Recently, the unusual circumstances caused by the COVID-19 pandemic have impacted or delayed the training programs of postdoctoral scholars. As you may be aware, Postdoctoral Scholar appointments provide a full-time program of advanced academic and research training. Postdoctoral appointments are temporary and have fixed end dates. The total duration of an individual’s postdoctoral service may not exceed five years, including previous postdoctoral experience outside of UCSF. Under unusual circumstances, an exception to this limit may be requested, and not exceed a sixth year.

To assist departments during this period, HR Shared Services for Trainees and the Graduate Division have created a streamlined process for supervisors and departments requesting an extension of the postdoctoral appointment.

Extension requests will be considered for one of the following four reasons. Required documentation for each request is described below:

  1. COVID-19-related delays in research training
    The postdoctoral supervisor will provide letter addressed to the Assistant Dean for Postdoctoral Scholars describing:
  • The original training and research expectations of scholar before the pandemic, and;
  • For the additional requested time, the revised training and research expectations for the scholar, including how the postdoctoral supervisor will provide feedback to the scholar on their progress and help the scholar prioritize research activities to prepare them for their next career step.
  1. Recent change in research training: field and/or focus
    The postdoctoral supervisor will provide letter addressed to the Assistant Dean for Postdoctoral Scholars describing:
  • The original research focus, and how it changed;
  • When the change occurred, and;
  • For the additional requested time, the training and research expectations for the scholar, including how the postdoctoral supervisor will provide feedback to the scholar on their progress and help the scholar prioritize research activities to prepare them for their next career step.
  1. Fellowship award for postdoctoral training period
    The postdoctoral supervisor or department will provide a letter detailing:
  • The terms of the fellowship award, including the effective dates of the award, and;
  • The postdoctoral appointment criteria for the award.
  1. Other
    The postdoctoral supervisor will provide letter addressed to the Assistant Dean for Postdoctoral Scholars describing:
  • The reason(s) and justification(s) for the request, and;
  • For the additional requested time, the training and research expectations for the scholar, including how the postdoctoral supervisor will provide feedback to the scholar on their progress and help the scholar prioritize research activities to prepare them for their next career step.

If appropriate, the postdoctoral supervisor or department is encouraged to provide additional documentation supporting the request.

All requests for an extension should be submitted through HR Shared Services for Trainees via PeopleConnect Management Actions. The HR Generalist will forward the request and requires review by the Graduate Division to the Assistant Dean for Postdoctoral Scholars. The Assistant Dean will contact the postdoctoral supervisor directly if additional justification is required.

Questions can be referred to: Gabriela Monsalve, PhD Assistant Dean for Postdoctoral Scholars or Esther Carter, Director HR Shared Service for Trainees.