1. ____________________________________________________________________________________ Science & Engineering New Faculty Orientation New Faculty Orientation 2009 Post-doctoral, Visiting Scholars, and Research Staff

2. ____________________________________________________________________________________ Science & Engineering New Faculty Orientation Post-doctoral Appointments The Rice Commitment Rice University, its Departments and Schools are committed to providing an environment that fosters the development of a post-doc as a scientist/engineer/researcher and as a responsible colleague. V2C - “We must strengthen our graduate and postdoctoral programs to attract and recruit high-caliber students and young researchers.”

3. ____________________________________________________________________________________ Science & Engineering New Faculty Orientation Characteristics of a post-doctoral appointment Appointee was recently (within last eight years) awarded a Ph.D. or equivalent doctorate (e.g., Sc.D., M.D.) It is the responsibility of the post-doc to provide transcripts that certify that s(he) has received her/his degree, and it is the responsibility of the mentor to make sure that the documentation is satisfactory. Appointment is temporary exempt position -- appointments are usually one- year terms up to a maximum of 5 years Appointment involves substantially full-time research or scholarship Post-doc trainees holding appointments with less than 100% FTE are eligible for additional positions at Rice, e.g. instructorships, technical positions, etc. Appointment is viewed as preparatory for a full-time academic and/or research career Appointee works under the supervision of a faculty member Appointee has the freedom and is expected to publish the results of his/her research or scholarship during the period of the appointment

4. ____________________________________________________________________________________ Science & Engineering New Faculty Orientation Mentor’s Responsibility Provide and maintain a research environment conducive to the post-doc’s research and scholarly training Mentor in all areas of professional development, such as grant writing, development of written and oral communicative skills, manuscript preparation and teaching skills Effective April 2009, NSF requires a PD mentoring plan in proposal submissions: http://www.nsf.gov/pubs/policydocs/pappguide/nsf09_29/nsf092 9.pdf http://www.nsf.gov/pubs/policydocs/pappguide/nsf09_29/nsf092 9.pdf Provide career counseling and assistance in job placement, including timely submission of letters of reference Provide annual feedback, preferably in writing, to the post-doc on his/her performance

5. ____________________________________________________________________________________ Science & Engineering New Faculty Orientation Obligations of a post-doc Conscientious discharge of research responsibilities Conformance to ethical standards in research Compliance with good laboratory practice Maintenance of a laboratory notebooks and/or other records of research activity Adherence to University standards regarding use of isotopes, chemicals, infectious agents, animals, human subjects, and the like Prompt disclosure to the mentor regarding the possession and desire to distribute materials, reagents, software, discoveries that may be eligible for patents/copyrights derived from his/her research Collegial conduct towards members of the research laboratory and others Compliance with all applicable University policies and applicable terms of any sponsored agreement providing support

6. ____________________________________________________________________________________ Science & Engineering New Faculty Orientation Minimum salary level The University currently enforces a minimum salary of $36,000. Fringe for Fiscal Year 2010 is 27%. Facilities and Administrative (F&A) for Fiscal Year 2010 is 52.5%. –Cost to research grant @ $36,000 is $69,723 –Cost to D fund is $45,720 Deans may set a higher minimum. The only exception to this salary guideline is when the sponsoring agency limits the salary to a level that is below the Rice minimum.

7. ____________________________________________________________________________________ Science & Engineering New Faculty Orientation You’re ready to hire a post-doc! Identify funding source! Notify departmental office! Rice is an Equal Employment Opportunity Employer! What does this mean? Policy #815-96 Women Members of a minority group Vietnam era veterans, and Special disabled veterans Advertise -- e-mail to colleagues, Rice web page, journals… –Advertising on Rice employment web pages requires a job description through RiceWorks. –Waiver may be requested for unique positions. Waiver justification must be included with the Affirmative Action form.

8. ____________________________________________________________________________________ Science & Engineering New Faculty Orientation You’re ready to hire (cont’d.) Once a candidate is selected, confirm Ph.D. and notify the departmental office to proceed with the paperwork for hire. You will need to provide: –Candidate’s name and affirmative action documentation Other applicant names, sex, race, screened by and reason why they were not selected Copies of CVs of all candidates interviewed, minority and female applicants –Salary and funding source(s) –Term of appointment -- usually one year –Any additional allowances -- moving expenses, travel support… Department will prepare the necessary paperwork and process.

9. ____________________________________________________________________________________ Science & Engineering New Faculty Orientation Office of International Students and Scholars If a foreign candidate is selected, notify OISS immediately to begin the visa process. OISS may cover all or partial costs for a Post-doc on an H1-B visa Please visit OISS website for information on international staff employment guidelines at: Dr. Adria Baker Director, International Students and Scholars 201A Lovett Hall 713-348-6095 http://oiss.rice.edu/

10. ____________________________________________________________________________________ Science & Engineering New Faculty Orientation Letter of Appointment The Dean’s office will send the official Letter of Appointment to the candidate AFTER approval by the Director of EEO Programs/Affirmative Action. The letter will include: –the period of the appointment for which funding is guaranteed (with start/end dates), –the monthly and annualized salary, –a statement that “support beyond this period is contingent upon the availability of research project funds and continued satisfactory performance”, –special requirements that must be met before the appointment can be made (e.g. visa status), and –any additional information pertinent to the appointment (relocation, travel or research support…).

11. ____________________________________________________________________________________ Science & Engineering New Faculty Orientation Benefits Eligibility for benefits is governed by Policy 403-96. If a post- doc is an employee of the University (fringe rate is collected on the salary), he/she is considered benefits eligible exempt staff.Policy 403-96. If the post-doc is being paid from a grant that prohibits an employer/employee relationship (does not permit collection of fringe rate from the funding source), or the post-doc is being paid a stipend outside the University, he/she is not benefits- eligible.

