Tools for Setting Expectations and Evaluating Postdoc Performance
OPA’s Postdoctoral Scholar Appointment Procedure
Feedback, guidance, and constructive criticism are important for a Postdoc’s personal and professional growth. Therefore, at the beginning of the appointment, each Postdoc will be required to attend an OPA-sponsored IDP workshop and prepare an IDP that identifies the Postdoc’s professional development needs and career objectives. IDPs also serve as a communication tool between the Postdoc and their Mentor. An IDP template can be found on the OPA website.
A written evaluation of each Postdoc’s work performance will also be performed annually (based on appointment year) using the “Annual Evaluation Form” available on the OPA website or a similar form. Annual evaluations should be completed no later than thirty (30) calendar days before the anniversary of the Postdoc’s appointment date. For example, if a Postdoc was appointed for a three year term on May 15, 2023, their evaluations should be completed no later than April 15, 2024, April 15, 2025 and April 15, 2026 (thirty calendar days before their anniversary date of May 15th). For Postdocs serving a one-year appointment only, a written evaluation must be prepared at least thirty (30) days prior to the end of appointment.
The Mentor will complete the “Annual Evaluation Form” (or a similar document) and discuss it with the Postdoc during a meeting held between the Mentor and the Postdoc. The Mentor and Postdoc should review the evaluation together, and then both sign the form. Preparation of the evaluation and the meeting between the Mentor and the Postdoc should all occur at least thirty (30) calendar days before the anniversary of the Postdoc’s appointment date. Once the annual performance evaluation is complete and both parties sign, a copy should be placed in the Postdoc’s departmental file.
When performance concerns arise, faculty mentors should promptly and constructively address them by developing a Performance Improvement Plan (PIP). A PIP can be developed as early as 3 months into an appointment, and should include measurable goals, timelines, and potential consequences if the Postdoc fails to demonstrate some improvement in the competency(ies) or area(s) of concern. The minimum timeline for performance improvement should be 30-days, however a thorough 90-day plan is highly recommended.
OPA HR and the Director of OPA must be consulted and review a PIP before it is issued to discuss potential next steps once the PIP is issued.
A final copy of the PIP must be shared with the Postdoc and filed with the Department of Human Resources and OPA at opahr@unc.edu.
Annual Review Templates
- UNC-CH Annual Performance Appraisal For EHRA Non-Faculty Employees
- Postdoctoral Scholar Performance Annual Evaluation Form
Writing a Performance Improvement Plan (PIP) for Postdocs:
When performance concerns arise, faculty mentors should promptly and constructively address them by developing a Performance Improvement Plan (PIP). A PIP is a structured tool that identifies areas needing improvement, outlines specific actions, sets timelines, and defines measurable outcomes to support the postdoc’s progress.
Key Elements of a PIP:
- Focus Areas: Clearly identify performance issues (e.g., research output, timelines, communication, professionalism) with specific examples.
- Collaborative Approach: Engage the postdoc in creating the plan to ensure shared commitment.
- Action Steps: Provide concrete, realistic steps aligned with the postdoc’s responsibilities.
- Timeline: Set a clear timeframe (minimum 30 days) with regular progress checkpoints.
- Measurable Outcomes: Define how success will be assessed.
- Supportive Tone: Emphasize development and align the plan with career goals.
- Resources: Document available training or support.
- Follow-Up: Schedule regular meetings to monitor progress and adjust as needed.
- Documentation: Include signatures from both mentor and postdoc; send a copy to OPA at opahr@unc.edu.
A well-crafted PIP serves as a constructive, developmental tool to help postdocs address challenges and succeed in their roles.
Performance Improvement Plan Templates:
Mentoring Relationship Agreements
A Mentoring Relationship Agreement (MRA) is a valuable tool to help mentors and postdocs set shared expectations, establish communication norms, and define goals at the start of their working relationship. These agreements foster clarity, trust, and accountability—key elements of a productive mentoring experience. Sample templates are available to guide conversations around roles, timelines, feedback, and professional development priorities.