Policy for Postdoctoral Trainees
at the Wayne State University School of Medicine
Preamble
Postdoctoral trainees (PDTs) come to the Wayne State University School of Medicine (WSUSOM) for further training in their chosen discipline. An individual who has been designated as a PDT receives training conducted in an apprenticeship mode under the supervision of an established faculty member who serves as a mentor. As dictated by the nature of the program, the trainee may be undertaking scholarship, research, service, and teaching activities, all of which provide training essential for career development. Because education is a pre-eminent mission of the University and because PDTs are professionals in training, it is important that PDT programs be designed to advance their careers. This policy is intended to address the distinct position of PDTs in the WSUSOM community.
A PDT is defined by the NIH and the NSF as an individual who has received a doctoral degree (or equivalent) and is engaged in a temporary and defined period of mentored advanced training to enhance the professional skills and research independence needed to pursue his or her chosen career path.
This policy applies to all postdoctoral trainees that are identified in the payroll system of the WSUSOM, including Postdoctoral Fellows, Research Associates and Research Scientists (supported by funds from a research grant, an individual or institutional National Research Service Award, private foundation, non-profit charitable organization, or other source). These guidelines are based on recommendations made by the National Academy of Sciences, FASEB, NIH and NSF.
Letter of Appointment
When a faculty member offers an appointment to a PDT candidate, a letter is written to the candidate prior to commencement of duties. The letter should contain the following information:
- the period of appointment (dates of appointment)
- the stipend amount
- any benefits
- a statement that the candidate’s appointment is subject to all University policies
- list of duties
- appropriate institutionally mandated signatures
The candidate is required to return a countersigned copy of each letter of appointment or renewal indicating acceptance of the terms set forth; the countersigned copies are placed in permanent files in the office of the appropriate department/center and the Office of Postdoctoral Affairs. The letters of appointment and renewal should indicate the availability of funding to fulfill the terms of the appointment or the duration of assured funding. When the appointment is coterminous with external funding, research grant, contract, training grant, etc., that fact should be included in the letter of appointment, including the end date of the funding even if renewal is expected.
Proof of Doctoral Degree
Eligibility for appointment as a PDT requires a candidate to hold, or to have completed the requirements for, an advanced degree, e.g. PhD, MD, or equivalent terminal professional degree. Candidates from non-US universities must hold advanced degrees equivalent to those awarded in US institutions in order to qualify for appointment in the postdoctoral categories. The candidate is responsible for providing transcripts and/or an official diploma from the home institution certifying receipt of such a degree. Candidates who have completed the requirements for an advanced degree, but have not yet been awarded such a degree, must demonstrate in a verifiable manner that such requirements have been completed. In no event shall a PDT be reappointed without the degree having been awarded.
Duration of Training
Postdoctoral appointments are for one year or longer, and may be renewed based on satisfactory performance and availability of funding. Under WSUSOM policy, postdoctoral training cannot exceed 6 years (cumulative) unless exempted in writing by the Office of Postdoctoral Affairs. This six year period includes postdoctoral training that may have occurred at an institution other than WSU. PDTs must be appointed only within one of the categories specified above; holders of terminal degrees appointed into any other category will not be considered as trainees and will not be eligible to participate in activities sponsored by the Office of Postdoctoral Affairs.
Termination
Mentors may terminate a PDT during an appointment period for any reason on three months’ written notice, where possible. Under certain circumstances, it may be appropriate to terminate a PDT immediately. In such event an appropriate administrative office (e.g. the Office of Postdoctoral Affairs) must approve the termination.
Stipend Level
Minimum stipend levels for PDTs are set annually by the WSUSOM or the funding agency. If these minimum stipend levels cannot be offered, a proportional (%) appointment should be made to indicate clearly that the appointee is entitled to seek and perform additional University services (teaching, diagnostic laboratory, technical) up to the mandated annual stipend level. The proportional appointment is to be stated clearly in the letter of offer.
When a funding sponsor mandates stipend levels higher than the University minimum, mentors are obligated to pay the higher amount.
Notice of Resignation
PDTs are expected to provide at least one month’s notice of resignation. When appropriate to the discipline, it is the obligation of the PDT to ensure that all research materials and records are left in a state to allow continuation of the project.
Health Insurance
PDTs are required to have health insurance. PDTs are eligible to receive single person insurance, as provided under the Wayne State University Benefits Plan. If the PDT elects to waive health insurance coverage through the University, the PDT must certify to the Human Resources Office that they have alternate health insurance with comparable coverage.
