POSTDOCTORAL SCHOLAR APPOINTMENT/ RE-APPOINTMENT LETTER
(Revised 01/2015)
Date
Name
Address
Dear (Name of Appointee),
I am pleased to offer you the position of/ re-appointment as a Postdoctoral Scholar – (Select Title and Code) in the
(Department/Research Unit) at the University of California, Santa Barbara (UCSB). Your appointment will begin on (begin date) and
will continue through (end date) at (percentage of time) time. [The initial appointment shall be for a minimum of one year. Provide an
explanation if the appointment is less than full-time (100%). Exceptions to full-time appointments are in Article 24 and require approval.
For re-appointments, provide an explanation if the re-appointment period is for less than 1 year or less than full-time (100%)] You will
receive an annual salary/stipend of (amount) funded by the (name of funding source). You will work under the guidance of (Title and
Name of Supervisor) and your responsibilities and duties are to (brief description of job duties). You will be assigned a work space
located at (room number/building) on the UCSB campus. [For non US citizens/permanent residents ONLY – any work sites located
outside of the UCSB campus must be reviewed and approved by OISS for US visa requirements]
This appointment is contingent upon evidence of a doctoral degree and documentation of employment eligibility in compliance with the
Immigration Reform and Control Act of 1986. Employment at UCSB requires valid work authorization as needed. You are responsible
for maintaining and renewing your work authorization as needed. For non US citizens/permanent residents, the UCSB Department and
the Office of International Students and Scholars (OISS) are available to assist you with matters related to US visas/work authorization.
This is a temporary appointment and any renewal or extension is dependent upon programmatic needs, availability of funding and
satisfactory performance. As with any temporary appointment there is no guarantee or obligation on the part of the University for renewal
or extension. Postdoctoral scholar appointments at UCSB are limited to five years, including postdoctoral service time at other
institutions.
Additional information regarding the terms and conditions of the postdoctoral scholar appointment is attached.
Once you have carefully read all of the enclosed information, please indicate your acceptance of this appointment by signing a copy of
this official letter below and returning it to your department at the following address:
Department Contact, Title
Name of Department
Address
Email/Phone Number
For initial appointments only – include the following statement: Upon receipt of your formal acceptance you will be contacted to set
up a time to sign necessary payroll and other employment forms.
If you have questions regarding this appointment, please contact (Department Contact) at (Phone/Email Address).
Sincerely,
Department Chair/Director
Attachments: Additional Information (Page 2)
Enumeration of University Benefits (CBA - Appendix A)
cc: PI/Supervisor
For Postdoctoral Scholar:
I have read and accept the terms of the appointment given in this letter.
_____________________________________________
Name
______________________________
Signature
Return a copy of the signed letter to the Office of Academic Personnel by email or campus mail at MC: 2034
______________
Date
***
Postdoctoral Scholar Union:
Postdoctoral Scholars employed at the University of California (UC) are exclusively represented by The International Union, United
Automobile, Aerospace and Agricultural Implement Workers of America (UAW) for the purposes of collective bargaining with respect
to wages, hours, and terms and conditions of employment. The collective bargaining agreement (CBA) addresses the terms and
conditions of your postdoctoral appointment, including your rights and obligations and can be found at:
http://ucnet.universityofcalifornia.edu/labor/bargaining-units/px/contract.html. The UAW website is: http://uaw5810.org/.
Postdoctoral Scholars are required to pay union dues or agency fees as a condition of employment. Postdoctoral Scholars paid through
the University payroll system will have dues or fees deducted automatically. Postdoctoral Scholars in the Paid Direct or Fellow title with
pay through a stipend will be responsible for paying dues or fees directly to the UAW. For Postdoctoral Scholars – Fellows (TC:3253), as
a condition of your appointment, you must authorize the University in writing to provide you the service of deducting fair share fees or,
at your election, union dues from your stipend (Appendix B of the CBA). An authorization form will be provided to you during the
orientation process after you arrive on campus. If you have questions about this, please contact your UCSB Department Contact before
accepting this offer. Additional information on union dues and agency can be found at:
http://ucnet.universityofcalifornia.edu/labor/bargaining-units/px/about.html.
