Northwestern University Feinberg School of Medicine
Faculty Affairs Office
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Postdoctoral Fellows

Postdoctoral Fellow Titles

Postdoctoral Fellow
NRSA Postdoctoral Fellow 
Postdoctoral Fellow - Department of Education
Visiting Postdoctoral Fellow

View detailed position descriptions.

Postdoctoral Fellow Stipends

The minimum stipend level for a postdoctoral research fellow appointment at the Feinberg School of Medicine is the National Institutes of Health Kirschstein-National Research Service Award (NRSA) stipend for zero years of experience.  View NRSA Stipend Levels and the Feinberg Policy on Postdoctoral Fellow Stipends.

  • NRSA Postdoctoral Fellows: All newly appointed and reappointed NRSA postdoctoral research fellows must receive the NIH NRSA stipend rate for her/his years of experience as a postdoctoral research fellow.
  • Non-NRSA Postdoctoral Research Fellows: All other postdoctoral research fellows must receive a salary at least equivalent to the NRSA stipend for zero years of experience; aligning their salary with the NRSA scale for years of experience is recommended but not required, and annual increases should be based on performance review

 New Appointment

Departments submit the following documents to the Faculty Affairs Office:

  • NU Postdoctoral Fellow Appointment form, signed by the Principal Investigator and the chair of the department or center director
  • Salary for NRSA Postdoctoral Fellows must be commensurate with the NIH NRSA stipend rate for years of experience as a postdoctoral fellow; for non-NRSA Postdoctoral Fellows, the salary must be at least the NRSA rate for zero years of experience and aligning with the NRSA stipend rate for years of experience is encouraged but not required 
    View FSM policy and NRSA stipend levels
  • Current CV (ONE copy)
  • Position Data/Appointment Forms, signed by the department administrator or center director 
       Appointment form Action/Reason = HIR/HIR 
       Position Data form Action/Reason = POS/NEW
  • Personal Data Form
    If the appointee is not in town yet, submit the form and include as much information as you can get. When the appointee arrives, send us a new form containing the appointee's ORIGINAL signature and LOCAL address 
  • If degree completed within 6 months of start dateProof of degree completion or notarized diploma 
  • For Visiting Postdocs: Documentation/letter from the appointee's home institution to verify his/her current status there

 Reappointment

Annual Process for Reappointment/Merit Increase

Each summer, there is a brief window of time when reappointments and merit increases are processed using panels in myHR. Details for the current or most recent summer process (including deadlines for its use) are in the checklist below.  If the checklist does not apply, use the standard process.

Standard Process

Departments submit the following documents to the Faculty Affairs Office:

  • NU Postdoctoral Fellow Appointment form
    Signed by the Principal Investigator and the chair of the department or center director
  • Salary: NRSA Fellows must receive salary increases annually to reflect the NRSA stipend rate for their years of experience; for non-NRSA Fellows, annual incremental salary increases consistent with the NRSA stipend rate for years of experience are recommended but not required and should be based on an annual performance review.
    View FSM policy and NRSA stipend levels
  • Position Data/Appointment Forms (printed from myHR w/employee ID#) 
    Appointment form Action/Reason = DTA/REA
  • One CV (only if the appointee has been working at NU for three years or more)
  • No personal data form needed, unless the appointee needs to update local address/other information.

 Change Appointment Effective Date

  • NU Postdoctoral Fellow Appointment form, signed by the chair of the department or center director. The Principal Investigator's signature is optional
  • Position Data/Appointment Form, printed from myHR with employee ID
    Appointment form Action/Reason = HIR/HIR, write in "change effective date" in comments section at bottom 
    Position Data form Action/Reason = POS/NEW (If changes to the position are being made.)

 Change in Title

  • NU Postdoctoral Fellow Appointment form, signed by department chair or center director and the Principal Investigator
    Note: In the "Action Requested" section, write in Change in Title
  • Position Data/Appointment Form, printed form myHR and updated 
    Position Data Form Action/Reason = POS CLS if keeping the same position number in myHR (update fields as appropriate to re-classify the existing position); POS NEW if creating a new position 
    Appointment form Action/Reason = DTA/REA if keeping the same position number; XFR DPO if creating a new position
  • Current CV

 Rehire

Return of previously active research staff; may be in different job title and/or department

  • NU Postdoctoral Fellow Appointment form signed by the Principal Investigator and chair of the department or center director.
    Note: Check reappointment box and write REHIRE
  • Salary: For NRSA Postdoctoral Fellows, salary must be commensurate with the NIH NRSA stipend rate for years of experience as a postdoctoral fellow; for non-NRSA Postdoctoral Fellows, the salary must be at least the NRSA rate for zero years of experience and aligning with the NRSA stipend rate for years of experience is encouraged but not required 
    View FSM policy and NRSA stipend levels
  • One CV if more than six months since termination
  • Position Data/Appointment Forms. These should be signed by the department administrator or center director 
    Appointment form Action/Reason = REH/REA
  • Personal Data Form, if more than six months since termination

 Transfer

New department submits the following documents to FAO:

  • NU Postdoctoral Fellow Appointment form
  • Salary: For NRSA Postdoctoral Fellows, salary must be commensurate with the NIH NRSA stipend rate for years of experience as a postdoctoral fellow; for non-NRSA Postdoctoral Fellows, the salary must be at least the NRSA rate for zero years of experience and aligning with the NRSA stipend rate for years io experience is encouraged but not required  
    View FSM policy and NRSA stipend levels
  • Position Data/Appointment Forms printed from myHR and signed by both departments:
      -Former department prints forms from myHR, signs, and sends to new department
      -Appointment form Action/Reason = XFR/DPO, and change appropriate fields
      -Position Data Form Action/Reason = POS NEW if opening a new position; no change necessary if using an existing position
  • CV
  • Personal Data Form (Not needed if appointee has worked for the medical school in the last six months in RESEARCH STAFF position)

 Leave of Absence

To request a leave of absence, refer to this table and submit the appropriate materials to Human Resources.

 Resignation

Submit the following to the faculty Affairs Office:

  • Position Data/Appointment Forms (printed from myHR) indicating termination date, signed by the department or center administrator
  • Resignation letter from postdoc 

 Termination

Per November 2010 policy from HR, termination of Postdoctoral Fellows must follow a new process:

     Termination Table 
     Talking Points
      Sample Letter

Submit the following to the faculty Affairs Office:

  • Position Data/Appointment Forms (printed from myHR) indicating termination date, signed by the department or center administrator
  • Non-reappointment letter from department or center to postdoc
    Note: Visiting Postdocs do not require a non-reappointment letter

 Death

Submit paper copies of the following documents to the Faculty Affairs Office:

  • Position Data / Appointment Forms, printed from myHR and updated
    Action/Reason Code: TER/DEA
  • Obituary (if available)
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