may in its discretion end the appointment at any time, even if such ending date is prior to the ending date set forth in the letter of appointment or reappointment.

Salary and Benefits. The Office of Research monitors salary and benefits for research associates and conducts periodic surveys of compensation levels at peer institutions. A visiting scholar receives no salary and only limited benefits. A research visitor may receive a stipend, but does not receive benefits. A copy of the current benefits summary for research associates and a copy of the current benefits summary for visiting scholars can be obtained from the following site: http://hr.nd.edu/benefits/documents/BenSum2009/
.

Medical Insurance for Family Members. Research associates (but not visiting scholars or research visitors) receive the same medical insurance benefit as faculty members. If an appointee chooses to enroll family members in the plan, the University's cost is charged to the department or to a research grant; the appointee's cost, for both personal and family insurance, is paid by the appointee. Departments or faculty mentors may not pay the appointee's cost, but they may offer a higher salary to help offset it. This is identical to the practice for regular faculty.

University Policies. The Office of Research is responsible for making sure research associates, visiting scholars and research visitors are aware of major University policies, especially those of the Office of Research.

Intellectual Property. The application of the University's intellectual property policy is the same for research associates as for faculty and other employees.

Grievance and Appeal. Research associates, visiting scholars and research visitors follow the grievance and appeal procedures for graduate students of the department in which they are appointed. Where department procedures are not clear, associates/scholars/visitors contact the department chair. Appeals beyond the department are made directly to the Assistant Vice President for Research. Associates/scholars/visitors may seek the advice of the Assistant Vice President for Research responsible for postdoctoral scholar appointments before beginning a formal process within the department or an appeal to the Assistant Vice President/Dean.

Placement. The faculty mentor is the primary resource for research associates seeking temporary research appointments or permanent positions in the academy or industry. The University's Career Center is also available to assist research associates. Services include career exploration, CV development and the coordination of credentials and dossiers.

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Titles. The standard title for teaching appointments is:

• Teaching Scholar
  (Scholars who have recently received the Ph.D. or an equivalent degree)

A second title may be assigned within the department. In rare cases, the terms of a research award may require the University to assign a title other than Teaching Scholar.

Request for Appointment. Teaching scholar appointments are requested by a department chair in a letter to the Graduate School approved by the dean of the College. The request includes the following information:

• Beginning and ending dates
  
• Salary
  
• Course load and other obligations
  
• Appointee's CV
  
• Transcript showing the Ph.D. or an equivalent degree
  
• General Counsel's visa information form (if applicable)
  
• Employee Status Form for salary
  

The Assistant Vice President for research is responsible for postdoctoral scholar appointments approves the request, obtains any necessary visa forms and prepares a formal letter of appointment.

Letter of Appointment. The letter of appointment prepared by the Office of Research specifies the beginning and ending dates of the appointment, salary and benefits and the appointee's course load and other obligations. It also states that acceptance of the appointment indicates acceptance of all Notre Dame policies and procedures relating to academic appointments. The appointee indicates acceptance by signing a duplicate copy of the letter and returning it to the Office of Research. Letters of reappointment follow the same format and procedure.

Eligibility for Appointment. A candidate for appointment as a teaching scholar must have completed the Ph.D. or an equivalent degree. If the degree has not been conferred, the appointee must furnish proof that all requirements for the degree, including defense of the dissertation, have been met, and that the degree will be conferred on a specific date. The appointee is responsible for providing a transcript showing conferral of the degree.

Period of Appointment. Appointment as a teaching scholar is ordinarily limited to three years. If the scholar is to be retained after that, the appointment must be to a faculty position.

Termination of Appointment. Notice that appointment as a teaching scholar will not be renewed, or that renewal is contingent on receipt of additional funding, is given in writing no later than six months before the end of the appointment. An appointee who resigns gives three months notice.

If an appointee who resigns gives notice as required, the University will ordinarily accept the appointee's choice of date, except that the University may choose an earlier date if necessary for the progress or completion of a teaching assignment. If an appointee who resigns does not give the required notice, the University may in its discretion end the appointment at any time, even if such ending date is prior to the ending date set forth in the letter of appointment or reappointment.

Salary and Benefits. The Office of Research monitors salary and benefits for teaching scholars. Ordinarily, the salary falls within a range between the highest student stipend in the discipline and the lowest salary for a regular assistant professor. A copy of the current benefits summary for teaching scholars can be obtained from the Office of Research.

Medical Insurance for Family Members. Teaching Scholars receive the same medical insurance benefit as faculty members. If an appointee chooses to enroll family members in the plan, the University's cost is charged to the department or to a research grant; the appointee's cost, for both personal and family insurance, is paid by the appointee. Departments or faculty mentors may not pay the appointee's cost, but they may offer a higher salary to help offset it. This is identical to the practice for regular faculty.

University Policies. The Office of Research is responsible for making sure teaching scholars are aware of major University policies.

Intellectual Property. The application of the University's intellectual property policy is the same for teaching scholars as for faculty and other employees.

Grievance and Appeal. Teaching scholars follow the grievance and appeal procedures for graduate students of the department in which they are appointed. Where department procedures are not clear, scholars contact the department chair. Appeals beyond the department are made directly to the Assistant Vice President for Research. Teaching scholars may seek the advice of the Assistant Vice President for Research responsible for postdoctoral s cholar appointments before beginning a formal process within the department or an appeal to the Assistant Vice President/Dean.

Placement. The faculty mentor is the primary resource for teaching scholars seeking temporary appointments or permanent positions in the academy or industry. The University's Career Center is also available to assist teaching scholars. Services include career exploration, CV development and the coordination of credentials and dossiers.

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