Benefits:
Postdoctoral scholars must have adequate health insurance coverage for the duration of the appointment. You are eligible to participate in
the UC Postdoctoral Scholars Benefits Plans (PSBP), which include health, dental, vision, life, and disability insurance, administered by
Garnett-Powers & Associates. In addition, Postdoctoral Scholars are required to contribute to the UC Defined Contribution Plan (DCP)
as Safe Harbor participants, and may make voluntary contributions to any of the UC Retirement Savings Program plans. The University
shall pay the Workers Compensation Assessment and the Benefit Broker Fee for all Postdoctoral Scholars. Your family is also eligible to
participate in the health, vision and dental plans, and the University covers the majority of health benefits costs for Postdoctoral Scholars
and their dependents. The PSBP satisfies the medical insurance minimums for U.S. visa requirements. The PSBP will begin on the first
day of your appointment. Details concerning your benefits as a Postdoctoral Scholar are set forth in Article 3 of the CBA. You can also
obtain information from your union at: http://www.uaw5810.org/know-your-rights/psbp/.
In accordance with Article 3, Postdoctoral Scholars are obligated to contribute to the monthly health benefit premium for both the HMO
and PPO plans (Appendix A of the CBA). Individuals appointed as Postdoctoral Scholar -Employees (TC: 3252) will be required to pay
the rates as noted. For Individuals appointed either as a Postdoctoral- Scholar Fellow (TC: 3253) or Paid Direct (TC: 3254), the
University may deduct the cost of health benefits from funding grant provided to the University or shall bill the postdoc directly, if
allowed by the funding agency. Notice of such deduction or billing will be provided to you no later than 30 days prior to the deduction or
billing. You will have the right to request and receive a copy of your budget from your Principal Investigator or Research Administrator.
To enroll in benefits, please visit: http://www.garnett-powers.com/postdoc/index.htm. If you are asked to fill out an enrollment form
on the Garnett Powers website instead of enrolling online, your enrollment form must be received by the UCSB Benefits Office (3101
Student Affairs Administrative Services Building) no later than 31 days after the first day of your appointment. If you were a
postdoctoral scholar at another UC campus and/or are covered by a spouse’s UC insurance, please inform the UCSB Postdoctoral Scholar
Benefits Coordinator prior to enrolling in benefits. Failure to timely enroll could result in a delay to your access to services.
By accepting this employment offer you have an obligation to pay the postdoctoral scholar contribution as outlined in the CBA unless
you opt out of the University’s health insurance plan.
In accordance with local access rules and/or practices, upon appointment/reappointment you are entitled to have a meeting with your
Union representative at your worksite to discuss your right to benefits and your benefit options under the collective bargaining
agreement.
Personal Time Off (PTO) and Sick Leave:
Postdoctoral Scholars are eligible for 24 work days of personal time off (PTO) in accordance with Article 17 of the CBA. All 24 PTO
days are available for use as early as the start of appointment. Request for time off must be approved by your supervisor in advance. Any
unused PTO days will not carry over to subsequent appointment on campus. The University may require you to use your PTO time prior
to the end of your appointment.
Postdoctoral Scholars are eligible for 12 work days for sick leave in accord with Article 22 of the CBA. All 12 days of sick leave are
available for use as early as the start date of appointment. Unused sick leave time can be carried over to subsequent eligible appointment
at the University.
Postdoctoral Scholars are eligible to observe the holidays observed at UCSB and as described in Article 8 – Holidays of the CBA.
Access to Personnel File and Annual Review:
The UCSB Department will establish an employment file for you and new material may be added to this file periodically during the term
of your employment. You may have access to your file in accord with University policies and Article 18 – Personnel Files of the CBA.
You may request to access and view your personnel file in the presence of a representative of the University, within 5 working days after
the written request is received.
Your supervisor shall provide you with at least one written review per 12-month period. This Annual Review is a comprehensive
assessment of the Postdoctoral Scholar’s research progress and achievements, and her/his professional development during the previous
year. A copy of the annual review evaluation will be placed in the personnel file.