Administrators – YSM
| Appointment Procedures Forms & Publications |
Certificates FAQ |
Only the departments/programs listed here should follow the YSM procedures below. All other departments and programs should use the Central Campus process. The YSM branch of Postdoctoral Affairs processes appointments for:
- postdoctoral fellows/associates
- postgraduate fellows/associates
- Laboratory Associate
- clinical fellows/associates
- hospital residents
To view a summary table listing the required degrees, salaries, and documents for each appointment type, please download the YSM Quick Fact Sheet for non-faculty Appointments
Appointment Procedures
Postdoctoral and postgraduate appointments are preceded by a mandatory background check, as described here. A link to the Background Check Request site is available here.
Postdoctoral Appointments. Please download the YSM Appointment Guide for Postdoctoral Fellows and Associates (in pdf format). Within this document are instructions for:
- appointing U.S. Citizens and U.S. Permanent Residents
- appointing International Postdocs
- transferring a postdoc to another department
- appointing Yale graduate students as postdocs
Postgraduate Appointments. The process for appointing postgraduate fellows/associates is the same as for postdocs but is preceded by the Application below.
Postgraduate Application (pdf)
Laboratory Associate Appointments. The process for appointing laboratory associates is preceded by the Application below. Once the application is approved, a Laboratory Associate appointment letter and Yale-formatted CV are required.
Laboratory Associate Application (pdf)
Laboratory Associate Sample Letter (.zip file; will uncompress as a Word document)
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Forms & Publications
Postdoctoral Policies
Handbook for Postdoctoral Fellows and Associates (pdf)
YSM Appointment Guide (pdf)
Postdoctoral Sample Appointment
Letter (.zip file; will uncompress as a Word document)
Postgraduate Sample Appointment
Letter (.zip file; will uncompress as a Word document)
Sample CV (.zip file;
will uncompress as a Word document)
YSM Quick Fact Sheet for non-faculty Appointments (pdf)
Postgraduate Application (pdf)
Laboratory Associate Application (pdf)
Laboratory Associate Sample Letter (.zip file; will uncompress as a Word document)
Background Check Process (pdf)
Postdoc Leave of Absence Form (pdf)
Appointment Checklist (pdf)
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Certificates
When your postdoctoral fellows and associates complete their training at Yale, please request a Certificate of Training for them from Postdoctoral Affairs.
Restrictions
- Certificates cannot be issued to postdocs who are terminated for cause.
- We are able to issue certificates only for postdocs who depart Yale on or after November 1, 2004.
- Postgraduate fellows and associates, clinical fellows and associates, research affiliates, laboratory associates, and associate research scientists are ineligible for certificates.
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FAQ
Should postdoctoral appointment dates be tied to the July 1 fiscal year?
No. Postdoctoral appointments should run for a full calendar year. For example, if the start date is February 1, 2011, the end date should be January 31, 2012.
When should a postdoctoral appointee get a raise?
Postdoctoral appointees receive raises at their reappointment, unless a fellowship that supports them states otherwise.
What documents should a department submit to YSM Postdoctoral Affairs when appointing a new postdoc?
A Yale formatted CV and an appointment letter signed by the PI, postdoc, and departmental representative (business manager or chairman) are required. Click these links for templates of the Yale formatted CV and appointment letter. Please note that departments are required to keep 2 letters of recommendation on file for each new appointee, but these letters do not need to be forwarded to the Postdoctoral Office.
My new postdoc will receive a 3 year visa. Shouldn’t the dates in the appointment letter match this same 3 year term?
No. Please make sure that the appointment letter states only the initial year of appointment. You can add a statement indicating that the appointment may be renewed for up to an additional two years. Please make sure that the dates mentioned in the CV, appointment letter, and BMS profile are all identical.
What is the difference between a postdoctoral appointee and a postgraduate appointee?
All postdoctoral fellows/associates have doctoral degrees (Ph.D., M.D., J.D., or D.V.M.). Postgraduate fellows/associates have a Bachelor’s and/or Master’s degree.