12. ____________________________________________________________________________________ Science & Engineering New Faculty Orientation Personal Time All benefits-eligible post-docs earn personal time (vacation and sick leave) at the exempt rate of 1.75 days/month. All post- docs MUST use his/her benefit time before the appointment end date. Benefit time can not be carried forward from one appointment to another. It is the PI’s responsibility to ensure all benefit time is taken before the end date of the post-doc’s appointment.

14. Application for Grants Upon approval of the faculty mentor, the department chair, the dean’s office and the vice provost for research, a post-doc may serve as a co-principal investigator. Funding Opportunities –OSR website for funding links –Dean’s office may circulate opportunities for support –Foundations ____________________________________________________________________________________ Science & Engineering New Faculty Orientation

15. ____________________________________________________________________________________ Science & Engineering New Faculty Orientation Research Data, Records, Products, and Intellectual Property Research data, records, products and intellectual property: –All data, software, and research records, and the like generated in course of research at Rice remain the property of the University.

16. Grievances Disputes may arise over salary, authorship, intellectual property, vacation time, etc. Resolution: –Between Post-doc and PI –Departmental office –Dean’s office –Office of Graduate & Post-doctoral Studies or HR ____________________________________________________________________________________ Science & Engineering New Faculty Orientation

17. ____________________________________________________________________________________ Science & Engineering New Faculty Orientation Renewals and Extensions Renewals should be made in a timely manner especially for international post-docs –Notify departmental office as soon as funding and term of reappointment is known Post-docs are eligible for annual stipend increases (~3%) if funding is available.

18. ____________________________________________________________________________________ Science & Engineering New Faculty Orientation Terminations PI does not reappoint –Notice should be given in writing well in advance of appointment end date. Termination before appointment end date –PI must contact the Dean’s office and Human Resources to facilitate this process. All benefit time must be taken before the termination date.

19. ____________________________________________________________________________________ Science & Engineering New Faculty Orientation Useful Web Sites for Post-docs Office of Graduate and Post-doctoral Studies –http://rgs.rice.edu/ Career Services Center –http://careers.rice.edu/ Office of Technology Transfer –http://ott.rice.edu/ Human Resources –http://www.ruf.rice.edu/~people//

20. Visiting Scholars Term of appointment is generally limited to one year, Candidate must certify that he/she has a position elsewhere to resume at end of appointment, Employee is considered staff. Not subject to Affirmative Action requirements ____________________________________________________________________________________ Science & Engineering New Faculty Orientation

21. Staff Research Positions There are three categories of staff research positions: –Research Scientists - Exempt Research Scientist, Research Engineer, Research Biochemist, Research Programmer, etc –Research Technicians II - Exempt Professional research support positions -- Research Assistant, Laboratory Assistant/Technician II –Research Technicians I - Non-exempt Non-professional research support positions -- Research Technician, Lab Technician… ____________________________________________________________________________________ Science & Engineering New Faculty Orientation

22. Exempt Research Positions All exempt research positions require a job description. –Learned Professional (DOL): The employee’s primary duty must be the performance of work requiring advanced knowledge in a field of science or learning; defined as work which is predominantly intellectual in character and which includes work requiring the consistent exercise of discretion and judgment. The advanced knowledge must be customarily acquired by a prolonged course of specialized intellectual instruction. –Job Description Template for Exempt Temporaries is on HR website http://people.rice.edu/done.cfm?doc_id=7509 http://people.rice.edu/done.cfm?doc_id=7509 Temporary positions have appointment start and end dates, and usually not for more than one year –All positions with a budgeted position number must go through Rice Works - see your department administrator for assistance. Template of Job Description on Owl Space. No end date Expected employment period of more than one year.

23. Salary Grades Research Scientists - Exempt –Minimum salary - $38,400 –Midpoint salary - $74,600 –Maximum salary - $110,700 Research Technicians (Tech II) - Exempt –Minimum salary - $33,800 –Midpoint salary - $50,600 –Maximum salary - $67,400 Research Technicians (Tech I) - Non-Exempt (Must be Paid Hourly on Bi-weekly Payroll) –Minimum salary - $26,800 –Midpoint salary - $40,200 –Maximum salary - $53,600 ____________________________________________________________________________________ Science & Engineering New Faculty Orientation

24. Benefit Time - Research Staff Research and technical professional exempt staff earn 1.75 days/month (21 days/year) for first 10 years. Technical non-professional staff earn 1.33 days/month (16 days/year) for first 5 years. Benefit time may be carried forward from appointment year to the next in accordance with Rice policies. Benefits eligible staff should generally use all benefit days before funding for the position expires. ____________________________________________________________________________________ Science & Engineering New Faculty Orientation

25. Key Points to Remember Keep departmental office informed! New employees must report on the first day to the departmental office! Rice is an Equal Opportunity Employer. All post-doctoral and research staff positions must go through Affirmative Action! Official offer letter for post-docs MUST come from the Deans Office! Minimum salary for post-docs is $36,000. Benefit time must be used before appointment end date for post-docs! Post-doc and research staff appointments are governed by the following policies and guidelines: –Research Appointments (438-98)438-98 –Benefits Eligibility(403-96)403-96 –Benefit Time (405)405 –Post-doctoral Appointment Guidelines as set forth by the Office of Graduate and Post-doctoral Studies ( http://postdoc.rice.edu/resources.htm ). http://postdoc.rice.edu/resources.htm ____________________________________________________________________________________ Science & Engineering New Faculty Orientation