Human Resources

Visit this page for human resources tools and tips relating to postdoctoral researchers. Topics include general policies, visa and benefits information, and advice for new employees.

Academic Appointment Processing Times

• Academic appointments must be approved by the Vice Chancellor for Research before the Scholar can begin working.
• The appointment request material should be provided to RES Human Resources eight weeks prior to the proposed start date to allow ample time for approval.
• International Scholars requiring visas should contact RES HR as early as possible. Visa processing requires a minimum of three months and up to six months, depending on the visa type.

Postdoc Definition

Applicants must satisfy all of the following specifications:

• possess a Ph.D. or foreign equivalent conferred less than five years ago (however, extenuating circumstances, including health and family care, will allow for exceptions to this requirements);
• proposed appointment may not total more than five years of service including previous postdoctoral experience at other institutions;
• *have an institutional source of funding, e.g., fellowship, traineeship, or equivalent external support;
• pursue a program of research and training under the direction of a faculty member with approval of an academic department or organized research unit (ORU) and registration with the VSPA Program;
• may not have been employed as an assistant professor, associate professor, or professor; and
• the appointment term must be at least one month in duration.

Titles

• Postdoc Employee (Job Code 3252): When (1) the agency funding the salary requires or permits the appointee to be an employee of the University, or (2) whenever General Funds, Opportunity Funds or other University discretionary funds are used to support the position.
• Postdoc Fellow (Job Code 3253): When the Scholar has been awarded a fellowship or traineeship for postdoctoral study by an extramural agency and the fellowship or traineeship is paid through a University account.
• Postdoc Paid Direct (Job Code 3254): When the Scholar has been awarded a fellowship or traineeship for postdoctoral study by an extramural agency and the agency pays the fellowship or traineeship directly to the Scholar, rather than through the University. Such appointments shall have a “without-salary” status.

Please see the Visiting Scholar and Postdoc Affairs (VSPA) web site for more information on guidelines for prospective Postdocs.

Complete Postdoc policy is contained within Academic Personnel Manual 390 (http://www.ucop.edu/acadadv/acadpers/apm/apm-390.pdf)

Postdoctoral Appointment Application and Approval Process

Information needed from PI:

Completed Postdoc Authorization Form (signed copy indicating dates, rate of pay, fund source, and research description)

Minimum postdoc salary is Step 2, regardless of the funding source. Please refer to the Postdoc Salary Scale for salary information.

Information needed from Postdoc:

• Current curriculum vitae (CV)
• Copy of Ph.D. Certificate (please include English translation if applicable)
• A completed VSPA application (without signature)
• For Paid Direct and Fellows, proof of funding from funding agency is required.
• If a visa is required, please contact Newsha Firoozye for more information on application process and required supporting documents

Once the appointment has been approved, Scholar will be contacted to set up an appointment to fill out hire documents. An offer letter will be provided prior to the start date of appointment. Please refer to Helpful Information for New Postdoc Hires for benefits and privileges once hire paperwork has been completed.

Postdoc Benefits

Visit the Garnett-Powers and Associates web site for information on plan options and forms.

Postdocs can enroll online on the At Your Service (AYS) enrollment tool during their initial 31-day period of eligibility (PIE) from the date of hire. They can use the AYS website to make changes during open enrollment (including adding dependents or changing plans).

Those who wish to enroll in their benefits plans online should follow these instructions:

1. Go to the At Your Service website
2. Choose the Sign into my accounts icon (with the gold star)
3. Enter social security number and password.

NOTE: The initial default password is the postdoc’s birthday in an eight digit format (mmddyyyy). Once the postdoc has entered this information, they will be prompted to customize their password. If you have problems with the password, please contact Sheila Taliaferro in Benefits at 643-7986 or via email at sheilat@berkeley.edu

4. Once logged in, choose Enroll in benefits under Health and Welfare
5. Once you click on Enroll in benefits an instruction screen will appear helping guide the postdoc through the enrollment process.
6. Once the enrollment process is complete, be sure to confirm.
7. After the postdoc confirms the enrollment a confirmation screen will appear indicating the actions the postdoc took. This screen will include a confirmation number. Please have the postdoc print this screen for their records.
8. The postdoc will also receive an email confirmation from At Your Service.

Changes other than initial enrollment and open enrollment will still be done via the current paper process initiated at the Garnett-Powers & Associates PSBP website. You must fill out the enrollment form and the beneficiary form, print them out, sign and return to RES Human Resources for processing. It takes approximately one month for HealthNet to send you enrollment information so if you have an immediate need to see a doctor, contact HR and we will get the carrier to expedite the processing of your information.

The paper process will still be used for the following actions:

• Any action for postdocs who do not yet have a Social Security Number
• Adding or changing spouses information when the spouse does not have a Social Security Number
• Changes outside of initial enrollment or open enrollment such as qualifying events. (i.e. newborn or adopted child, spouse loses coverage etc.)
• Postdoc misses the initial 31-day Period of Initial Enrollment (PIE).