Sample Postdoc Offer Letter

[This sample letter assumes a customary postdoc appointment with the postdoc performing research on campus with a Stanford supervisor.  If the appointment will contain unusual terms, such as work at a remote location or supervision by a non-Stanford employee, then please consult with OPA to determine what additional terms need to be included in the appointment letter.

Do not modify the substantive terms of this letter without discussion/prior approval from OPA]

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Modified: August 9, 2010

[Date]

[Scholar Name]

[Scholar Address]

Dear Dr. [Scholar Name]:

I am pleased to offer you an appointment as a Postdoctoral Scholar in the Department of [department name/division of]. This letter is intended to document our understanding of your appointment. As a member of the Stanford academic community, you will be subject to the applicable policies and procedures of the University; many of the policies and procedures that relate specifically to Postdoctoral Scholars are set forth in Research Policy Handbook (RPH) 9.4 and in the Stanford Postdoctoral Scholar Handbook (http://postdocs.stanford.edu/handbook/).

During this appointment, you will be involved in [brief description of research/studies anticipated work location and anticipated primary supervisor]. Your initial appointment will begin on [anticipated start date] and end on [anticipated end date]. Your total support for the initial year of training will be [$$], plus certain medical, dental, vision and life insurance coverage through Stanford's Postdoctoral Scholar programs. Your appointment may be terminated prior to the anticipated end date noted above based upon loss of funding, change in programmatic need or unsatisfactory performance on your part. Effective on October 1 of each year of your appointment your funding support may change in order to meet the university’s stipend/salary levels of support for postdoctoral scholars in a given academic year.  At the end of the initial appointment and subject to the term limits set forth in RPH 9.4 and the Postdoc Handbook, your appointment may be eligible for renewal, based on satisfactory performance, the existence of funding, and programmatic need.

The source of your funding will be [brief description of source(s)]. At this time or during the term of your appointment, if you will receive other funding to support your postdoctoral training at Stanford, you are required to provide a copy of the funding letter to the Office of Postdoctoral Affairs and to me.  Receiving external support towards your postdoctoral training at Stanford may alter the amount of funding offered to you from Stanford or other sources, or the responsibilities associated with your appointment.

Postdoctoral Scholars are required to attend a mandatory Postdoctoral Benefits Session upon their arrival at Stanford.  The Benefits Session is held at 1215 Welch Road, Modular A, Conference Room 62 every Thursday from10:00 a.m. to 12:00 p.m. unless you are notified otherwise.  Please ask your department administrator to enroll you prior to your start date. 

Stanford provides a range of health and other benefits for postdoctoral scholars.  You will have a choice among two medical plan options (HMO or PPO) plus dental, vision, disability and life insurance coverage.  In order to secure health care coverage through the Stanford plans, you must enroll within your first 31 days of your appointment start date. Cost to you for insurance benefits will vary according to the plan options you choose and if you elect individual or family coverage.  If you are paid a “salary” by Stanford, you also can save for your retirement by contributing to our Tax Deferred Annuity Plan. You may review your benefits information at http://postdocs.stanford.edu/benefits/. 

As a Postdoctoral Scholar, you are also eligible for leave benefits as follows: vacation of one day paid leave per calendar month of appointment (in addition to official University holidays); sick leave of 15 calendar days of absence due to illness per year; and paid maternity leave of up to six weeks. In addition, you may be eligible for family and medical leave. Please refer to the Research Policy Handbook and the Postdoctoral Scholars Handbook for more details.  Any leave policy must be acceptable to outside funding agencies.

At Stanford, Postdoctoral Scholars are considered students in advanced training and must be registered every academic quarter in order to receive privileges such as email, access to the libraries and athletic facilities. Please consult the taxability section of the Handbook if your registration fee will be paid by your department on your behalf. 

This appointment is contingent upon your providing evidence of completion of a doctoral degree program.  Please send me a copy of your doctoral diploma. If the final degree has not yet been conferred, a statement of completion of studies from your home institution (Registrar's Office or equivalent) is required before your appointment may start.  This statement should indicate the date on which all requirements were completed and the expected date of degree conferral.  Send this statement to me (with a certified English translation, if needed).  [For MDs with clinical duties: The university requires all new School of Medicine Postdoctoral Scholars who will have clinical duties to complete an immunization record. I have included this form so that you may complete needed tests before your arrival.

As is the case for all postdoctoral scholar appointments at Stanford, this offer is contingent upon approval by the Assistant Dean for Postdoctoral Affairs. Once your appointment is approved, the decision will be reported to me and you via email. In the interim, the papers will be moving through several intermediate stages.

Please sign and return one copy of this letter to me as acknowledgment of your agreement with the above terms and the additional terms and conditions (enclosed and available online at http://postdocs.stanford.edu/admin/pdf-forms/Terms_and_Conditions_of_Postdoctoral_Offers.pdf). The copy is for your records.

optional paragraph:

This offer is contingent upon (PI Name’s) approved faculty appointment by the University Advisory Board.

I look forward to you joining [department/division]. Should you have any questions regarding your appointment, please contact [admin name] by phone at [650-111-1111] or fax to [650-111-1111], or e-mail to [admin e-mail].  Please visit our department website at [department url] as well as the Office of Postdoctoral Affairs website at http://postdocs.stanford.edu.

Sincerely,

[Faculty Sponsor]:

I have reviewed the additional information titled Terms and Conditions of Postdoctoral offers at Stanford (enclosed or at http://postdocs.stanford.edu/admin/pdf-forms/Terms_and_Conditions_of_Postdoctoral_Offers.pdf).

Accepted By:

Signature:

Date:

Encl.: