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Postdoctoral Appointment Guide

The appointment of Postdoctoral Scholars must be approved through Graduate Studies.   It is the responsibility of the hiring unit to verify the eligibility of candidates and to appoint postdoctoral scholar in accordance with the UC Davis Academic Personnel Manual and the PX bargaining agreement . Hiring departments should follow the steps below to appoint a Postdoctoral Scholar.

New Appointment/Reappointment

  • Confirm available funding for salary and benefits for the term of appointment.
  • Prepare the Postdoctoral Scholar Appointment Notification Letter. Prepare exception if necessary, provide detailed explanation.
  • Submit the action via Forms Online. The packet must include:
  • The initiating department will be notified electronically once the action has been reviewed and approved.  You may track the routing through Forms Online.  If denied or further information needed, the department will be notified.
  • A copy of the fully executed copy must be given to the postdoctoral scholar within seven days of appointment.


Graduate Studies will consider the following types of requests for exception. An exception will be granted on a very limited basis determined by the information provided in the justification.

  • Initial appointment for less than one year.
  • The appointment is below 100% (only for family, health, or other employment).
  • The appointment is beyond the five-year limit (must include justification of continued need for training).

Exception to the terms of the Postdoctoral contract:

  • Submit a completed Postdoctoral Scholar Petition for Exception to Policy from the appointee with the written concurrence of the supervisor.
  • Provide clear and thorough justification – provide attachments if needed.
  • Send the exception via Forms Online.

Separation (Layoff – lack of funding)

  • Prepare the Layoff Notification letter from the principle investigator.
  • Provide the postdoctoral scholar the letter at least 30 days in advance of layoff.
  • Send a copy of the Layoff Notification letter to Graduate Studies and Employee and Labor Relations. The university must notify the union within five business days.
  • Process a separation of the postdoctoral scholar appointment in PPS.

Separations (End)

  • If the appointment will end before the approved appointment end date, contact Employee and Labor Relations for further information. The university must notify the union if the postdoctoral scholar is moved out of the unit during the term of appointment.
  • Process a separation of the postdoctoral scholar appointment in PPS.

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