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Hiring Information

Employment process for postdoctoral fellow checklist

Preparation for Recruitment

 

Review the Postdoctoral Fellows guidelines. Hiring Authority (Dean, Chair, Director, etc.)
Review University Policy 102.10, Employment of Postdoctoral Fellows. Hiring Authority (Dean, Chair, Director, etc.)
Develop a position description. (Here is a sample position description.) * Supervisor of Position

*NOTE: The minimum annual salary for a Postdoctoral Fellow must be $47,476.

Recruitment Process

Create a guest account in NinerTalent (if necessary), and begin a Temp Hire Posting for a Postdoctoral Fellow. Add search committee members, if needed.  Transition the posting to Human Resources. Use the Print Preview to create PDFs of the internal and external views of the posting to save to your future hire's file.  Temp Hire Manager / Department or Dean's Office
Review posting, add posting-specific questions. Post the position to jobs.charlotte.edu, where applicants can begin applying.  Academic Affairs (Franci Hamilton)

 

Screening Process

Conduct initial screening of applications to identify applicants who meet the minimum criteria advertised for the position and who may be considered further. Temp Hire Manager / Supervisor of Position
Choose top applicant(s) who will be hired as a Postdoctoral Fellow. Temp Hire Manager / Supervisor of Position
Change applicant status of candidate(s) to "Recommend for Hire." Temp Hire Manager

Once the Hiring Manager has changed the status of the final candidate to “Recommend For Hire,” they should email gradlifecenter@charlotte.edu to begin the background screening request.  

 

The email should contain the following information: 

 
  • Subject: Criminal Background Request 
  • Candidate's legal name (Lastname, Firstname, Middlename [or indicate that there is no middle name])
  • Candidate's email address
  • Candidate's 800 number (if they have one)
  • Name of department and department's organization code
  • Candidate's future supervisor (if different from person sending the email) 

(The final candidate will then receive an invitation from InfoMart asking them to complete the online consent form. Once the CGLL is notified of satisfactory results, the Hiring Manager will be notified that the background screening is complete and will be able to move forward with an Appointment Agreement.)

 Temp Hire Manager / Supervisor of Position

 

Appointment Process

Complete Foreign Visitor Information Form for each non-resident alien to be hired, if applicable.  Supervisor of Position
Contact the International Student/Scholar Office (ISSO) immediately if hiring a foreign national.

For more information about the steps to take, the types of visas that are acceptable for employment, the new hire packets for foreign nationals, and links to ISSO and the Tax Office, please visit the Human Resources site.		 Supervisor of Position
   
Create new hire's UNC Charlotte 800 number (if necessary). The Center for Graduate Life and Learning
Complete Agreement for the Temporary Postdoctoral Fellow Appointment Form (Form AA-35); please note that this form requires the new hire's signature as well as signatures of the department Chair, college Dean, Senior Associate Provost, and Graduate School Dean (Dr. Pinku Mukherjee- pmukherj@charlotte.edu). These signatures can be collected through DocuSign. 

The initial apppointment should be issued for a 12-month period. The minimum salary must be $47,476.

It is strongly recommended that a Postdoctoral Fellow have a beginning personnel date on the 1st or 16th of  the month.		 Department Chair / Dean's Office + New Hire
The postdoc should complete the Postdoctoral Insurance Request Form (AA-36) even if declining insurance coverage. 

Postdoc
Inform the postdoctoral candidate that on or before the first day of work they must  report to the Office of Human Resources, King Building, Second Floor, to complete the federally required I-9 verification process. They must bring a copy of their Agreement for Temporary Postdoctoral Fellow Appointment Form (AA-35). This employment requirement must be met on or by the first day of work. Supervisor of Position / Department
Ask the candidate to order their official transcript and have it sent directly to the hiring department's office. Supervisor of Position / Department
When the transcript is received, complete the Verification of Credentials for Faculty Form (AA-34 Fac) for the selected candidate. Send this form and the candidate's transcipts to gradlifecenter@charlotte.edu in the candidate's complete file (see below). Department Chair
Submit thethe foillowing documents to gradlifecenter@charlotte.edu. (Please do not combine these documents into one PDF.)

The required paperwork includes:
  • Accepted Offer of Appointment Form (AA-35) - Request signatures through DocuSign. Specify Pinku Mukherjee (pmukherj@charlotte.edu) as the final approver and send the fully-signed PDF to us.
  • Official transcript documenting highest degree earned or Foreign Credential Evaluation - must be sent directly to the University
  • Verification of Credentials for Faculty (AA-34 Fac)
  • Signed Insurance Postdoctoral Insurance Request Form (AA-36) required, even if the insurance is declined
  • PD-7 - Don't forget to add your department's org code along with the name of the department. On the "comments" line in block 2, add the supervisor's name and 800 number.
  • Curriculum Vita
  • Position description for Postdoctoral Fellow
  • NinerTalent Posting- PDF of external view
  • NinerTalent Posting- PDF of internal view
 Dean's Office
Send Foreign Visitor Information Form for non-residential aliens to the Tax Office. Department
Approve PD-7 and establish official personnel file for the faculty member. The Center for Graduate Life and Learning
Email Academic Affairs and request to close the posting once you have chosen all the candidates you need for the semester.

Temp Hire Manager

*Note: If the Postdoctoral Fellow accepted the insurance coverage, they will receive health insurance cards from BCBS. If not received, contact BCBSNC Customer Service at 1-800-762-8505 or email@studentbluenc.com.

Reappointment Procedures

When renewing the contract for a Postdoctoral Fellow, submit PD-7 and the following documents to gradlifecenter@charlotte.edu:
  • Signed Accepted Offer of Employment Form (AA-35)
  • If the postdoc decides to decline insurance (or accept insurance that was previously declined), they should submit the Postdoctoral Insurance Request Form (AA-36).
  • Position description 

In order to raise a Postdoctoral Fellow's salary, a new PD-7 and updated contract must be submitted to gradlifecenter@charlotte.edu. When submitting the new PD-7, please include the previous PD-7(s). These documents should be attached as separate files. 

 Temp Hire Manager / Supervisor of Positio

Separation Procedures