Appointment Procedures

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Pre-Approval Process
Sample Letters
Processing Approved Appointments
Requests for Documentation

Pre-Approval Processes

The below processes require pre-approval. There are two types of pre-approval processes: those requested through the online system (Appointment Pre-Approval Process) and those requested through email (Other Pre-Approval Processes).

1.   Appointment Pre-Approval Processes:
New and Reappointment pre-approvals will be conducted within the OACD online system and can be accessed at https://www.postdocport.pitt.edu.

Please contact Tina DeReno (postdoc@hs.pitt.edu) at the Center for Postdoctoral Affairs in the Health Sciences to request access to this platform or assistance regarding this online system.

​New Appointment Pre-Approval

The “How to create a new appointment request” video can be accessed here.

  1. Input relevant data on the pre-approval screen
  2. Upload the draft offer letter
  3. Upload the CV
  4. If a recent graduate, upload a document verifying that the doctorate degree has been conferred
Reappointment Pre-Approval

The “How to create a reappointment request” video can be accessed here.

  1. Search and select the appropriate postdoc from the online system
  2. Click reappointment button
  3. Update data
  4. Upload the draft reappointment letter
  5. Upload the updated curriculum vitae/resume
  6. Upload Progress Assessment Form
  7. Upload the updated Career Development Plan

2. Other Pre-Approval Processes (Outside of OACD On-line System):

Leave of Absence Pre-Approval

Personal and medical leaves of absence are handled on an individual basis. Please contact Tammy Dennis (tad9@pitt.edu) at the Center for Postdoctoral Affairs in the Health Sciences for assistance.

Termination Pre-Approval

Please note that all terminations require prior approval to ensure that the postdoctoral trainees are provided at least 90 days written notice of their termination.

Non-Renewal
All postdoctoral trainees must receive a notice that their postdoctoral appointment will not be renewed in writing 90 days before the end date of their contract. The non-renewal letter should be submitted to postdoc@hs.pitt.edu for approval before it is issued to the postdoctoral trainees.
If the department fails to receive approval and issue the non-renewal letter in writing 90 days before the end of the postdoctoral trainee’s contact, the department will need to extend the postdocs contract to accommodate the 90 days’ written notice.

Early Terminations
The Center for Postdoctoral Affairs, Health Sciences must approval all early termination before notifying the postdoctoral trainee. There are two types of early terminations: performance issues and lack of funding. Please contact the Center for Postdoctoral Affairs, Health Sciences at postdoc@hs.pitt.edu for pre-approval.

Performance Issues
If there are performance issues, the faculty mentor must meet with Dr. Darlene Zellers to develop a performance Improvement plan (PIP). If the performance does not improve within the timeframe set in the PIP, the faculty mentor will work with Dr. Zellers to prepare a termination letter. The letter must not be issued to the postdoctoral trainee without Dr. Zellers’ approval.

Lack of Funding
If the funding source is no longer available, the faculty mentor must show proof that the funding source stated in the contract letter has been exhausted completely, not just the salary for the postdoctoral trainee. The letter must not be issued to the postdoctoral trainee without Dr. Zellers’ approval.

Voluntary Resignation

A postdoctoral trainee may voluntarily resign at any time during their contract. As a common courtesy the minimum for notice of the resignation is two (2) weeks. One-month notice is recommended. The postdoctoral trainee and faculty mentor may negotiate terms and timeline of the voluntary resignation.

3. Tracking Postdoc Career Outcomes
Postdoc career outcomes are collected within the OACD online system and can be accessed at https://www.postdocport.pitt.edu.

The “How to submit a postdoc career outcome” video can be accessed here. You can also access the Postdoc Career Outcome Guide here to assist you in selection the Workforce Sector, Job Type, and Job Function.

  1. Search and select the appropriate postdoc from the online system
  2. Click termination button
  3. Input the Name of the Employer. If unknown, type unknown.
  4. Input the postdoc’s new Title, If unknown, type unknown.
  5. Select termination date.
  6. Use the Postdoc Career Outcome to select (if unknown, select unknown):
    • Workforce Sector
    • Career Type
    • Job Function
  7. Input the City, if unknown, type unknown.
  8. Select State, if unknown – leave blank.
  9. Select Country, if unknown, select United States.

Sample Letters

Appointment Letters
Postdoctoral Associate, Domestic
Postdoctoral Associate, International
Postdoctoral Scholar, Domestic
Postdoctoral Scholar, International
Non-Health Sciences Postdoctoral Associate, Domestic
Non-Health Sciences Postdoctoral Associate, International

Reappointment Letters
Postdoctoral Associate, Domestic
Postdoctoral Associate, International
Postdoctoral Scholar, Domestic
Postdoctoral Scholar, International

Termination Letters
Standard Nonrenewal
Nonrenewal with Extension
Early Termination – Lack of Funding

Processing Pre-Approved Appointments

Upon pre-approval, see categories below to identify the documents required to complete each administrative process.

New Postdoctoral Associate Appointments

ALERT: Please follow the pre-approval process for appointments and secure approval from the Center for Postdoctoral Affairs, Health Sciences prior to submitting any offer in Talent Center. Upon acknowledgement of approval and obtaining signatures on the offer letter, you can now create the offer in Talent Center.
If you haven’t already done so, you will need to create a requisition. To create the requisition, log into Talent Center and follow these instructions

  • When creating the requisition, please ensure the following:
    1. There are no typos
    2. Please do not list Tammy Dennis, Cheryl Ruffin, Warren McCoy, or Diamond Ware as collaborators.
    3. The Assignments Category should be Full-Time with an FTE of 1 (100%).
    4. All postings must be posted for a minimum of 5 days. You do have the option to post the posting longer. You cannot submit the offer until after the 5 days’ requirement has been fulfilled. 
    5. External Description (Posting) must contain the following components.
      • Job description
      • Qualifications (i.e. degree requirements)
      • Diversity Statement: The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity, EOE, including disability/vets.
  • If you already submitted a requisition, you can follow these instructions to create the offer.
    • When creating and submitting an offer, please ensure the following:
      • When creating and submitting an offer, please ensure the following:
        1. Attach the signed offer letter.
        2. Attach the English Language Fluency Form (ELF) if appointment includes “Lab Instructional Teaching” or “Yes” is indicated in the English Language Fluency details of the offer.
        3. Attach a copy of the degree credentials i.e. diploma if not already done so by the candidate. This will be become required effective July 1, 2021. If the diploma has been not conferred, please provide a copy of the transcripts or a letter from the Program Director stating that the candidate has fulfilled all of their requirements and that their dissertation has been approved in final format. If revisions were requested, the candidate must complete the revisions and have the dissertation approved in final format before they can begin their postdoctoral training. 
New Postdoctoral Scholar Appointments

ALERT: Please follow the pre-approval process for appointments and secure approval from the Center for Postdoctoral Affairs, Health Sciences prior to submitting any paperwork. Upon acknowledgement of approval and obtaining signatures on the offer letter, send the following documents via Box for processing.

  • Complete a New Appointment Form
    • On the appointment form, please include the following information:
      • SSN
      • Date of Birth
      • Gender
      • Citizenship/Nationality
      • Home Address
      • Account Number
      • Personal email for onboarding communications (Pitt email is preferred if you have one)
      • Copy of Offer Letter
      • Copy of Current Curriculum Vitae or Resume

Please do not collect any type of onboarding documentations.

Reappointments for Postdoctoral Associates and Scholars

ALERT: Please follow the pre-approval process for reappointments and secure approval from the Center for Postdoctoral Affairs, Health Sciences prior to submitting via Pitt Worx.

To process reappointment, follow these instructions
When submitting the reappointment, please include the following documents:

Terminations

ALERT: Please follow the pre-approval process for terminations and secure approval from the Center for Postdoctoral Affairs, Health Sciences prior to submitting via Pitt Worx.

There are two types of terminations:

  1. For Involuntary Termination, follow these instructions
    • When submitting the involuntary termination, please include the following documents:
      • Copy of Resignation Letter or Non-Renewal Letter
      • Partial Month Pay Calculation (if applicable)
      • Completed Residency Certification Form if moving
  2. For Voluntary Termination, follow these instructions

Other Pitt Worx Actions:
See the Pitt Worx Reference Guide for all other actions such as CDC Change, Location Change, Leave of Absence, Salary Change, etc.

Requests for Documentation

No Patient Contact Letter
Request letter by email at postdoc@hs.pitt.edu

Loan Deferment Verification
Postdoctoral training typically meets the criteria for school loan deferments.
Postdoctoral trainee should request a loan deferment form from their lender and email forms to postdoc@hs.pitt.edu for signature.

Postdoctoral Appointment/Employment Verification
Email request to postdoc@hs.pitt.edu for verification and/or signature.