Postdoctoral Scholars (Postdocs)
What is a postdoc?
A postdoctoral scholar (postdoc) is an individual who holds a doctoral degree and is engaged in advanced training and education, and conducts research under the guidance of a faculty member at UCLA. A postdoctoral scholar position prepares you for a career in academia, industry, government or the non-profit sector. Each year, UCLA hosts approximately 1,400 postdocs from across the world who play a critical role in furthering the University’s educational and research mission.
Appointment Criteria
- Hold an appointment at 100% effort.
- The initial appointment of a Postdoctoral Scholar at the University shall be for a minimum of one year
- Paid appointments with benefits coverage.
- Must have postgraduate degree.
Titles & Classification
- Postdoctoral Scholar – Employee (3252): An appointment is made in the title “Postdoctoral Scholar – Employee” when a. the agency funding the salary requires or permits the appointee to be an employee of the University, or b. whenever General Funds, Opportunity Funds or other University discretionary funds are used to support the position.
- Postdoctoral Scholar – Fellow (3253): An appointment is made in the title “Postdoctoral Scholar – Fellow” when the Postdoctoral Scholar has been awarded a fellowship or traineeship for postdoctoral study by an extramural agency and the fellowship or traineeship is paid through a University account.
- Postdoctoral Scholar – Paid Direct (3254): An appointment is made in the title “Postdoctoral Scholar – Paid Direct” when the Postdoctoral Scholar has been awarded a fellowship or traineeship for postdoctoral study by an extramural agency and the agency pays the fellowship or traineeship directly to the Postdoctoral Scholar, rather than through the University. Such appointments shall have a “without-salary” status.
- Postdoctoral Scholar – Employee NEX (3255): An appointment is made in the title “Postdoctoral Scholar – Employee NEX” when a. the agency funding the salary requires or permits the appointee to be an employee of the University, or b, whenever General Funds, Opportunity Funds, or other University discretionary funds are used to support the position and c. based on the percentage appointment of the Postdoctoral Scholar, the prorated salary per week does not meet the FLSA salary level test. (FLSA FAQ)
- Interim Postdoctoral Scholar – Employee (3256): An appointment is made in the title “Interim Postdoctoral Scholar – Employee” when UCLA graduate students who recently obtained their PhD degree or equivalent need a short-term appointment to complete an existing project from their graduate educational programs before moving on to other employment. While Postdocs may be appointed more than once to TC 3256, no one shall be appointed in TC 3256 for more than a cumulative total of 12 months in one or multiple appointments.
For more information about policy surrounding postdoctoral scholar appointments, please use the links below:
Process
Initial Appointment
Flow Chart
Step-by-Step Process
Reappointment
Flow Chart
Step-By-Step Process
Postdoctoral Separation and Reclass Process for PDs
Out of Unit Movement Form: Out of unit form is required if a PD will be re-classed out of the PD title. If this indeed a reclassification, we require a list of job duties/description for current postdoc title and for the new position. Additionally, we require all documents to be submitted to Academic Trainee Office no later than 60 days in advance of the proposed reclassification start date. The PX union has up to 15 days to review the request. The University cannot remove postdoctoral scholars from the bargaining unit until an agreement is reached. The proposed start date is required to be in the future to allow for proper review of this request by all required parties. After confirmation of the out of unit reclassification, the reclassification request will be submitted to Graduate Division, Labor Relations, and PX Union for review. Additional information may be requested during this period.
Please submit the items listed below for the Out of Unit Movement Request:
- Academic Trainee Office Action Request form.
- Job duties/description for current PD title and for the new position.
- Please submit 60 days prior to the proposed start date of the re-classification.
Once submitted, we will request the reclassification form via DocuSign.
Important note: This request is contingent upon Graduate Division approval. All submissions must have future dates.
Early Separation Form: Early Separation form is required to request a separation prior to their approved appointment end date for an appointee (postdoctoral scholar) and with the written concurrence of the supervisor (faculty mentor).
Please submit the items below for the early separation request.
- Resignation letter.
- Academic Trainee Office Action Request form. If applicable, please make sure to indicate the job requisition number that the PD has applied to.
Once submitted, we will request the early separation form via DocuSign.
This form applies to the following scenarios below:
- PD resigns and separates from the University.
- PD applies to a job posting and offered a position within the University.
- PD applies to a job posting and offered a position within the department.
Appointment Action Requests
FTE (Percent Effort) Change
- Complete Action Request form: Please make sure to include the following information on the appropriate fields on the form.
- Indicate current and new step/percent.
- Indicate effective date and end date.
- Add comments to confirm request.
- Add administrator and fund manager names.
- Submit the form to ATO email for processing.
Pay Rate Change
- Complete Action Request form: Please make sure to include the following information on the appropriate fields on the form.
- Indicate current and new rate.
- Indicate effective date and end date.
- Add comments to confirm request.
- Add administrator and fund manager names.
- Brief justification of rate change.
- Submit the form to ATO email for processing.
- ATO will send revised offer letter to administrator for review.
- Administrator to review revised offer letter and retrieve PI signature
Additional PD supplement appointment: Instructions if supplement is from current PI/Supervisor/Mentor.
- Complete Action Request form: Please make sure to include the following information on the appropriate fields on the form.
- List new FAU.
- List amount per month.
- List fund name.
- List authorizing agency.
- Add comments to confirm request.
- Add administrator and fund manager names.
- Submit the form to ATO email for processing.
- ATO will send revised offer letter to administrator for review.
- Administrator to review revised offer letter and retrieve PI signature.
Additional PD supplement appointment and or Stipend: If the request is not from the current PI/Supervisor/Mentor. Please contact ATO for further guidance.
Forms
Action Request Form
When do I use this form? When you need to request changes to current and active Postdoc, Predoc, GSRs, or TA appointments.
Postdoctoral Scholar Appointment Forms
When do I use this form? When you need to request changes to new hire postdoctoral appointments.
Postdoctoral Pre-Appointment Questionnaire
When do i use this form? This is required to provide ATO information regarding postdoc eligibility, employment, and visa status.