Introduction to the New RPM 2.28 Postdoctoral Fellow Policy Presented by: Madelyn Bello HR Policies Analyst February 2009

02/02/2009Version: 12 Agenda Discuss impact of new policy to current practices. A brief historical perspective of how and why we got here. Review of Postdoc procedures and forms Next steps to making the policy come A.L.I.V.E!

02/02/2009Version: 13 But first a Quiz…. What is a “Postdoc”? A.A temporary research position held by a person who has completed his or her doctoral studies B.A person who was recently awarded a doctoral degree C.A person who is in the early stages of their scientific career D.Both A and C E.All of the above F.None of the above

02/02/2009Version: 14 Next Quiz Question The word “Visiting Postdoc” is a A.Job Title B.Benefit Category C.Employee Classification D.A and C E.None of the above

02/02/2009Version: 15 Next Quiz Question The word “Postdoc” is a A.Job Title B.Benefit Category C.Employee Classification D.It means the same as “Visiting Postdoc” E.Both A and C F.None of the above

02/02/2009Version: 16 Next Quiz Question How many employee classifications do we have for postdocs? A.0 B.1 C.2 D.3 E.4 F.5 G.6 H.7

02/02/2009Version: 17 Policy PracticeCurrentNew Employee Job Titles No Change 1.Postdoctoral Fellow 2.Special Postdoctoral Fellow 3.Interim Postdoctoral Fellow 1.Postdoctoral Fellow 2.Special Postdoctoral Fellow 3.Interim Postdoctoral Fellow Guest Job Titles No Change 1.Guest Postdoctoral Fellow 2.Guest Postdoctoral Fellow – Stipend 3.Guest Postdoctoral Fellow – Paid Direct 1.Guest Postdoctoral Fellow 2.Guest Postdoctoral Fellow – Stipend 3.Guest Postdoctoral Fellow – Paid Direct

02/02/2009Version: 18 By the way, what are the differences among all these appointments? A Postdoctoral Fellow appointment is A.Fully funded by Laboratory funds B.Fully funded by an external agency who reimburses the Laboratory for the cost of the postdoc’s appointment C.Partially funded by an external agency and the Laboratory augments the fellowship funding with additional work and compensation D.Either A or B E.All of the above F.None of the above

02/02/2009Version: 19 By the way, what are the differences among all these appointments? A Special Postdoctoral Fellow appointment is A.Fully funded by Laboratory funds B.Fully funded by an external agency who reimburses the Laboratory for the cost of the special postdoc’s appointment C.Partially funded by an external agency and the Laboratory augments the fellowship funding with additional work and compensation D.Either A or B E.All of the above F.None of the above

02/02/2009Version: 110 By the way, what are the differences among all these appointments? A Interim Postdoctoral Fellow appointment is A.For the time period between finishing doctoral degree requirements and beginning their postdoctoral work at the Laboratory. B.For the time period between finishing doctoral degree requirements as a Laboratory Graduate Student Research Assistant (GSRA) and beginning their postdoctoral work elsewhere. C.For the time period between finishing undergraduate degree requirements and beginning their graduate degree work at the Laboratory. D.Both A and C E.All of the above F.None of the above

02/02/2009Version: 111 By the way, what are the differences among all these appointments? A Guest Postdoctoral Fellow appointment is A.For the Postdoctoral Fellow who has been awarded or appointed to a fellowship for postdoctoral study by an external agency and the fellowship is paid through a Laboratory non-payroll account. B.For the Postdoctoral Fellow who has been awarded a fellowship for postdoctoral study by an external agency and the agency pays the fellowship directly to the postdoctoral fellow rather than through the Laboratory. C.For the Postdoctoral Fellow with an appointment at another institution and is participating in a scientific collaboration or experiments at a Laboratory user facility. D.All of the above E.None of the above

02/02/2009Version: 112 By the way, what are the differences among all these appointments? A Guest Postdoctoral Fellow - Stipend appointment is A.For the Postdoctoral Fellow who has been awarded or appointed to a fellowship for postdoctoral study by an external agency and the fellowship is paid through a Laboratory non-payroll account. B.For the Postdoctoral Fellow who has been awarded a fellowship for postdoctoral study by an external agency and the agency pays the fellowship directly to the postdoctoral fellow rather than through the Laboratory. C.For the Postdoctoral Fellow with an appointment at another institution and is participating in a scientific collaboration or experiments at a Laboratory user facility. D.All of the above E.None of the above

