1. Confirm qualifications and check references. Check years of postdoctoral experience.
   
   1. Note that the duration of an individual’s postdoctoral service may not exceed five years in total, including postdoctoral service at other institutions. Requests for exceptions allowing a sixth year (APM 390-17b) are submitted for review and approval to the Departmental office which should forward the request to Graduate Studies Associate Dean for Programs. Please use the appropriate form.
   
   
2. Check (or create) the department compensation plan for postdoctoral scholars.
   
   1. If an off-scale salary is requested, please use the appropriate form.
   
   
3. The PI and unit head (Chair) create and send a draft appointment letter to Graduate Studies requesting approval of the proposed appointment (this may be done by email, see (4) below). Also attach the academic biography, CV, or resume of the individual to be appointed.
   
   1. The appointment letter needs to be written as required by policy APM-390. There is a template letter that should be followed.
      
   2. As per the template, the appointment letter should include the following information:
      
      1. Percentage of time
         1. Appointments of less than 100% time may be requested by the postdoctoral scholar only, and the appropriate forms must be completed.
         
      2. Rate of compensation
         
      3. Source of support
         
      4. Duration of appointment (start and ending dates)
         
      5. Responsibilities and expectations (be as explicit as possible regarding techniques that are expected to be used)
         
         1. Rights (dismissal, layoff, grievance, etc. Provide website for APM-390 or a hardcopy of APM-390).
         
         
      6. Health benefits information
         
      7. Time off and sick leave availability
         
      8. Department contacts
         
      9. Provide a copy of the mentoring document.
         
4. The appointment letter and materials may initially be circulated by email for electronic signature approval to expedite processing, as follows:
   
   1. The PI prepares the appointment letter and any associated documents (CV, resume, any necessary exceptions to policy, etc.) and emails them to the Chair stating “I recommend the hire of a post-doc pursuant to the attached materials, please review and forward this email to the Associate Dean for Programs with a statement indicating your approval of this recommendation.”
      
      1. The appointment letter needs to be written as required by policy APM-390. There is a template letter that should be followed, it is available at the following URL: http://www.gradstudies.ucdavis.edu/postdocs/appointments.html
         
      2. As per the template, the appointment letter should include the following information:
         
         1. Percentage of time
            
            1. Appointments of less than 100% time may be requested by the postdoctoral scholar only, and the appropriate forms must be completed.
               
            2. Rate of compensation
               
            3. Source of support
               
            4. Duration of appointment (start and ending dates)
               
            5. Responsibilities and expectations (be as explicit as possible regarding techniques that are expected to be used)
               1. Rights (dismissal, layoff, grievance, etc. Provide website for APM-390 or a hardcopy of APM-390).
               
            6. Health benefits information
               
            7. Time off and sick leave availability
               
            8. Department contacts
               
            9. Provide a copy of the mentoring document.
               
   2. The unit head (Chair) reviews the proposed appointment, forwards it with attachments and a statement of approval to the Associate Dean for Programs in the OGS.
      
   3. The email with appointment letter and materials (that has PI and Chair approval emails still attached) is reviewed and approved. Approval by Graduate Studies is emailed back to the hiring unit.
   
   
5. The approved appointment letter, and associated materials, signed by the PI and the unit head are sent to the postdoctoral scholar as hard copies. The postdoctoral scholar accepts the appointment by signing the appointment letter and returning it to the hiring unit.
   
6. The final original copy of the appointment letter with PI, unit head, and scholar signatures must be sent to the Associate Dean of Programs, in Graduate Studies, 250 Mrak Hall. The original signed appointment letter will be retained in Graduate Studies.
   
7. A copy of the appointment letter with all signatures will be returned to the hiring unit.

Revised 7/25/2005