Office of Postdoctoral Education
LETTER OF OFFER
Date
Name of Appointee
Address of Appointee
Dear X:
Based on your application, I am pleased to offer you the position of (postdoctoral research
associate or postdoctoral fellow) in my laboratory. I look forward to working together on
(description of projects, responsibilities and functions).
Your appointment will be effective on (insert date) and will end on (insert date). You will be
supported at an annual rate of (insert annual amount), to be paid in accordance with the payroll
schedules of UNMC and prorated for the time period worked.
In accordance with UNMC policy, this appointment will be for one year. Continuation during
that time period and renewal of your appointment is based on satisfactory performance,
availability of funding and the terms of the UNMC Policy for Postdoctoral scholars, completion
of annual evaluation by the mentor, completion of the ethics/scientific conduct course and the
intellectual property/sponsored programs seminar in the freshman year. I direct your attention,
in particular, to the section outlining obligations of postdoctoral scholars. In addition,
information in the postdoctoral handbook is applicable to your appointment.
(http://www.unmc.edu/dept/postdoced/index.cfm?L1_ID=8&CONREF=1)
Individuals in postdoctoral positions at UNMC are required to participate in a health insurance
plan. The single coverage for you will be supported by my grant and will not be deducted from
your stipend. If you require family coverage, you will be required to pay the additional
premiums.
You are also eligible to participate in the University’s supplemental retirement annuity plan,
which currently includes TIAA-CREF and Fidelity. The University does not make a
contribution to this plan.
As a postdoctoral scholar you will be subject to all applicable UNMC policies, including the
policies and procedures governing research conduct, patent and intellectual property.
(For foreign candidates) This offer is contingent upon having a valid visa. It is your
responsibility to insure that you are in compliance with USCIS policies. Please contact
UNMC International Affairs Office (402-559-6414, international @unmc.edu) immediately so
that any visa issues may be addressed PRIOR to you joining us.
You must also furnish either an official copy of your transcript with your degree posted; a
notarized copy of your diploma; or an official statement from the registrar or university official
that you have received your doctoral degree and completed all degree requirements in order for
your appointment to be processed.
Upon accepting this offer, you will be eligible to take part in the training programs offered by the
UNMC Postdoctoral Education Program. Please visit the postdoc web site to review the UNMC
Postdoctoral Scholar Handbook which will provide you with all the necessary information on
policy and procedures for postdocs as well as other valuable information that will help facilitate
your transition to UNMC.
Please read over the UNMC Postdoctoral Education Policy attached and sign this offer letter to
indicate your acceptance of the terms of your appointment and return it to me by (enter date). I
look forward to your joining our lab at UNMC.
Sincerely,
_____________________
I have received and read the UNMC Postdoctoral Education Policy and I accept this offer as
outlined above.
_____________________
Signature
_____________________
Date
cc: Postdoctoral Office of Education
UNMC POSTDOCTORAL EDUCATION POLICY
Definition
A postdoctoral scholar is one who has received Ph.D., M.D., or an equivalent degree from a recognized
institution of higher learning and is pursuing further training under the mentorship of a UNMC faculty
member. The postdoctoral scholar position is a short term advanced training position to enhance
professional skills and expertise towards transition to independent careers in academics, private
industries, government, law firms, policy and advocacy groups etc. The purpose of a time-bound
appointment is to protect the postdoctoral scholars from an indefinite length of stay in a training
position. UNMC postdoctoral scholars are supported by individual grants or training grants or external
individual fellowships or a combination of these sources. The following are categories of postdoctoral
scholar positions at the UNMC.
Postdoctoral Research Associate (095075): This is a postdoctoral scholar position for the first three
years of the appointment. The initial appointment is full-time for one year, with possible reappointments
for two additional one-year terms. The reappointment requires an annual evaluation of the performance.
Postdoctoral research associates are eligible for health and life insurance benefits. They can participate
in the TIAA/CREF 403(b) program on an unmatched, tax shelter basis.
