[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.]
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Modified: Thursday, March 27, 2008 12:00 PM
[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 9.4.
During this appointment, you will be involved in [brief description of research/studies anticipated work location and anticipated primary supervisor]. Your initial appointment will be for one year and 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 and life insurance coverage through Stanford's Postdoctoral Scholar programs. Annually, effective on October 1 of each year, any approved stipend or salary increase will revise your compensation as described above, effective for the year from October 1 through September 30. [In addition, you may (subject to certain eligibility requirements) be able to save for your retirement by contributing to our Tax Deferred Annuity Program if you are earning wages from Stanford through your appointment.]
During its term, your appointment is contingent upon satisfactory performance and the existence of funding. At the end of the term and subject to the term limits set forth in RPH 9.4, 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)]. The determination of whether your financial support constitutes a "stipend" or "salary" (both are taxable, but only the latter is subject to Social Security taxes) will depend on the source of your funding and the nature of your duties. It is possible to receive both stipend and salary payments in the same year. If you have any questions about how your financial support (stipend or salary) will be characterized and reported to you for tax purposes, please contact your tax advisor. If you have questions about whether you are being paid stipend or salary please contact the Office of Postdoctoral Affairs. If your salary is charged to a government grant or contract, you should be aware that you will be required to devote a certain minimum number of hours to that project, that you will be working under the direction of the principal investigator on that project, and that you will be subject to satisfactory performance requirements in regard to that project. All funding, federal or non-federal, is subject to certain determinations of effort and other restrictions, and you should make certain you understand how to allocate effort for assigned projects if you are supported by multiple sources of funding.
Leave policies for Postdoctoral Scholars include: 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; for information about this type of leave, please consult with the Office of Postdoctoral Affairs. Please refer to RPH 9.4 for further details. Any leave policy must be acceptable to outside funding agencies.
[DEPARTMENTS, PLEASE NOTE: A request in writing to the funding agency from the Postdoctoral Scholar and/or faculty sponsor is required. The funding agency response must also be obtained in writing. ]
At Stanford, Postdoctoral Scholars are considered students in advanced training. Scholars are registered according to University guidelines. This provides you access to certain University privileges. While on stipend, and if your registration fees are paid by the Department, the fees will generally be considered a taxable fringe benefit and be tax reportable. If you are also paid 10% or more on salary, your registration fees may be considered nontaxable. We can provide more information about this once you arrive.
Postdoctoral Scholars are required to attend a mandatory Postdoctoral Introductory
and Orientation course upon their arrival at Stanford. The orientation
course is held at
All Postdoctoral Scholars must have medical insurance. Postdoctoral Scholars may choose from an HMO or a PPO.
The cost of insurance benefits are funded either by the application of an approved fringe benefit rate to the salaries of qualifying (50% salary or more) Postdoctoral Scholars, or by fellowship awards, or -- in the absence of one of these two sources -- by the Scholar’s faculty sponsor/department. Cost to the Scholar for medical insurance will vary according to the type of medical plan (HMO or PPO) and whether individual or family coverage is elected. Individual coverage through an HMO is provided at no cost to the Scholar. More information on health insurance benefits is available at http://postdocs.stanford.edu.
To waive coverage by Stanford’s medical benefits plan for Postdoctoral Scholars, you must submit a signed waiver form and provide proof of the other insurance plan.
[If you are paid a salary by Stanford, you also can save for your retirement by contributing to our Tax Deferred Annuity Plan. For information on this plan, contact the office of Postdoctoral Affairs.]
[For foreign Postdoctoral Scholars on J1 visas] In addition, federal regulations require that all exchange visitors (J1) and their dependents (J2) maintain health insurance at specified levels of coverage for the duration of their visit. If you provide your own insurance, please be sure it meets the requirements listed on
http://www.stanford.edu/dept/icenter/info/handbook-medical.html
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. This statement should indicate the date on which all requirements were completed and the expected date of degree conferral. Send this certificate to me (with a certified English translation, if needed).
[For MDs with clinical duties] The university requires all new
Please sign and return one copy of this letter to me as acknowledgment of your agreement. 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 Stanford's website at www.stanford.edu and our department website at
[department url]. Please familiarize yourself with the Office of Postdoctoral Affairs. Their URL is: http://postdocs.stanford.edu.
Sincerely,
[Faculty Sponsor]:
Accepted By:
Signature:
Date: