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UC DAVIS: OFFICE OF GRADUATE STUDIES August 21, 2003 DEANS, DIRECTORS, DEPARTMENT CHAIRS AND CAMPUS ADMINISTRATIVE OFFICERS Re: Academic Personnel Manual 390 - Postdoctoral Scholars The University of California has adopted a new system wide policy that defines and sets forth terms and conditions relating to the appointment of Postdoctoral Scholars. The development of this policy was undertaken in response to national and University of California discussions and reports on postdoctoral education over the past five years. This policy became effective July 1, 2003, and will be phased in on the Davis campus over the next six months. The University of California, Davis, policy on Postdoctoral Scholars adopted in 2002 (PPM 210-65) is generally consistent with APM 390, but will be revised as required. APM 390 applies to both (1) Postdoctoral Scholars appointed as employees of the University and (2) Postdoctoral Scholars appointed as fellows and paid stipends by extramural agencies either directly or through the University. It provides for consistent treatment, to the extent possible for both Postdoctoral Scholars who are employees and Postdoctoral Scholars who are fellows or trainees. The major provisions of APM 390 are as follows: * New Title Codes [390-8]: * 3252 - Postdoctoral Scholar Employee: This title code will be used for Postdoctoral Scholars currently hired in the Non-Student Postgraduate Researcher title as well as those appointed in the Visiting Postdoctoral Scholar title. (Expected effective date 1/1/04) * 3253 - Postdoctoral Scholar Fellow: This title code will be used for Postdoctoral Scholars who would have been appointed in the 9995/PDS title code. It is used when a person has been awarded a fellowship or traineeship that needs to be paid through a University account. (Effective 9/1/03) * 3254 - Postdoctoral Scholar Paid Direct: This title code will be used for those Postdoctoral Scholars who are paid directly by an extramural agency. (Effective 9/1/03) * Salary [390-18]: A salary range for UC Davis has been established. The minimum annual salary is $31,044 and the maximum is $75,324. A flexible compensation plan has been created for use on the Davis campus. Departments have the option of designing their own compensation plan and submitting it to the Office of Graduate Studies for approval. When extramural agencies establish stipends at a rate less than the University minimum, the Principal Investigator/Mentor is required to provide additional funding to bring the Postdoctoral Scholar up to the minimum of the UC-established range. * Appointment Percentage [390-19]: Appointments must be made at 100%. Exceptions, upon written request of the Postdoctoral Scholar, may be granted for reasons of health, family responsibilities or employment external to the University. * Appointment Notices [390-21]: A written notice of appointment is to be provided to each Postdoctoral Scholar, and the Postdoctoral Scholar is required to accept the appointment in writing. A template for the appointment letter is available, on-line at http://gradstudies.ucdavis.edu/postdocs/pdschanges.htm. * Annual Reviews [390-25]: Mentors must conduct annual reviews of their Postdoctoral Scholars. Such reviews may assess the Scholar's progress to date, strengths, areas needing improvement, and potential for becoming a career researcher in the discipline; the reviews may also be used to plan activities for the following year. Evaluations are important for Postdoctoral Scholars to understand their performance and plan their careers, and are helpful for mentors when advising Postdoctoral Scholars and recommending them for career positions. * Grievances and Corrective Action and Dismissal [390-40 & 390-50]. APM 390 delineates a policy and procedures for grievances, corrective action and dismissal. These provisions are similar to APM - 140 (Non-Senate Academic Appointees/Grievances) and APM - 150 (Non-Senate Academic Appointees/Corrective Action and Dismissal). Some significant differences recognize the temporary and training nature of Postdoctoral Scholar appointments. * Time Off [390-61]: Postdoctoral scholars will not accrue vacation. They will be expected to take time off each academic year in the intersession and recess periods (about 4 weeks, excluding University holidays) between the beginning of fall term and the end of spring term. Alternate arrangements should be made if research does not allow for breaks during those times. Time off does not carry forward to subsequent years. (Becomes effective with Title Code 3252 - January 1, 2004) * Benefits [390-75 and 390-76]. A common set of medical, dental, and vision plans will be offered to all Postdoctoral Scholars - employees and fellows alike - beginning January 1, 2004. Fund sources will be responsible for covering the cost of benefits. Other benefits will be equalized to the extent possible under Federal and State laws. As University trainees, Postdoctoral Scholars are not eligible to participate in the UC Retirement Plan. Postdoctoral employees (but not non-employee postdoctoral fellows) will participate in a Defined Contribution Plan. * Existing Postdoctoral Scholars [390-Appendix A-8]: Postdoctoral Scholars currently appointed in 3240 - Non-Student Postgraduate Researcher and 3370 - Visiting Postdoctoral Scholars will be given the opportunity to move into 3252 - Postdoctoral Scholar Employee, beginning September 1, 2003. The change will be effective January 1, 2004, with title code 3252 - Postdoctoral Scholar Employee. As of January 1, 2004, no new appointments of postdoctoral scholars may be made to 3240 and 3370. * 3240 - Non-Student Postgraduate Researchers [390-Appendix A-9]: Individuals in this title code who are not Postdoctoral Scholars will need to be appointed in other titles by July 1, 2006. The Office of Graduate Studies, the Office of the Vice Provost - Academic Personnel and the Office of Human Resources have developed a crosswalk of titles that may be appropriate for non-postdoctoral PGRs. See http://gradstudies.ucdavis.edu/apm390/. * Expiration Date [390-Appendix A-5]: The 3240 - Non-Student Postgraduate Researcher and the 3370 - Visiting Postdoctoral Scholar titles will expire January 1, 2010. The full policy may be found online at http://www.ucop.edu/acadadv/acadpers/apm/apm-390.pdf. Graduate Studies also has provided a website for information regarding APM 390 and its implementation on the UC Davis campus (http://gradstudies.ucdavis.edu/apm390/). Further details regarding the transition from Non-Student PGRs who are not postdoctoral scholars to other academic and staff titles will be available shortly from Graduate Studies, Academic Personnel and Human Resources. Questions may be directed to Lois Campbell in the Office of Graduate Studies (754-6447 or ldcampbell@ucdavis.edu). Thank you for your assistance in implementing this new policy. Sincerely, Jeffery C. Gibeling Dean - Graduate Studies 03-095
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