Postdoctoral Scholars Meeting by z6t561W

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									Postdoctoral Scholars
             Meeting
        September 21, 2007




                             1
Welcome!
   Gale Morrison, Dean of the Graduate Division

   Jodi Anderson, Assistant Dean of the Graduate
    Division

   Barbara Ige, Director Campus Communications &
    Relations

   Michelle Morris, Executive Assistant to the Deans

                                                        2
Meeting Overview

   Review systemwide policy affecting all
    postdocs

   Discuss campus interpretation of policy
    & practice

   Questions and answers

                                              3
Postdoc Population

   Over 300 individuals are currently appointed as
    postdocs at UCSB
     Approximately 200 are international


   Postdocs are currently appointed in over 30
    UCSB departments, research units, institutes,
    and centers


                                                      4
Presenters
   Cindy Ponce, Academic Personnel

   Cyndi Richardson, Human Resources/Benefits

   Tanya Plant, International Students and Scholars

   Kathy Graham, Research (Q & A)

   Amy Omoregie, Equal Opportunity Office (Q & A)

                                                       5
Policy Background
   UCOP issued APM-390, effective July
    1, 2003

   Guide to Postdoctoral appointment
    processes online:

http://www.graddiv.ucsb.edu/postdocs/


                                          6
Campus Policy & Practice


   The Graduate Division now serves as the
    department of record for all appointments

   The Red Binder provides campus
    interpretation of policy and campus
    procedures
       http://ap.ucsb.edu/policies.and.procedures/red.bin
        der/red.binder.pdf
                                                             7
Systemwide Policy Provisions
APM 390

   Defines “postdocs” as temporary appointees
    pursuing a full-time program of advanced
    academic preparation and research training under
    faculty mentorship.

       Nature of appointment is temporary
       Appointments must be made at 100% time
       Faculty mentorship is necessary
       Salary must meet or exceed established
        minimum

                                                       8
Who qualifies as a “Postdoc”?




                                9
                                                                     10

http://www.graddiv.ucsb.edu/pubs/postdocs/pdf/scholarpositions.pdf
Campus Appointment
Procedures: Checklist
   Checklist for submission of the hire packet:
    Red Binder Section III-19:
       http://ap.ucsb.edu/policies.and.procedures/red.bin
        der/red.binder.pdf

   All exceptions require approval by the Dean
    of the Graduate Division

   Complete Postdoctoral Scholar Appointment
    form (Red Binder III-20)
       http://ap.ucsb.edu/forms.and.information/Docume
        nts/PostdocApptForm.PDF                          11
Campus Appointment Procedures:
Appointment Packet
   Include additional appropriate paperwork:
    1. UCSB Biography form (initial appointment only)

    2. Recruitment paperwork for appointments in title
       code 3252 with appointment length of one year or
       more;
       a. Completed Summary B form; or
       b. Request and obtain an endorsement of
       exception to open recruitment from the Academic
       Preparation and Equal Opportunity Office prior to
       sending the packet.
                                                           12
         Include the endorsement with the packet.
Campus Appointment
Procedures
   Maintain copy of paperwork for departmental file

   Send entire packet to: Postdoctoral Scholar Coordinator
    3117, Cheadle Hall, Graduate Division MC 2070

   Enter appointment into PPS if there were no exceptions
    requested

   If exceptions were requested, Graduate Division will
    return copy of approved Appointment Form to
    department: enter appointment into PPS upon receipt of
    form

   Graduate Division will provide a copy of the appointment
    form to the Benefits Office.                             13
 Cindy Ponce
Associate Director
Academic Personnel




                     14
                        PPS codes
Title Code                       DOS code
3252 (Employee)                  REG

3253 (Fellowship)
  citizen, res. alien            FEN
  non-res. alien                 FEL
  Supplemental pay               PDD

3254 (Paid Direct)               PDW

   Time code= R, W for paid direct
   BELI= P, Benefits charged against the account on the distribution
    line
   Leave accrual code=N


                                                                        15
                     Other PPS help

   PPS samples and more information coming soon to the AP web-site
       http://www.acadpers.ucsb.edu/

   Consult with accounting for Postdoctoral Fellows
       Connie Feeley x3068
       connie.feeley@accounting.ucsb.edu

   Consult with payroll for tax treaty questions
       Sona Baboolal x3259
       sona.baboolal@accounting.ucsb.edu



                                                                      16
     Phase out of Postgraduate
            Researcher
   Red Binder III-18, X

   As of July 1, 2007 only “grandfathered postdocs”
    should be in the PGR title.

