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Getting Started: Postdoc Hiring Process
Getting Started: Postdoc Hiring Process
Recruiting Postdocs
Recruiting Postdocs
Labs are welcome to share open postdoc positions with their networks, post on relevant job sites, etc
We encourage the use of the U-M jobs site, http://careers.umich.edu/ to post your position. Candidates can narrow by career interest: "Research Fellows"
Our office hosts a bi-annual recruiting event, Postdoc Preview, to support faculty in recruiting top postdoc talent across the nation. If you are interested in being included, please let us know at postdocoffice@med.umich.edu.
You may also connect with a potential candidate through less formal recruiting: conversations at a conference, direct outreach from an interested grad student, etc.
Determining if "postdoc" is the correct job title
Determining if "postdoc" is the correct job title
From the Standard Practice Guide: Units at the University will use the title of Research Fellow when appointing individuals who already possess either a terminal doctoral degree (i.e. Ph.D.) or a professional doctorate (e.g., M.D., D.D.S, D.V.M.) and who are pursuing advanced scientific or scholarly training, which may be in a clinical setting but is outside of the traditional clinical service and does not involve direct patient care.
Use this Decision Tool to help guide your decision in determining the best appointment for a new lab member. Not all job titles are covered in the descriptions included.
Other titles that may be appropriate include "Research Investigator," "Visiting Scholar," "Student," "Technician/Specialist," "Consultant," among others.
FAQ: What degree must my desired candidate hold in order to be hired into a Postdoctoral Research Fellow position?
FAQ: Do I have to post a postdoc position if we have a candidate in mind?
FAQ: Can a postdoc start an appointment prior to receiving a diploma?
To find the answer, click HERE to visit the FAQ page. The answer is under the HIRING section.
How to Hire
How to Hire
If a faculty member wishes to hire a Postdoc, the process is similar to hiring other laboratory staff.
Consider:
Is there funding to cover the postdoc's salary & benefits?
Is there a candidate in mind?
Is there space available?
Have all the requirements of the approval process been met? (see below)
Approval of the Position (SPG 201.19 II.C)
Approval of the Position (SPG 201.19 II.C)
Before a mentor makes any type of commitment to hire a Research Fellow, the appointment must be approved by the head of the unit in which the appointment is to be made. Before approving a Research Fellow appointment, the Dean or Director will assure that the hiring unit has met the terms described below:
The hiring unit has identified or will be able to identify appropriate fund sources to cover the cost of the Fellow’s fellowship and/or salary and the required University contributions to fringe benefits associated with the fellowship.
The hiring unit is able to make space available for the Fellow’s use.
The mentor and the Fellow have agreed upon a proposed training program that will enhance the Fellow’s scholarship and ability as a researcher.
The hiring unit has a conflict resolution process available to the Fellow to raise concerns or problems connected with the fellowship. Unit policies are described in the Dispute Resolution Policy.
Check with your HR Business Partner for questions about hiring.
Postdoc Appointment Checklist
Postdoc Appointment Checklist
For a more in-depth resource and checklist of the hiring process, see this document:
Offer Letter
Offer Letter
A template for the standard offer letter can be found below. You can open the document, go to File - Make a Copy - and edit your own version.
Please include the information below in your offer letter:
Requirements and expectations for the position
% effort for the appointment
Start Month Day, Year
Duration: one year maximum
Renewable* up to a total of 5 years
Expectations and contingencies for renewal
Salary (must meet the NIH year 0 experience minimum).
Effective April 1, 2023, all Research Fellows at Michigan Medicine must have a minimum salary equivalent to their year(s) of postdoctoral experience at the University of Michigan on the most recent NIH NRSA Stipend scale.
Information about visa sponsorship, if necessary
Contact information for department administrator
Description of any forms and documentation required for employment (upon arrival)
Laboratory information
Contact information for P.I.
FAQ: What is the minimum starting salary for a postdoc?
To find the answers, click HERE to visit the FAQ page. The answer is under the SALARY section.
FAQ: Can a postdoc receive a hiring bonus or moving compensation?
To find the answers, click HERE to visit the FAQ page. The answer is under the HIRING section.
FAQ: How many years can an individual be employed as a Postdoctoral Research Fellow? (including outside training received at another University)
To find the answer, click HERE to visit the FAQ page. The answer is under the RENEWAL section.
Optional Incentives for Postdoc Offers
Optional Incentives for Postdoc Offers
Consider equity within the department when offering optional incentives.
Michigan Medicine has a minimum salary policy aligned with the NIH NRSA zero-year experience stipend. Exceptional candidates or those in an especially competitive field can be offered a higher salary.
Note: Effective April 1, 2023, all Research Fellows at Michigan Medicine must have a minimum salary equivalent to their year(s) of postdoctoral experience at the University of Michigan on the most recent NIH NRSA Stipend scale.