02/02/2009Version: 113 By the way, what are the differences among all these appointments? A Guest Postdoctoral Fellow – Paid Direct appointment is A.For the Postdoctoral Fellow who has been awarded or appointed to a fellowship for postdoctoral study by an external agency and the fellowship is paid through a Laboratory non-payroll account. B.For the Postdoctoral Fellow who has been awarded a fellowship for postdoctoral study by an external agency and the agency pays the fellowship directly to the postdoctoral fellow rather than through the Laboratory. C.For the Postdoctoral Fellow with an appointment at another institution and is participating in a scientific collaboration or experiments at a Laboratory user facility. D.All of the above E.None of the above

02/02/2009Version: 114 Back to Policy PracticeCurrentNew RecruitmentRequired; minimum of 2 week posting Encouraged but not required Length of initial appointment No Change 1 – 2 (sometimes 3) years Length of total appointment as a postdoc (except interim postdocs) 5 years as an LBNL postdoc 5 years as a postdoc at any institution

02/02/2009Version: 115 Policy PracticeCurrentNew Maximum length of appointment as an Interim Postdoc No Change 6 months (no break in service from GSRA to Postdoc) Appointment Percentage Clarification Full-time (100%)Full-time (100%) or Full-time (100%) for all UC appointments combined

02/02/2009Version: 116 Policy PracticeCurrentNew Postdoc Employee Classifications 1.Visiting Postdoc 2. Postdoc 1. Visiting Postdoc We will phase out “Postdoc”; no new hires or status change into “Postdoc” Coaching and Mentoring / Annual Reviews Recommended for postdoc and supervisor to conduct an annual oral review; written summary will be provided on request Divisions may be stricter

02/02/2009Version: 117 Policy PracticeCurrentNew Promotion to Scientist position No Change No promotion allowed. No waiver of recruitment allowed. Must compete for an open position. No promotion allowed. No waiver of recruitment allowed. Must compete for an open position. Expiration of Appointment Clarification Ends automatically on the current appointment end date Ends automatically at the end of 3 years from initial appointment or on the current appointment end date

02/02/2009Version: 118 Policy PracticeCurrentNew Rationale for Termination of Appointment No Change Disciplinary reasons; substandard performance; lack of funds; lack of work; changes in operational/business needs Notice of Early Termination No Change 90 days

02/02/2009Version: 119 More Quiz Questions True or False: Time spent in postdoctoral fellow appoints is counted toward the 5 year maximum for career-track and project scientist positions. True or False: The postdoc fellow is a career-track position. True or False: Postdocs may be promoted to a scientist position.

02/02/2009Version: 120 A brief historical perspective A Postdoc Advisory Committee appointed by the Laboratory Deputy Director, Pier Oddone. The Committee was charged to Provide recommendations to Laboratory Senior Management for appropriate modifications of LBNL postdoctoral appointment policies and procedures in view of policy changes announced in 2003 by the University of California.

02/02/2009Version: 121 Procedures and Forms Postdoctoral Fellow Appointment Guidelines Postdoctoral Fellow Information Sheet (optional) Postdoctoral Fellow Request to Post/Hire Authorization form (optional) New Hire Fact Sheet (optional) Offer Letter – Interim Postdoc Offer Letter – Postdoc Fellow Offer Letter – Special Postdoc Request for Exception memo Visiting Postdoc Fellow Hire Package

02/02/2009Version: 122 Process Changes (when policy becomes A.L.I.VE.) No more hires into Postdoc employee class –NOTE: as current practice, we should not be hiring any Postdocs into the Postdoc employee class No more transfers into Postdoc employee class New hire Postdoc employees as of the effective date of the policy falls under the 5 year (inclusive of all institutions) limit Usage of new / revised forms and templates

02/02/2009Version: 123 More Quiz Questions Did we change Postdoc Benefit Plans? –Yes –No What did we change about Postdoc Benefits? A.Eliminated Postdoc Benefit Plans B.Stopped moving Postdocs into “Postdoc” Employee Class C.No change D.Both A and B E.None of the above

02/02/2009Version: 124 Next Steps Complete the employee 30-day comment period Revise policy (if necessary) Policy L.I.V.E.S!