   Title will end June 30, 2010

   Subject to all current Postdoctoral Scholar
    policies except sick leave and time off provisions


                                                         17
          Range adjustment
   To be effective 10/1/07

   Postdoctoral Scholar titles are not ranged

   Minimum increase will change salaries that
    fall below after range

   Done centrally, but check all after the
    range
                                                 18
              Other reminders

   No over 100% appointments; must reduce if doing teaching
    (including summer) or other assignments

   No retroactive hiring and pay.


   Always use most recent version of forms from web site.
    (web site for downloadable version)

   Red Binder III-18-20

   Call or e-mail if you have questions
     Cindy Ponce x8332         cindy.ponce@ap.ucsb.edu
                                                             19
Cyndi Richardson
      Benefits Office




                        20
Postdoctoral Scholars
             Benefits
Communication

Enrollment Process
Additional Information




                          21
Communication
   Eligibility                  Benefits Summary
       BELI P                       Period of Initial Eligibility
       Title codes                   (PIE)
        (3252,3253,3254)             No default insurance
       Garnett Powers               Automatic coverage:
   Tools                              AD&D, Life Ins., Short
                                        term Disability
       HR/Benefits/Postdoc
        web site                     Benefit choices
       GP web site                  Letter to Postdoc
       AYSO web site

                                                                      22
Enrollment Process
   Enroll within PIE             Imputed Income-
       GP process (old way)       Taxability of Health
       AYSO process               Benefits
       Beneficiaries               TC 3252 (Employees)
       Life Events                 TC 3253 & 3254
                                     (Fellows/Paid-directs)
    •   PPS Entry                   TC 3253 &3254

       Address (2 lines)          (US citizens & residents)
       “MO” schedule               Tax Treaties

       Retroactive
        appointments

                                                               23
Additional Information
   Open Enrollment          Red Flag Warnings
       November 1 - 27          Timely separations
     GP paper process           Retroactive appts
     OE Presentation &          Transfers
        Communication            Appt changes and split
    (to be determined)            appts.
                                 Any 3253 and 3254 are a
                                  more involved process




                                 refer to handouts for
                                  additional information

                                                            24
     Tanya Plant
 Immigration Counselor
Office of International
 Students and Scholars



                          25
    59% of all campus post-doc’s are foreign
    nationals who require a visa.

   Employment After Graduation
     UCSB PhD’s

     PhD’s from other U.S. institutions

     PhD’s from foreign institutions

   Employment Before PhD: Issues
   End Date of Employment Authorization
   Insurance and Post-Doc’s

                                               26
       Visa Categories
Visa Categories
     J-1 Research Scholar
     H-1B (this is not a green card)
     F-1 Optional Practical Training
     J-1 Academic Training
 Visa procedures are initiated by the
  employing department through the Office
  of International Students and Scholars
                                            27
Four Questions
http://www.oiss.ucsb.edu/forevisacat/fourquestions.htm

1.   NATIONALITY: citizenship & permanent
     residency

2.   LENGTH OF TIME IN U.S.: already here for
     how long? estimate time at dept.

3.   PAYMENT & START DATE: how much will dept.
     pay? Start date of position?

4.   PAST & PRESENT U.S. VISAS USED & WHEN:
     dates in each visa category

                                                         28
    Resources
   General questions about appointment process & approval
    of exceptions to policy
     Barbara Ige, Graduate Division
     barbara.ige@graddiv.ucsb.edu
     893-4652


   Questions about endorsement of exception to open
    recruitment
       Amy Omoregie, Equal Opportunity Office
       amy.omoregie@apeo.ucsb.edu
       893-3294

   Questions about APM-390 or Red Binder
     Cindy Ponce, Academic Personnel
     cindy.ponce@ap.ucsb.edu
     893-8332                                               29
Resources (ctd.)
   Questions about research titles
     Kathy Graham, Office of Research
     graham@research.ucs.edu
     893-3807


   Questions about benefits
     Cyndi Richardson, Benefits
     cyndi.richardson@hr.ucsb.edu
     893-2186


   Questions about international scholars
     Tanya Plant, International Students & Scholars
     plant-t@sa.ucsb.edu
     893-2354                                         30
Questions?




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