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Official Forms

Initial Appointment Letter (Template)

Administration: The Departmental Administrator (or designated person) sends the letter to the newly appointed postdoc. The letter details include start date, salary, and terms of appointment. The Postdoc Office will check at quarterly orientation that new postdocs have received the letter.

PI: The PI is responsible for signing the letter and seeing that postdoc receives it.

Postdoc: The postdoc signs the letter and return it to designated person.

Guidelines for Use of a Postdoctoral Fellow or Research Scientist Title

Administration: This document will be required to be attached to every CPP

(or requisition for a new hire) that puts a Post Doc or Clinical Fellow on an NRSA grant OR takes them off.

PI: The PI is expected to be aware of the document and to sign it when such changes occur.

Postdoc: The postdoc is expected to be aware of the document and to sign it when such changes occur.

New Hire Letter

Administration: A representative from the NYU School of Medicine’s Human Resources Administration Office will contact the Department Administrator to schedule the candidate for an appointment for the pre-employment process. Prior to the arrival of the postdoc, the Department Administrator should send the postdoc a New Hire Letter

PI: No action is required

Postdoc: No action is required

PI Notification of Requisition and Title Eligibility /Compact Between Postdoctoral Appointees and Their Mentors

Administration: The Postdoctoral Office sends this letter and document upon receiving a postdoc requisition as a courtesy to the PI. It details the maximum appointment that the incoming postdoc can be appointed under a postdoctoral title (NYU SoM has a five year maximum cumulative of postdoctoral experience at other institutions) and other information that the PI should inform their postdoc of as a courtesy. A copy of the Compact Between Postdoctoral Appointees and Their Mentors will also be included. This document approved by the member institutions of the AAMC including NYU SoM provides a set of commitments on the part of the postdoc and PI to each other and the (con’t) institution. The postdoc will receive a copy at the quarterly postdoc orientation or by email once they arrive and obtain a School provided email account.

PI: No direct action is required but the PI is expected to be familiar with the Compact and support his or her commitments.

Postdoc: No direct action is required but the PI is expected to be familiar with the Compact and support her or his commitments.

Statement of Policy on Patents of New York University and Policy Statement on Privacy, Information Security and Confidentiality

Administration: Human Resources asks the the newly appointed postdoc to sign it when they come to their new hire appointment

PI: No action is required.

Postdoc: The postdoc signs the document and returns it to designated person.

Postdoctoral Fellow Annual Assessment and Progress Report

Administration: The Postdoctoral Office will send the Assessment Form along with the appropriate Annual Assessment and Re-Appointment Notice letter to the postdoc and PI approximately two months prior to a postdoc’s appointment anniversary. An email will also be sent to the appropriate Departmental Administrator notifying them of the delivery of the documents as well.

PI: The PI is expected to assist the postdoc in arranging a time to meet and go over the postdoc’s progress and complete the evaluation. The PI will sign the document’s signature page along with the postdoc and retain a copy of the assessment for his or her records.

Postdoc: The postdoc is responsible for arranging the meeting with his or her PI where his or her progress and performance can be discussed. The postdoc should complete his or her section prior to the meeting. Once the PI and postdoc has completed the Assessment and both have signed the form, the postdoc should send/fax a copy of the signature page to the Departmental Administrator and Postdoctoral Program Office for tracking of this requirement.

Postdoctoral Fellow Re-Appointment Letter

Administration: The Postdoctoral Program Office will send this letter to PI’s along with an Assessment Notification letter and Assessment Form approximately two months prior to a postdoc’s appointment anniversary. An email will also be sent to the appropriate Departmental Administrator notifying them of the delivery of the documents as well.

PI: The PI is expected to complete and sign the letter and give it to the postdoc to sign.

Postdoc: The postdoc is expected to sign the re-appointment letter and return it to the Departmental Administrator keeping a copy for him- or herself and send/fax a copy to the Postdoctoral Program Office.

Final Appointment Notices

Administration: The Postdoctoral Program Office will send these letters to the postdoc and PI along with the Postdoctoral Fellow Final Re-Appointment Letter prior to the final year of eligibility for postdoctoral training. The Departmental Administrator will also be advised of the final year of appointment by email.

PI: No action required

Postdoc: No action required

Final Re-Appointment Letter

Administration: The Postdoctoral Program Office will send this letter to the postdoc and PI approximately along with a Final Appointment Notice at the beginning of the final year of eligibility for postdoctoral training. The Departmental Administrator should receive a copy of the letter.

PI: The PI is expected to complete and sign the letter and give it to the postdoc to sign.

Postdoc: The postdoc is expected to sign the appointment letter and return it to the Departmental Administrator keeping a copy for him- or herself and send/fax a copy to the Postdoctoral Program Office.

Request for Extension of Postdoctoral Appointment

Administration: The Postdoctoral Program Office will notify the PI and Departmental Administrator if the request for extension has been approved.

PI: The PI is responsible for submitting the request along with the postdoc’s development plan including reasons for the extension to the Postdoctoral Program Office for review and approval by the Senior Associate Dean for Biomedical Sciences.

Postdoc: The postdoc is expected to provide a professional development plan to be submitted along with the Request for Extension of Postdoctoral Appointment form for approval.