Hiring a Postdoc

See the information below in order to request to hire a Postdoctoral Research Scholar for ECE. Once gathered, email all information below to Human Resources at ece-personnel@ncsu.edu .

Please complete the attached Request form and sent to Human Resources at ece-personnel@ncsu.edu

Postdoc Hiring Template w-Covid questions Download

The Postdoctoral Scholars Regulation (REG 10.10.8) outlines the qualifications, procedures, titles, definitions, appointments, salary requirements, expectations, benefits, and other provisions that oversee postdoctoral scholars and their relationship to the university. 

Definition of a Postdoctoral Research Scholar 

Adapted from the Association of American Universities Committee on Postdoctoral Education Report and Recommendations: 

1. The appointee was recently awarded a Ph.D. (no more than 5 years prior to appointment) or equivalent doctorate (e.g., Sc.D., M.D., DVM) in an appropriate field; and 
2. The appointment is temporary; and 
3. The appointment involves substantial research or scholarship; and 
4. The appointment is viewed as preparatory for a full-time academic and/or research career; and 
5. The appointment is not part of a clinical training program; and 
6. The appointee works under the supervisor of a scholar or a department in a university or similar research institution (e.g., national laboratory, NIH, etc.); and 
7. The appointee is expected to submit for publication the results of his/her research or scholarship conducted during the period of appointment, in consultation with his/her mentor. 

Approvals Required: 

• Department Approval 
• College Approval 
• NCSU Office of Postdoctoral Affairs 

All requests to hire a postdoc will need workspace approval. If the supervising PI is requesting a workspace in FREEDM, an email confirmation from Dr. Iqbal Husain is needed that there will be a workspace in FREEDM. If the supervising PI is requesting a workspace in EBII or MRC, an email confirmation from Dan Green (ecehelp@ncsu.edu) is needed that there will be a workspace.

Please note that FREEDM, ASSIST, and PowerAmerica mange their own hiring for a Postdoc. You would need to work with them directly.

There are two ways to hire a Postdoc, which is (1) A candidate has already been identified and no recruitment is needed or (2)  Actively recruiting. 

Hiring Process for Pre-identified Postdoc Hire

Documents Needed for Position Establishment & Approval

• Position Description: the supervising PI needs to develop a job description specific for the postdoctoral appointment. The supervising PI is encouraged to think about the particular needs and duties associated with the postdoctoral appointment including, but not limited to, research skills needed, areas of research expertise, management of students in the lab, etc. 
• CV/Resume of the applicant: The identified postdoc must have their Ph.D. or other equivalent doctorate AND they must have been awarded their doctorate no more than five (5) years prior to the appointment; applicants who have not successfully completed the requirements for their doctorate are not eligible for a postdoctoral appointment. 
  • HR will accept a letter of completion from the student’s graduate school outside of NC State. When the background check is initiated they reach out to the student and inform them of the letter that is required. The student would work with their current university to get the document. 
  • With NC State graduates, this is only acceptable if the student has completed ALL requirements for their PhD degree and their dissertation approved. 
• VISA or work authorization:  If the candidate is not a US citizen or permanent resident, contact the HR Manager to discuss or initiate any processes needed for visa or work authorization requirements.
• Complete and sign the ADAAA Checklist
• Confirmation the supervising PI interviewed the candidate 
  • Provide date of interview 
  • Provide type of interview (in person, Skype, etc.) 
  • Provide begin and end time of interview 
• Reference checks: the supervising PI is responsible for verifying the validity of applicant employment information. At least two (2) professional reference letters will need to be submitted to the HR Representative. These letters cannot be sent by the applicant. They must be sent to the supervising PI or HR Representative directly from the reference provider. 
• Length of the appointment: provide the expected length of appointment. 
• Work Location Approval: Forward documentation showing a work location is approved for your Postdoc (Contact ece-personnel@ncsu.edu for EBII only.
• If you Postdoc will be housed under FREEDM, ASSIST or PowerAmerica, then you need to reach out to your HR representative there.

