Postdocs and Early Career Programs (PECP) processes all new postdoc appointments, reappointments, extensions, salary changes, and changes between postdoctoral titles through a standard online process. Details on each action are listed below. If you have any questions or if you are unable to submit online, please contact [email protected].

According to Brown University's Handbook of Academic Administration, postdoc appointments must meet the following criteria:

  1. Be hired for at least 12 months
  2. Hold a PhD or equivalent degree
  3. Have fewer than 5 years postdoc experience
  4. Be paid through Brown University or external funding.

Appointments are typically one year in duration. Multi-year appointments must align with visa dates (please consult with OISSS). Individuals who come to Brown with 5 or more years of postdoctoral research experience should be hired under a non-postdoc title through the Office of BioMed Faculty Administration (BMFA).  

For information on postdoctoral titles, please visit the Office of University Postdoctoral Affairs website. 

New Appointments

All of the following should be provided as one combined document via the Google Submission form:

  1. Postdoc Action Form (PDAF)
  2. Postdoc's Current CV (no biosketches)
  3. Postdoc's Individual Development Plan
  4. Letters of Recommendation, three (3) - Acceptable formats:
    • Hard copy, signed, dated, on letterhead OR
    • Email, with date, and official signature line including name, title, and institution of recommender.
  5. Proof of PhD - Acceptable formats:
    • Documentation from authorized official of the degree-granting institution certifying all degree requirements have been met and that the thesis has been turned in (signed, dated, on letterhead)
    • Photocopy of doctoral diploma
    • Memo from graduate mentor or Department Chair attesting to completion of requirements and that the thesis has been turned in (signed, dated, on letterhead) 
      Note: On first day of work, postdoc must provide either 1 or 2 if not provided when paperwork was processed.
  6. Copy of the BioMed Postdoc Search Close Report if this hire is a result of a search.

Please note the types of appointments:

  • Postdoctoral Fellow (funded by Training Grant (T32) or Individual Fellowship
  • Postdoctoral Research Associate (funded by faculty grants, institutional funds)
  • Postdoctoral Research Fellow (HHMI Hanna H. Gray Fellows ONLY)

Re-Appointments

Reappointments should be a minimum of 12-month duration, and should be submitted at least 30 days prior to the reappointment start date. University policies prohibit postdoctoral appointments beyond the fifth year. Please reach out in advance if an exception is being requested from the Dean. 

All of the following should be provided as one combined document via the Google Submission form:

    1. Postdoc Action Form (PDAF)
    2. Postdoc's updated CV (no biosketches)
    3. Postdoc's updated Individual Development Plan

    Salary Changes

    Salary increases for PDRAs are applied on the anniversary of their hire date and must follow Brown's policies regarding compensation. Salary increases for PDFs should align with the dates indicated in their Notice of Award. 

    All of the following should be provided as one combined document via the Google Submission form:

      1. Postdoc Action Form (PDAF)
      2. Postdoc's updated Individual Development Plan

      Appointment Extensions

      Appointment extensions should be submitted at least 45 days prior to the appointment end date. Please note: administrators must pro-rate vacation accrual and may need to manually adjust it in Workday. Please reach out to [email protected] for additional information. 

      All of the following should be provided as one combined document via the Google Submission form:

        1. Postdoc Action Form (PDAF)
        2. Postdoc's updated Individual Development Plan

        Brown Grad Students Transitioning to Postdoctoral Appointments

        If a graduating PhD student is going to continue at Brown as a postdoc, it is important to let PECP and OGS know in advance. Please note the following:

        • Students MUST complete all requirements prior to the Appointment Date. Thesis defense is NOT completion. A full listing of completion requirements can be found at the Graduate School website. PECP will confirm that requirements have been met. 

          As with any other new appointments, Brown PhD students must complete all PhD requirements before they can be appointed as a Postdoc. If a student listed with an “active” status within the semester they expect to complete requirements, the Department should contact the Graduate Program's administrator to request the following:

          • Update GSIM with Student appointment end date (15th or last day of the month, typically).  Please note that the Student support will end on this date, and they should immediately start their postdoc position at Brown.  
          • Once the appointment revision is submitted, OGS and the Graduate Program can work with University HR to end the student status in Workday. This will help facilitate creating a new position in Workday for the Postdoc position.

          Please note that student’s status is “Active” and enrollment is continuous until the change is requested. Departments are encouraged to submit postdoctoral appointment requests to OGS well in advance (at least two weeks) of intended start dates. Appointments can usually be made conditional upon completion of PhD requirements, and start dates can be adjusted as need be. With some advance planning, we can make this a smooth and timely transition for our students to postdocs.

          Here are some considerations specific to Brown graduate students transitioning to postdocs:

          • Will the postdoc stay on their student insurance or immediately enroll in the Brown plans?
          • Will the postdoc stay for a 12-month appointment? 
          • The Graduate School must have ended a graduate student's employment in Workday before they can be hired into the postdoc position. 

          Additional Documentation Required for Postdocs with Visas

          International postdoctoral researchers may require submission for or renewal of visas. Please connect with The Office of International Student and Scholar Services (OISSS) for the process. As soon as the appointment/reappointment letter is sent to you, please make sure the postdoc signs the letter accepting the terms and return a copy to [email protected] as well as forwarding a copy of the letter and other paperwork to OISSS.