Appointment Procedures

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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, Reappointment, and Termination (Postdoc Career Outcome) pre-approval will be conducted within the online system and can be accessed at https://www.postdocport.pitt.edu. Please contact Tammy Dennis (tad9@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

Termination (Postdoc Career Outcome) Pre-Approval

The “How to create a termination request” 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):

a. Workforce Sector

b. Career Type

c. 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.

 

2. Other Pre-Approval Processes:

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.

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 Approved Appointments

Upon pre-approval, these lists indicate the documents required to complete the appropriate administrative process.

Appointments

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, send the following documents to Tina DeReno, 301 Scaife Hall.

  • Completed New Appointment Form or Updated Employee Record if already in system
  • Copy of Offer Letter
  • Copy of Current Curriculum Vitae or Resume
  • Electronic I-9 Verification Form from I-9 Express
  • Residency Certification Form
  • Certificate of English Language Fluency for Teaching (only if receiving a supplemental payment for teaching)
  • Service Request if past payroll deadline

 *W-4 and Direct Deposit forms may be included or can be sent directly to Pitt’s Payroll Office.

THE COMPLETED APPOINTMENT FORM OR EMPLOYEE RECORDS (ER) MUST BE SUBMITTED WITH ORIGINAL AND ONE COPY OF ALL SUPPORTING DOCUMENTATION.

Reappointments

Please follow the pre-approval process for reappointments and secure approval from the Center for Postdoctoral Affairs, Health Sciences prior to submitting any paperwork. Upon acknowledgement of approval, send the following documents to Tina DeReno, 301 Scaife Hall.

  • Updated Employee Record
  • Copy of Reappointment Letter
  • Copy of Current Curriculum Vitae or Resume
  • Electronic I-9 Verification Form from I-9 Express
  • Effective October 1, 2012, reappointments require an updated postdoctoral career development plan and a completed progress assessment form
  • Service Request if past payroll deadline

THE COMPLETED APPOINTMENT FORM OR EMPLOYEE RECORDS (ER) MUST BE SUBMITTED WITH ORIGINAL AND ONE COPY OF ALL SUPPORTING DOCUMENTATION.

Leave of Absence

Coming Soon

Immigration Changes
  • Updated Employee Record
  • Updated Electronic I-9 Verification Form from I-9 Express

THE COMPLETED APPOINTMENT FORM OR EMPLOYEE RECORDS (ER) MUST BE SUBMITTED WITH ORIGINAL AND ONE COPY OF ALL SUPPORTING DOCUMENTATION.

Terminations

Please follow the pre-approval process for terminations and secure approval from the Center for Postdoctoral Affairs, Health Sciences prior to submitting any paperwork. Upon acknowledgment of approval, send the following documents to Tina DeReno, 301 Scaife Hall.

  • Updated Employee Record
  • Copy of Resignation Letter or Non-Renewal Letter
  • Partial Month Pay Calculation (if applicable)
  • Completed Residency Certification Form if moving
  • Effective October 1, 2012, terminations require a completed outcome summary

THE COMPLETED APPOINTMENT FORM OR EMPLOYEE RECORDS (ER) MUST BE SUBMITTED WITH ORIGINAL AND ONE COPY OF ALL SUPPORTING DOCUMENTATION.

 

Requests for Documentation

No Patient Contact Letter

Request letter by email at postdoc@hs.pitt.edu or phone 412-648-8486.

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 or fax to 412-648-8121 for signature.

Postdoctoral Appointment/Employment Verification

Email request to postdoc@hs.pitt.edu or fax to 412-648-8121 for verification and/or signature.