The University may reimburse the new postdocs for moving and relocation expenses not to exceed one-twelfth of the new person’s annual salary rate. Although federal policy classifies a moving allowance as taxable income, fellows can deduct actual moving expenses when filing their annual tax return ($4,570 for a $54,840 salary).
An annual travel allowance to attend professional conferences can be stipulated in the offer letter.
An optional sign on bonus may be offered, with the maximum range of $3000 - $5000, the current University rate for high level professionals. The payment schedule is generally with a first installment either upon hire or after 6-month probationary period (preferred option). If the first installment was paid after 6 months, then the subsequent would be paid at a year. A number of stipulations do apply:
o Performance during that first year of employment must be satisfactory. Demotion, misconduct, termination or performance less than satisfactory, or a performance management plan will no demotion, or any other violation of the agreement, will result in not being eligible to receive the 2nd installment of the sign-on bonus.
o Voluntarily resigning from the position during the first year will result in repaying 1/2 amount of the portion of the sign-on bonus already received. This amount will be deducted from the final Michigan Medicine paycheck.
o If staff member is terminated for cause, 1/2 of the amount sign-on bonus already received will be repaid to Michigan Medicine. This amount will be deducted from the final Michigan Medicine paycheck.
o If employee transfers to another department within the first year of employment, 1/2 of the amount of sign-on bonus already received will be repaid to Michigan Medicine.
o Any other extenuating circumstances that occur will be reviewed on a case by case basis by the Department Administrator and the HR Partner.
o A sign on bonus is not part of base pay and is considered taxable income.
o A copy of the sign on bonus agreement will be placed into the staff member's personnel file.
Postdoc Onboarding
Postdoc Onboarding
Postdoc Orientation
Postdoc Orientation
Postdoc Orientation is hosted in partnership between Rackham & OGPS. It is held the first Wednesday of each month from 8:30 - 10 am.
You may register your incoming postdoc, or have them complete registration.
Upcoming sessions & registration information can be found here: https://rackham.umich.edu/postdoctoral-fellows/
Postdoc Onboarding Checklist
Postdoc Onboarding Checklist
Postdoc onboarding is handling by the individual department and lab.
Here is an optional checklist to help you work through onboarding items:
Training Courses
Training Courses
There are numerous required and optional training courses that depend on the type of work being performed. The following links provide access to the training. Each department and position may have specific requirements.
Learning Platforms:
PIBS 503: Research Responsibility & Ethics
In addition to completing the PEERRS-RCRS online course, those receiving support though applicable NIH training and career development grants (e.g., D, T, F, and K type awards) must participate in an appropriate instructor-led RCR training course/workshop for a minimum of eight (8) contact hours. Training must be completed at least once during each career stage, and no less than once every four years. This instructor-led training must be completed within one (1) year of being awarded or added to an applicable NIH grant. These sessions will continue to be organized and conducted by appropriate schools, colleges, and/or training programs.
Recommended Modules By Learning Platform
Recommended Modules By Learning Platform
General Compliance (COMP-10000)
HIPAA for Researchers (PRIV-10012)
Fire Safety - non-clinical (UMMS-C60260)
Critical Incident – non-clinical (UMMS-C60265)
Hazard Communication (SAFE-10012)
Animal Care and Use, if applicable (ULAM-10000)
Foundations of Good Research Practices (PEERRS_FDN_T100)
Research Administration (PEERRS_ADM_T100)
Conflict of Interest (PEERRS_COI_T100)
Human Subjects – Biomedical, if applicable (PEERRS_HUMS_T100)
Authorship, Publication and Peer Review (PEERRS_PUB_T100)
Export controls (PEERRS_ExpCtrl_T100)
UM Environment, Health, and Safety
General Laboratory Safety Training, if applicable (BLS025w)
Bloodborne Pathogens Training (BLS101w)
Shipping Materials with Dry Ice (BLS204w)
Shipping Chemical Preservatives (BLS206w)
Regulations for Shipping Biologics - Infectious Substances Category B (BLS209w)
Radiation Safety Orientation (RSS006)
Working Safely with Viral Vectors (BLS008)
Laser Safety Basic Training (BLS005w)
Applied Biosafety: Survival Skills for Individuals Working in Biological Laboratories (BLS035)
Autoclave Operation and Safety Procedures (BLS013w)
Centrifuge & Rotor Safety Training (BLS023w)
Courses on General Community Citizenship & Responsibilities (Diversity, Equity and Inclusion)
Responsibilities at Michigan - Sexual Assault, Intimate Partner Violence, Stalking, and Sexual- and Gender-Based Harassment (OIE100)
Cultivating a Culture of Respect (OL_19SMC01)
Unconscious Bias
Change it Up! - Bystander Intervention
Disability Awareness and Etiquette
Intercultural Awareness
Power and Empathy
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