Post Doctoral Appointment Process

Appointment Process

Supervisor Training is Highly Recommended Once Every Five Years.
When you are ready to hire, here are the required documents:

  • Email completed Appointment Initiation Form with approval signatures to Teresa Pergher and Jackie Rusnak
  • Memo from Selection Committee Chair indicating why Finalist chosen as "best qualified candidate" and requesting approval from Department Chair to proceed (reference ROCS posting number)
  • Department Chair's letter to Executive Dean requesting approval to proceed with the hiring of the Finalist
  • Updated CV with a current mailing address for Finalist
  • Three professional letters of recommendation (on official letterhead) are required for new Post Docs appointments
  • Official Copy of PhD Degree Certification
  • Unofficial Copy of Transcript (required only if this is a contingency hire - see information below)
  • Offer Letter signed by Chair and Finalist (this letter will serve as an HCM attachment)
  • Background Check Certification (this document will serve as an HCM attachment)
  • The Position Description and Posting Summary Detail can be maintained as part of your office file documents.

Each department will prepare a letter of appointment which will be uploaded into RIAS.

In addition to the required file documents listed above, all non-US citizens who are seeking a visa must complete a Proof of English Proficiency form and follow the following instructions:

  • Email completed Appointment Initiation Form with approval signatures
  • For DS-2019 requests, access the Center for Global Services website, search for the request link. Enter your id and password along with the full name and address of the joining party. This link will then be emailed directly to the joining party so they may upload their documents (CV, passport, source of funding, letter of invitation). You will receive a notification email once this process has been completed. You may now upload any remaining documents (i.e., JE numbers along with the English proficiency document and appointment letter). Once submitted, the Chair then the Vice Dean will approve the appointment and the International Center will be prompted that the process has been completed. The Global Center will notify the Department by email when the DS-2019 is ready.
  • Official Copy of PhD Degree Certification

It is strongly recommended that first-time Post Doctoral appointments of Non-US citizens be for an initial appointment term of one year.

Individuals who do not hold a PhD at the time of the appointment request may be considered on a case-by-case basis. Contingency requests should be directed to SEBS-HR along with a current CV and an official qualifying receipt of submittal of dissertation for the Dean's review. We reserve the right to request an official transcript at the completion of the PhD program.

For more information visit academiclaborrelations.rutgers.edu/academic-appointments-manual/academic-appointments-manual (Academic Appointments Manual).

Contingency Requests – Recruitment of Post Docs

All Post Doctoral Associates are required to have a PhD on or before the actual date of hire.
In the case the department already has a key candidate in mind prior to posting this vacancy who has not yet achieved their PhD, hiring faculty members are encouraged to request an official letter from the Chair of the potential candidate’s Thesis Committee. This letter will explain that the candidate will soon be considered for a position within Rutgers/SEBS/Department and inform them of the need to obtain additional information surrounding thesis submittal and final dissertation defense dates to assist in creating a timeline for receipt of the PhD degree. Once this determination is made, should the faculty member decide to proceed, the recruitment process should begin after receipt of this official letter in order to avoid posting the vacancy too far in advance. This official letter along with an unofficial transcript should be forwarded to SEBS-HR for review and approval on behalf of the Office of the Dean. As a rule, SEBS will only honor contingency hires for those who are within 90 days of receipt of their PhD degree. Once the PhD is received, the department has the right to request an official transcript and should receive and maintain a copy of the officially awarded PhD degree on file.