DIVISION OF RESEARCH & GRADUATE STUDIES
POLICIES AND PROCEDURES
Title:
POST-DOCTORAL SCHOLAR
Description: Post-Doctoral Scholar Policies
Contact: Director of Post-Doctoral Affairs and Dean of
the Graduate School
I.
Number:
Revised:
Originated:
EC Approval:
Effective:
3/28/2008
11/2007
12/17/2007, 4/7/08
January 1, 2008
Introduction
East Carolina University (ECU) annually hosts Post-Doctoral Scholars on campus. PostDoctoral Scholars (Scholars) are placed in many different departments and centers at the
University and they are associated with ECU primarily with the goal to continue their academic
training. However, some aspects of their relationship with the University more resemble those
of employees.
Given the hybrid nature of their association, the University has developed these policies to
better outline the University’s and the Scholar’s obligations and expectations in various
contexts.
The Dean of the Graduate School will house the Office of Post-Doctoral Affairs (OPA) and
will maintain policies, handbooks and other materials related to Post-Doctoral Scholars at ECU.
II.
Definition of Post-Doctoral Scholars
East Carolina University will utilize the FASEB (Federation of American Societies for
Experimental Biology) definition of Post-Doctoral Scholars. This includes the following
criteria:
A. The appointee was awarded a PhD, equivalent doctorate or terminal degree (e.g., ScD, MD,
MFA) in an appropriate field.
B. The appointment is temporary (at will).
C. The appointment involves substantially full-time research or scholarship.
D. The appointment is viewed as preparatory for a full-time academic or research career.
E. The appointment may be part of a clinical training program, if research training under the
supervision of a Mentor is a primary purpose of the appointment.
F. The appointee works under the supervision of a Mentor or a department in a university or
similar research institution (e.g., national laboratory, NIH, etc.).
G. The appointee is expected to publish the results of his/her research or scholarship during the
period of appointment, in consultation with his/her Mentor.
III.
Expectations of Post-Doctoral Scholars
ECU has adopted the following universal set of performance expectations for Scholars:
A. Conscientious discharge of assigned duties.
B. Adherence to ethical standards.
C. Compliance with good laboratory practice, regulatory standards, and recognized University
procedures and policies.
D. Observation of established guidelines and regulatory standards for research involving
biohazards, human subjects or animals.
E. Open and timely discussion with the Mentor regarding research progress, distribution of
reagents or materials, or any disclosure of findings or techniques privately or in
publications.
F. Collegial conduct towards coworkers.
G. Compliance with all applicable University policies and procedures including those related
to the responsible conduct of research and export controls.
H. Publish the results of his/her research of scholarship during the period of appointment, in
consultation with his/her mentor.
I. Whenever possible, the Scholar is encouraged to apply for extramural research funding and
other financial support.
IV.
Appointment and Discontinuation Policies
A. All post-doctoral scholars will be given 12-month appointments.
B. The Mentor will provide the Scholar with an offer letter which outlines the terms of the
appointment, the rate of compensation, and the effective dates of the appointment. Included
with the letter will be a position description and a post-doctoral scholar contract.
C. The maximum term of service for a Scholar is five (5) years. Following this five year
training period, a Scholar must either be moved into an established employee position or
separated.
This term of service refers to total post-doctoral time spent at ECU and does not include
time spent at other institutions.
D. To request an extension of appointment, the Mentor may submit a written request to the
Director of Post-Doctoral Affairs, indicating exceptional circumstances that require an
extended appointment. This request must be cosigned by the Scholar, as well as the
department Chair (or Dean when appropriate). Requests for extensions should be based on
strong mitigating circumstances and will be reviewed on a case-by-case basis.
E. Discontinuation of Appointment Other Than for Cause
1)
Discontinuation with Notice
A Scholar may have his/her appointment ended at any time upon 90 calendar day’s
prior written notice from the Mentor.
2)
Discontinuation due to Funding
If the funding supporting his/her appointment ends, a Scholar may have his/her
appointment ended at any time upon 90 calendar day’s prior written notice from the
Mentor.
3)
Discontinuation due to Expiration of Term
A Scholar’s appointment for a stated definite term expires automatically at the
conclusion of the stated term. No advance written notice of non-renewal is required
to be provided to the Scholar in this case. If the Scholar wishes, he/she may request
assistance from the department chairperson in identifying other post-doctoral or
employment opportunities within the department. Requests for this kind of assistance
should be made in writing 90 to 120 days prior to the expiration of his/her term. The
department chairperson will respond in writing within 30 calendar days thereafter to
the Scholar a decision as to whether a renewal or extension will be made. Failure to
communicate a decision constitutes notice that no renewal or extension will be
offered. The University has the option to renew or extend a Scholar’s appointment,
subject to the requirements of Section IV. B. and C., above.