What determines whether a postdoc should be appointed as a fellow or as an associate?
The source of funding determines which categorization to use. Appointees funded from Yale-administered research grants or contracts are classified as associates and are considered to be Yale employees. Postdoctoral fellows are supported from training grants to the university or directly from an outside agency (such as the American Heart Association, for example). Fellows are not considered to be employees.
Who pays for postdoc health benefits?
All postdoctoral appointees must have health insurance. If one of your appointees is already covered through a family member’s plan, please ask him to supply proof of insurance (for example, a photo copy of his insurance card) and submit a copy to the Postdoctoral Affiars.
As employees, postdoctoral associates receive full or partially subsidized health coverage through the university for themselves and their families. All postdoctoral fellows should receive single person health coverage subsidized by the fellowship and/or the PI. Family coverage for fellows may also be partially or fully subsidized by the fellowship and/or PI, depending on the funding provided by the fellowship and the arrangement negotiated between the appointee and PI.
How many sick days, vacation days, and holidays do postdocs receive?
Postdocs are entitled to 8 University holidays each year. Appointees are additionally entitled to 12 business days as paid time off (PTO) during each one-year appointment, prorataed for appointments of less than 12 months. PTO does not accrue from one year to the next and is not paid out if unused by the end of the appointment. Postdoctoral appointees may receive up to 9 sicks days annually but require medical documentation from a health care provider if an absence exceeds 7 consecutive days. Sick days do not accrue from one year to the next and are not paid out if unused by the end of an appointment.
When and how can a postdoc appointment be terminated?
Postdoc appointments are usually terminated for one of two reasons: 1) poor performance in the lab or 2) a loss of the funding to the lab. Each case is handled differently, as described below.
- Poor performance: Poor performance may be exhibited by lack of attendance in the lab for extended periods of time and without adequate explanation; repeated failure to abide by university lab safety procedures; inability to perform even basic experimental techniques that someone with similar training would be expected to do; and related concerns about scientific competence. The PI should first try to resolve these issues informally through discussion with the postdoc and should also document these attempts. If no progress is made, the PI should draft a letter to the appointee placing him/her on a one month probationary period. The letter should state the expectations of the postdoc that must be met in order to continue the appointment and that failure to meet these expectations will result in termination at the end of the 1 month period. A copy of this letter should be provided to the Director of Postdoctoral Affairs. If the departing postdoctoral appointee holds non-immigrant status (J-1, H-1B, TN etc.) and resigns prior to the end of the appointment, the department must notify OISS by using their online Scholar Departure form.
- Loss of funding: A postdoc in his/her first year of appointment in a lab may not be terminated for financial reasons. The PI, by making the initial one year offer to the appointee and by signing the appointment letter, has assented to retaining the postdoc for the duration of that offer. If unforeseen circumstances lead to the loss of the original funding source, the PI and department will need to find alternative funding to support the postdoc. If the departing postdoctoral appointee holds non-immigrant status (J-1, H-1B, TN etc.) and resigns prior to the end of the appointment, the department must notify OISS by using their online Scholar Departure form.
Postdoc appointments beyond the initial year of appointment in a lab may be terminated if the source of funding is lost. In this instance, the PI should provide the postdoc with at least 3 months written notice.
I have a postdoc who is transferring to/from another Yale department. What steps are necessary to effect this change?
The procedures for transferring a postdoc appointment are explained in the YSM
Appointment Guide for Postdoctoral Fellows and Associates.
I have a problematic appointment.
"Clinical Observers"
For foreign MDs who wish to observe in the clinic, contact Julie Perry, Physicians
Services at 203-688-2615 to appoint through Y-NH Hospital. They will receive a hospital
I.D. but NOT a Yale appointment or I.D.
"Unpaid Postdocs" and "Research Volunteers"
There are no unpaid postdocs at Yale, nor are people allowed to volunteer to
do research.