Postdoctoral Fellow (095470): This is a postdoctoral scholar position supported by individual
fellowships from NIH or training grants. Postdoctoral fellows are not employees of UNMC. They work
full-time under the supervision of UNMC faculty mentors and utilize UNMC facilities. As nonemployees, they do not receive health benefits as part of their employment; however, they, their mentors
or mentors departments or college can purchase health insurance through the UNMC Benefits Office.
Senior Research Associate (098175). This is a postdoctoral scholar position beyond the first three years
of postdoctoral scholarship or 5 years experience as a Research Associate with a doctoral degree. The
extension of a postdoctoral scholar’s appointment beyond three years requires the approval of the Vice
Chancellor for Academic Affairs prior to the effective date of re-appointment. A written justification
from the mentor is required for promotion to this position. Senior postdoctoral research associates are
eligible for health and life insurance benefit including participation in retirement plan for the employee.
Appointment
Letter of offer
A formal letter of offer from the faculty mentor and the respective department is sent to the prospective
scholar specifying the following:
 name and department of the faculty mentor with whom the scholar will be training
 effective date and duration of the of appointment
 amount of the annual fellowship/traineeship/other support
 an outline of duties and/or objectives expected from the scholar
 health insurance/benefits information
The scholar should sign a copy of the letter acknowledging agreement to the terms of the letter and
return it to the faculty mentor. A copy of the signed letter will be kept in the Office of Postdoctoral
Education. A proof of the terminal degree is required before the letter of offer is made official.
Reappointments and Extensions
The appointment for postdoctoral training is a specified period of up to one-year with possible
reappointments for two additional one-year terms. Reappointment requires (1) completion of the ethics
and scientific conduct course in the freshman year. (2) completion of annual evaluation by the mentor
Extension of the training as a Senior Research Associate beyond three years requires the approval of the
Vice Chancellor for Academic Affairs prior to the effective date of the reappointment. A written
justification for the extension from the mentor is required.
Obligations of a postdoctoral scholar
The main objective of postdoctoral education is that a postdoctoral scholar acquires advance
research training and expertise in his/her chosen field under a qualified mentorship, which would
lead to an independent career in a timely fashion. The obligations of a postdoctoral scholar
include at the minimum:
1. Develops a mutually defined research project (s) with the mentor that includes well-defined
goals and timeliness.
2. Participates actively and conscientiously in a research project(s) outlined in discussion with the
faculty mentor.
3. Seeks regular feedback on his/hers performance and participates in a formal evaluation by the
mentor at least annually.
4. Develop an individual career development plan (downloadable from the Web) with the mentor.
5. Exhibits good laboratory practice such as careful maintenance of research record and compliance
with guidelines for biosafety and those involving animals and human subjects in research.
6. Complies with UNMC policies and guidelines on scientific conduct, intellectual property and
laboratory safety.
7. Maintains collegial conduct towards mentor and co-workers.
8. Attends career development workshops/seminars (i.e., grant-writing workshops, placement
workshops and workshops to improve scientific writing and presentation).
Obligations of a faculty mentor
Effective mentoring is critical for post doctoral training that requires the primary mentor to
dedicate substantial time to ensure personal and professional development. The obligations of a
postdoctoral mentor includes at the minimum:
1. Ensures that a mutually agreed upon set of expectations and goals are in place at the outset of the
postdoctoral training.
2. Provides adequate facilities, resources and guidance to achieve the agreed upon goals of the
project.
3. Ensures timely submission of the scholar’s research for publication/presentation and that he/she
gets appropriate credit.
4. Provides adequate guidance and mentoring in manuscript preparation and presentation of
scientific information.
5. Reviews scholar’s performance annually, in terms of research endeavor and career development.
A copy of the evaluation, countersigned by the scholar, should be made available to the scholar
and postdoctoral education office.
6. Ensures that a scholar attends workshops on ethics and scientific conduct, and intellectual
property and sponsored program in the freshman year.
7. Encourages scholars to attend career development workshops/Seminars (i.e., grant-writing
workshops, placement workshops and workshops to improve scientific writing and presentation).