F. Discontinuation of Appointment for Cause
A Scholar may have his/her appointment ended at any time during the appointment if
he/she is found by his/her Mentor to have violated the expectations set forth above.
Discontinuation of appointment for cause is to be preceded by written notice of intent to
discontinue, and is subject to invocation by the affected Scholar of the grievance procedure
provided by these Policies (see Section VIII).
When a Scholar has been notified of the intention to discontinue his/her appointment for
cause, the Director of Post-Doctoral Affairs may suspend the Scholar at any time and
continue the suspension until a final decision concerning discontinuation is rendered; the
power to suspend shall be invoked only in exceptional circumstances, and when it is
determined to be in the best interests of the University. Further, such suspension shall be
with full pay.
If a Scholar does not initiate a formal grievance (as provided in Section VIII) within 14
calendar days after receipt of a written notice of intent to discontinue, then the appointment
shall be discontinued immediately without further recourse. If a Scholar initiates a formal
grievance and the final outcome of the grievance procedure is to uphold the discontinuation
of appointment for cause, then the Scholar’s discontinuation shall be effective as of the date
of the final decision in the grievance procedure. If a Scholar initiates a formal grievance
and the final outcome of the grievance procedure is not to uphold the discontinuation of
appointment for cause, then the Scholar’s discontinuation is effective 90 calendar days
following the date of the final decision in the grievance procedure.
V.
Evaluation
The Scholar’s Mentor must complete an annual written evaluation of the Scholar’s
performance. The evaluation criteria should be related to the Scholar’s offer letter and position
description. The evaluation should be forwarded to the Director of the Office of Post-Doctoral
Affairs. The completed evaluation form must be signed by the Mentor and the Scholar. The
Scholar will be acknowledging receipt of the evaluation, not necessarily concurrence. The
evaluation process should be simple and must include the opportunity for the Scholar to
respond in writing to appeal the evaluation, through the appropriate Chair, then the appropriate
College Dean, then the Director of the Office of Post Doctoral Affairs.
VI.
Compensation
Effective January 1, 2008, the minimum annual stipend for a Scholar shall be no less than
$30,000. This level will be assessed annually by the Post-Doctoral Advisory Committee and it
is projected that this minimum salary level will increase approximately 3% per year.
VII.
Benefits
A. A Scholar is eligible for: (a) a minimum of 10 days of compensated vacation leave (in
addition to recognized University holidays) per year, and (b) 12 days of compensated sick
leave per year. Neither vacation leave nor sick leave can be carried over to a new calendar
year.
It is the responsibility of the department to maintain leave records for each Scholar.
Unused vacation and sick leave will not be paid out when the Scholar’s appointment ends.
Leave will be made available in total on the first day of the Scholar’s appointment and will
be reappointed annually.
Leave does not accrue and cannot be carried over from year to year.
B. A Scholar is eligible for six weeks of paid parental leave to care for a new biological or
adopted child, which includes exhausting all available vacation and sick leave. This paid
parental leave must be completed within one year of the birth or placement of the child.
Scholars are eligible to use up to six weeks of paid parental leave though they only earn a
cumulative total of 22 days vacation and sick leave (approx. 4½ weeks) per year.
Scholars may also be eligible for Family and Medical Leave if they meet the eligibility
requirements under the temporary employee section of the Family and Medical Leave
Policy: (http://hr.unc.edu/Data/SPA/leave/fmla-SPA#sub4).
C. A Scholar is eligible for participation in health and dental insurance benefits.
D. A Scholar is not eligible for participation in ECU retirement benefits.
VIII. Grievances
A Scholar may use the following procedures to address matters of concern related to his/her
appointment:
A. The Scholar must make a reasonable effort to resolve the matter through discussions with
his/her Mentor.
B. If the matter is not adequately resolved by discussion with the Mentor, the Scholar may
formally request resolution through the Mentor’s immediate supervisor. The request must
include a written statement describing the matter of concern, the supporting facts, and the
disposition of prior discussions. The request must address three critical questions: (a) What
is the grievable offense? (b) Who committed the grievable offense? (c) What is the desired
resolution? The Mentor’s supervisor shall resolve the matter promptly, providing a written
response and outlining the reasons for the decision, within 30 calendar days from receipt of
the written request.
C. If still unresolved, the Scholar may formally request resolution by the Dean of the School in
which the Mentor is appointed or by another appropriate administrative position above the
immediate supervisor. The written request must include all information as described in 2
above. The Dean shall resolve the matter promptly, providing a written response outlining
the reasons for the decision, within 30 calendar days from receipt of the written request.
D. If still unresolved, the Scholar may formally request, in writing, a resolution by the Director
of the Office of Post-Doctoral Affairs. The written request must include all information as
described in 2 above. The Director shall resolve the matter promptly, providing a written
response outlining the reasons for the decision within 30 calendar days from receipt of the
written request.