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POSTDOCTORAL SCHOLAR JOB FORM - INSTRUCTIONS

Postdoctoral scholar appointments started at OSU in October 2009. Please visit the Graduate School website for the postdoctoral scholar appointment guidelines and more information.

The postdoctoral scholar job form is a downloadable, fill-in-the-blanks form that serves multiple purposes: initial appointment, appointment renewal, job changes, and job or employment termination. There is no error checking or internal logic built into this form; please read and follow the instructions below closely.

Section I - Scholar information

Before initiating a postdoctoral scholar appointment, please review the existing OSU employment status of the individual you wish to appoint. No other appointment type may be held concurrently, other than another postdoctoral scholar position.

A postdoctoral scholar Banner position number is needed to complete this form. If your college/unit does not have one established for your orgn code, email Jennifer Short in the Office of Human Resources at Jennifer.Short@oregonstate.edu and provide your orgn code and index. Postdoctoral scholar position numbers begin with C67xxx. The same pooled position number is used for all postdoctoral scholars in the same orgn code.

Field notes:

Section II - Requested action

Appointments should be made for one contract year only. Multi-year appointments are to be renewed annually.

When entering a full-time annual salary rate, it MUST be evenly divisible by the appointment basis (which is 12).

Appointment changes must be for the same effective date. These changes are possible:

When ending an appointment, provide the end date, the reason for leaving, and indicate whether the job is ending and the scholar is taking another position at OSU, or whether he/she is leaving OSU and the employment record should be terminated. If leaving OSU, specify the reason code:

Section III - Labor distribution

Complete this section for an initial appointment, or if a change is needed in conjunction with an appointment renewal, appointment percent change, or pay change.

Section IV - Required authorizations

Scholar signature (required for pay reductions only; if desired, a scholar's signature on the form may replace providing a notice of change of appointment for an appointment percent reduction, or replace providing a resignation letter.)

Dean/Vice President/Vice Provost or Designee (all actions)

This request must be approved at the Dean or Vice President level. The Office of the Provost maintains the list of authorized delegated signature authorities. The individual signing as Dean or Vice President must be named on this list: OSU Delegated Signature Authority List.

If your Dean requires authorization from another person in his/her unit, have this person sign and date the form above the Dean's signature in the Approvals/Signatures section.

Items to attach to this form - initial appointment

These definitions will help you determine what items to attach to the job form for an initial appointment:

New The scholar has NEVER held an appointment at OSU. This is the initial appointment.
Add Secondary

Adding an additional postdoctoral scholar appointment to a person currently holding another postdoctoral scholar appointment at OSU.

Reappoint The scholar is returning to a position previously held after a break in service in that position (same position number).
Rehire The scholar has held an appointment at OSU (or is currently holding an appointment at OSU that is ending) and is starting a different appointment (different position number.) There may or may not be a break in service with OSU.


Items to Attach to this Form  
New
Add Secondary
Reappoint
Rehire
Personal Demographic form
Y
 
Y1
Y1
I-9 (original document) plus supporting materials
Y
 
Y1
Y1
W-4 form
Y
 
Y3
Y3
Direct Deposit Authorization
Y
 
Y2
Y

Copy of the scholar-signed letter of offer from the OSU department offering the fellowship appointment

Y
Y
Y
Y
Labor distribution form (only if additional space was necessary)
M
M
M
M
Non-resident aliens:
 
 
 
 
 
Nonresident Alien Tax Status form
Y
 
 
Y2 
Y2 
I-94 departure record (front and back)
Y
 
 
Y2 
Y2 
Letter of work authorization (if applicable)
M
 
M2 
M2 
Approved reduced courseload (if applicable)
M
 
M2 
M2 
F-1 visa holders: I-20 form
Y
 
 
Y2 
Y2 
J-1 visa holders: DS-2019 Certification of Eligibility for Exchange Visitor
Y
 
 
 Y2
 Y2
Y = Yes       M = Maybe

1Complete new I-9 if rehire/recall date is one year from the employee's termination date OR three years from the employee's original hire date and I-9 does not exist in Nolij OR the I-9 has expired.

2If there is a break in service.

3Required only when the rehire has had a break in service of >1 year.

Items to attach to this form - appointment changes

Appointment renewals:

Appointment percent changes: for an appointment percent reduction, attach a copy of the scholar-signed notice of change of appointment, OR have scholar sign the job form.

Base pay rate change: attach a letter of justification explaining the reason for this request.

Items to attach to this form - ending the appointment

Where to send completed form

Please send to the Human Resources staff in your Business Center.

Additional instructions

Please encourage all scholars to see the University's new employee web site at New Employee Resources for more information about OSU.

Non-resident aliens from countries with tax treaties with the United States: if desired, these scholars may request the "8233 tax treaty form" from the Payroll Office. You may wish to suggest this to your new scholar.

Task expert

Your Business Center Human Resources staff.

 

Revised 04/12/16


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