Vacation, Sick Leave, Closure, and New Child Leave policies are equivalent to those dictated by the University. These University policies are attached.
Obligations of Mentors
Mentors’ responsibilities include:
- develop, in consultation with the PDT, a mutually satisfactory research project or scholarly program, as detailed in the Training Plan developed during the initial appointment phase;
- encourage PDTs to present their work and to publish their results in a timely fashion;
- provide guidelines on authorship expectations and responsibilities;
- encourage PDTs to acquire and enhance their knowledge and technical skills as dictated by their current and future needs;
- arrange and oversee teaching opportunities as appropriate to their discipline and program;
- encourage PDTs to apply for training and research support as appropriate;
- meet regularly with their PDTs to discuss progress in their research;
- provide a written annual review of performance that will be maintained in the home Department/Center as well as the Office of Postdoctoral Affairs;
- insure that PDTs are aware of University policies regarding postdoctoral training and research policies of the University;
- provide career counseling
Obligations of Postdoctoral Fellows
PDTs have certain obligations to their mentor, the group in which they are working, the Department with which they are associated, the sponsor whose funds support them, and the University. These obligations include but are not limited to:
- the conscientious discharge of their research, scholarly, and teaching responsibilities, as applicable;
- conformity with ethical standards in research and scholarship;
- compliance with good scholarly practice including the maintenance of adequate research records;
- compliance with University policies and federal, state and local laws regarding the protection of human/animal subjects and due observation of University standards regarding use of isotopes, chemicals, infectious agents, and the like, if applicable;
- open and timely discussion with their mentor regarding possession or distribution of tangible property such as materials, reagents, and the like;
- discussion of laboratory records or scholarly materials, if relevant;
- prior disclosure of appropriate scholarly information, findings or techniques proposed for dissemination privately, at scholarly meetings, or in publications;
- collegial conduct toward all members of the University community;
- compliance with all applicable University policies
Research Records
Primary research records created by PDTs during the tenure of their training at the University are the property of the University and are retained by the University when the PDT leaves. Although PDTs may photocopy such records, they must first review with their mentors the records they propose to copy.
Exceptions to this practice may be granted, subject to written prior approval of the Provost’s office, in fields where it can be convincingly demonstrated that there is a well-established practice that individual scholars retain ownership of data generated through their research efforts. In such cases the PDTs will be permitted to retain notes and records associated with their research and publish their findings subsequent to leaving the University, provided an appropriate acknowledgement is made of the University’s contribution to the work (e.g. in the form of funding). Please see University Guidelines Regarding Data Ownership at http://research.wayne.edu/compliance/Data_Ownership_5_2_062.pdf
Orientation
A compendium of information is provided for each PDT upon arrival at the University. This compendium is also posted on the University web site and includes:
- a copy of these guidelines
- conflict of interest and financial disclosure policies
- intellectual property policies
- procedures regarding misconduct in research
- the sexual harassment policy and nondiscrimination policies
- parking policies
- a clear statement about benefits
- information regarding taxation
- a list of sources of information within the University, including Wayne State University Personnel Manual for All Non-Represented Employees (Non-Rep Manual).
- information regarding the Office of the Ombudsman
- working with Information Systems, home departments will arrange e-mail accounts for their PDTs.
Responsible Conduct of Research
PDTs are considered to be professionals in training. One goal of their professional experience at Wayne State University is to provide ongoing training relevant to the responsible conduct of research. Such training could include the following elements, as appropriate to the individual trainee:
- data management, ownership of intellectual property and tangible research materials
- mentor/trainee responsibilities
- publication practices and responsible authorship
- peer review
- rights of collaborators
- human subject research
- research involving animals
- research misconduct
- conflict of interest
- compliance with existing Federal and University policies
- PDTs are encouraged to explore the career development opportunities provided through the Office of Postdoctoral Affairs.
- When PDTs engage in teaching, appropriate training is available from the University Office of Teaching and Learning.
Office of the Ombudsman
It is recognized that from time to time disagreements may arise between a PDT and a mentor. PDTs should be clearly informed by the Office of Postdoctoral Affairs about the options they can exercise under such circumstances. In particular, they should be made aware of services available through any ombudsmen in individual Schools, and through the University’s Office of the Ombudsman.