Hiring, Promoting, and Discontinuing Postdocs

In this section, you will find information to assist you in the hiring, promotion, extension, or discontinuation of a postdoctoral scholar. Once you have selected a candidate from a pool of applicants, you will need to follow the procedures and policies provided. It is important to note, Carolina has one of the more competitive postdoc minimum stipends in the country. Still, we strongly encourage faculty mentors to consider the individual candidate’s experience level and the NIH Salary Scale, when appointing a postdoctoral scholar.

• Sample Appointment Letter to Postdoctoral Scholar
• Sample Reappointment Letter to Postdoctoral Scholar
• Minimum Stipend = $47,476
• NIH Salary Scale
• Other postdoc hire forms can be found via the OHR website’s Form Finder and the Academic Personnel Office’s Forms Page.
  • All new postdoc appointments require the AP-2S and Form I-9
  • Tax forms (NC-4 and W-4) and direct deposit to be completed by postdoc via ConnectCarolina Self-Service upon hire
  • Postdoc Trainees require certification for FICA exemption
  • Non-resident aliens require the W-4 NRA and PR-100

I-9 Requirements

New employees will be required to complete an I-9 through LawLogix prior to their first day of work. They will receive instructions via email with the login information. The employee will also be required to provide documents from the a List of I-9 Acceptable Docs.

ONYEN Services

Employees can create an ONYEN by going to: ONYEN Services

Employees can also set up their email address by going to: ITS Mail Self-Service

International Student and Scholar Services (ISSS)

Procedures for appointment may be in place within your department. Please check with your departmental HR Representative regarding this procedure. If the candidate is an international scholar there are additional forms that will need to be completed.  For further information please contact the Office of International Student and Scholar Services, (919) 962-5661.

Annual Performance Evaluation

According to the postdoctoral policy, a mentor of a postdoctoral scholar must complete an annual written evaluation of the Scholar’s performance. This process should be simple and must include the opportunity for the postdoc to respond in writing to the evaluation.

The UNC Postdoctoral Scholar Evaluation Form is provided as a guideline.

Promotion

The chart and other resources below provide information on potential promotion options for current UNC postdocs nearing the end of the 5-year limit. You may choose to discuss this with administrators in your school or college to determine whether one of these positions might be a viable option for you.

• Comparison Chart for Postdoc Promotion Options
• Procedure for Promoting a Postdoc to EHRA Non-Faculty Research Associate
• Sample Appointment Letter for Research Associates

New Hire

The process for recruiting and hiring a postdoc is outlined in detail on the page linked below.

• Procedure for Appointing a Postdoctoral Research Associate
• Sample Appointment Letter to Postdoctoral Scholar

Appointment Extension

To request an extension of appointment (beyond the five year limit) for a postdoctoral trainee, complete this form and submit it to OPA Human Resources.

• Request for Postdoc Extension (Approval Required)
• Request for Postdoc FTE Reduction (Approval Required)

Discontinuation

In the event a postdoc needs to be terminated before the end of his/her appointment, please consult with the Office of Postdoctoral Affairs. Below are two templates that can be modified for postdoc terminations. Please be sure to include a signed letter with the ePAR.

• Sample Postdoc Termination Letter – General
• Postdoc Termination Template – Lack of Funding

Supervisor Resources

• NIH Salary Scale
• Supervisor Orientation Checklist for Postdocs
• Postdoc On-boarding
• Policies
• Postdoc Tax Information
• Postdoc New Hire Packet
• Overload Forms
• Register for Postdoc Orientation HERE