The job description should be given to the HR Rep. so they can submit the action for approval.  Once the job is approved, the HR Rep. will notify the supervising PI they can make a formal offer to the candidate. Once the candidate accepts the offer, the HR Manager will prepare offer letter and send out all hiring documentation.  Allow additional processing time if a VISA is needed.

Hiring a Postdoc through Recruitment

Step 1. Approval of the Position Description 

• Supervising PI needs to develop a job description specific for the postdoctoral appointment items-needed-to-for-Postdoc-position . The supervising PI is encouraged to think about the particular needs and duties associated with the postdoctoral appointment including, but not limited to, research skills needed, areas of research expertise, management of students in the lab, etc.
• It needs to be noted in the job requirements that a Ph.D. or other equivalent doctorate is required AND that applicants must have been awarded their doctorate no more than five (5) years prior to the appointment; applicants who have not successfully completed the requirements for their doctorate are not eligible for a postdoctoral appointment. 
  • HR will accept a letter of completion from the student’s graduate school outside of NC State. When the background check is initiated they reach out to the student and inform them of the letter that is required. The student would work with their current university to get the document. 
  • With NC State graduates, this is only acceptable if the student has completed ALL requirements for their PhD degree and their dissertation approved. 
• NOTE: If fluency in English is a requirement for the position, please include this as a required qualification in the job advertisement. 
• The job description should be given to the HR Rep. so they can submit the action in PeopleAdmin. Once the job is approved, OPA will post the job advertisement on NCSU’s job website (jobs.ncsu.edu). The University has a contract with Monster.com and Inside HigherEd. If you would like to post your recruitment in these external publications, let the HR Manager know as they are free for you to use. If you would like to recruit in additional publications, costs of advertisements are approved by, and will be invoiced to the hiring department. 
• The supervising PI should also complete and sign the ADAAA Checklist. 
• Please send completed Request form and CV/Resume to ece-personnel@ncsu.edu.

Postdoc Hiring Template w-Covid questionsDownload

Step 2. Recruitment 

• No formal search committees are required, but the supervising PI is welcome to use a search committee as a resource during the recruitment process. 
• Supervising PI should develop a standard list of interview questions for each candidate’s interview. These questions are used to guide the interview, gather more information about the candidates, and assist with the selection of the best person for the postdoctoral appointment. It is important that the same questions are asked of all candidates in the interview pool, and that questions are legal and non-discriminatory. 
• The supervising PI and/or search committee conducts interviews, either face-to-face, by phone, by Skype or by teleconferencing. PLEASE NOTE: It is extremely important for the supervising PI and/or the search committee to conduct a question-and-answer interview prior to selecting the applicant. 

Step 3. Approval of the Hiring Proposal 

• Supervising PI selects the candidate that best meets the requirements of the postdoctoral appointment. 
• Reference checks are an important part of the selection process. Supervising PIs are responsible for verifying the validity of applicant employment information. Employment references must be checked prior to requesting Human Resources’ approval on a new hire. 
  • At least two (2) professional reference letters will need to be submitted to the HR Rep. These letters cannot be sent by the applicant. They must be sent to the supervising PI or HR Rep directly from the reference provider. 
• HR Rep submits the Hiring Proposal for approval.
• Once Hiring Proposal is approved, the supervising PI makes an offer to the candidate 
• HR Manager will prepare offer letter and send out all hiring documentation. Allow additional processing time if a VISA is needed.

Terminations

******Please Notify ece-personnel@ncsu.edu immediately once you have received notification that a POSTDOC or other Monthly Employee has submitted a job separation notice. ******

Note that failure to submit notification could result in an overpayment to the employee, and overpayment to your account. To avoid this please submit the following to ece-personnel@ncsu.edu as soon as you have been made aware of a monthly employees departure.

Items needed to process a separation (Monthly Employees & Postdocs ONLY)

• Copy of resignation letter (preferably signed by the employee) indicating last working date.

Other items needed for employee separation:

• Separation Clearance Checklist
• Asset Tracking Form
• OIS Departure Form (for international students/visitors)
• OIS Transfer Form (for international students/visitors)

Please contact your HR Representative immediately as soon as you are made aware of a resignation/separation!

For Monthly Appointments including Postdocs, please contact: Human Resources at ece-personnel@ncsu.edu