The Postdoctoral Appointment Process at Western London, January

The Postdoctoral Appointment Process at Western London, January

The Postdoctoral Appointment Process at Western London, January 31st, 2012 The Postdoctoral Appointment Process Background Results of Review Current Process Q&A Background July 1, 2008 SGPS formed

January 2011 Central funds provided to hire Postdoctoral Services Coordinator March 2011 Postdoctoral Task Force Mandate: improve the experience of postdoctoral scholars at Western Postdoctoral Appointment Process Results of Review Awareness about rights and responsibilities

Communication issues Postdoctoral scholars Research and funding agencies Eligibility standards for scholars Postdoctoral Appointment Process

Goals Connect Western with incoming postdoctoral scholars Inform postdoctoral scholars of their rights and responsibilities Ensure eligibility standards Automate processes where possible while ensuring transparency

Postdoctoral Appointment Process Current Process - Overview AGREEMENT AUTOMATE PROCESS IN PERSON 1. Prospective scholar 1. Appointment form 1. Scholar arrives on and supervisor campus 1.1 e-mail to supervisor establish contact 2. Scholar & supervisor 1.2 e-mail to administrator

2. Discussion leads to sign agreement / 2. Department recommendation form preliminary letter of appointment 2.1 Digital letter of offer negotiation 3. Scholar brings 2.2 e-mail to Deans Office 3. Initiation of process documents to SGPS 3. Deans Office confirmation Current Process Stage One

Stage Two Stage Three Agreement in Principle Administering the Appointment Signing the Contract Stage One Agreement in Principle 1. Prospective postdoctoral scholar and supervisor establish contact 2. Discussion leads to some form of preliminary negotiation concerning his/her appointment as a

postdoctoral scholar 3. Indication that postdoctoral scholar can initiate appointment form Current Process Stage One Stage Two Stage Three Agreement in Principle Administering the Appointment Signing the Contract

Stage Two Administering the Appointment 1. Prospective scholar directed to complete the online appointment form including: Personal details Citizenship Academic credentials Supervisor Current Process Stage One Stage Two Stage Three Agreement in Principle

Administering the Appointment Signing the Contract Stage Two Administering the Appointment 1.1 e-mail sent to identified supervisor e-mail serves to inform supervisor about the next stage of the appointment process Current Process Stage One Stage Two

Stage Three Agreement in Principle Administering the Appointment Signing the Contract Stage Two Administering the Appointment 2. Supervisor completes appointment information through department recommendation form including: Duration Salary Funding source

Current Process Stage One Stage Two Stage Three Agreement in Principle Administering the Appointment Signing the Contract Stage Two Administering the Appointment 1.2 e-mail sent to identified administrator e-mail connects administrator

with next stage of the appointment process Current Process Stage One Stage Two Stage Three Agreement in Principle Administering the Appointment Signing the Contract

Stage Two Administering the Appointment 2. Administrator confirms and completes appointment information through department recommendation form including: Account number Speed code Current Process Stage One Stage Two Stage Three Agreement in Principle

Administering the Appointment Signing the Contract Stage Two Administering the Appointment 2.1 Prospective scholar informed of confirmation via digital letter of offer If international, scholar uses letter to begin work permit process Current Process Stage One Stage Two Stage Three

Agreement in Principle Administering the Appointment Signing the Contract Stage Two Administering the Appointment 2.2 e-mail sent to Deans Office to confirm the appointment Current Process Stage One

Stage Two Stage Three Agreement in Principle Administering the Appointment Signing the Contract Stage Two Administering the Appointment 3. Deans Office confirms the appointment in GradNet Current Process Stage One

Stage Two Agreement in Principle Administering the Appointment Stage Three Signing the Contract Stage Three Signing the Contract 1. Scholar arrives on campus 2. Signs postdoctoral fellow agreement/ letter of appointment with supervisor/department 3. Brings to SGPS (Mihaela Harmos):

Proof of degree Agreement/letter of appointment If international, work permit Current Process - Summary AGREEMENT AUTOMATE PROCESS 1. Prospective scholar 1. Appointment form and supervisor

1.1 e-mail to supervisor establish contact 1.2 e-mail to administrator 2. Discussion leads to 2. Faculty recommendation form preliminary 2.1 Digital letter of offer negotiation 2.2 Email to Deans Office 3. Initiation of process 3. Deans Office confirmation IN PERSON 1. Scholar arrives on campus 2. Scholar & supervisor sign agreement / letter of appointment 3. Scholar brings

documents to SGPS Goals Connect Western with incoming postdoctoral scholars Inform postdoctoral scholars of their rights and responsibilities Ensure eligibility standards

Automate processes where possible while ensuring transparency Postdoctoral Appointment Process

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