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Policies & Procedures

During your appointment as a postdoctoral scholar or fellow at CWRU, you will be subject to the applicable policies and procedures of CWRU and it's Board of Trustees. 

University-Wide Policies and Expectations

From compensation to not smoking on campus to non retaliation, review some of the university-wide policies affecting everyone on campus. You can also find the policies governed by individual offices such as the Office of Equity, General Counsel, Public Safety, and other CWRU offices. Postdocs are expected to follow these CWRU policies.

Unsatisfactory Performance and Corrective Action

View the full Unsatisfactory Performance and Corrective Action Policy

In the event of unsatisfactory performance, postdocs should have a reasonable opportunity to improve their performance after being notified that their performance is not meeting expectations. Corrective action may be a verbal and/or written warning. If a postdoc fails to improve their behavior, further action may be taken up to and including termination of employment. 

Time Away (Vacation, Sick, and Holiday Leave)

View the full Time Away from CWRU - Postdoc Sick and Vacation Time Policy (and Holidays)

Leave Accrual

Vacation: Full time postdocs accrue paid vacation at a rate of 1.33 days (10.64 hours) per month (16 days per year). The maximum amount of days to be carried over cannot exceed the maximum annual allowance (16 days) and is calculated at the end of the fiscal year (June 30th). 

Sick: As of their first day of employment and on each anniversary date, postdocs receive 10 paid sick days (80 hours). 

Floating Holiday: Postdocs receive one floating holiday per fiscal year; the floating holiday may not be carried over to the next fiscal year, nor is it paid out when a postdoc leaves the university. 

University Closures, Early Dismissal/Late Arrival

When announced, the university leadership may officially close the campus, including early dismissal or late arrival. Only essential personnel such as police should remain on campus. Labs and offices are to be closed and postdocs should not report to work, as specified by university leadership.

Holidays

Postdocs follow the University Holidays and Closures Calendar. In the event that a postdoc must report to work on an observed holiday, the postdoc is entitled to schedule paid equivalent time off within two weeks before or after the holiday.  

Holiday Early Dismissal: Administrative offices and labs are able to close at 3pm up to two days per year on the Wednesday before Thanksgiving and the day prior to the Winter Recess.

Appreciative Time Off

CWRU's Appreciate Time Off Policy applies to postdocs. 

Winter Recess: The university offers paid time off for workdays between Christmas and New Year's Day. 

Take 2: When announced, the university provides 2 hours of paid time off each week in the months of June and July. Postdocs will be able to depart their offices two hours early on Fridays during June and July. This time cannot be rolled over, paid out, or saved for use at a later time. 

Dangling Holidays: When either Juneteenth or the Fourth of July falls on a Tuesday or Thursday, the adjoining Monday or Friday will be considered paid time off. 

Postdoc Insurance Coverage Policy - updated 2024

View the full Postdoc Insurance Coverage Policy

In order to promote a supportive environment for postdoctoral research excellence, Case Western Reserve University (CWRU) is committed to ensuring our postdoctoral scholars and fellows receive fully funded, comprehensive, and quality healthcare coverage for themselves and their family members. Postdoctoral Scholars and Fellows appointed through the Office of Postdoctoral Affairs can enroll themselves and their dependents in the Postdoctoral Benefits Program, consisting of medical, dental, vision, and life insurance. It is the responsibility of the faculty mentor, department, and/or school/college to determine the funding source(s) to pay for one-hundred percent (100%) of the benefits program monthly premiums for postdocs and their dependents. 

Childbirth and Paid Parental Leave (PPL)

View the full Postdoc Parental Leave Policy

Congratulations! Postdoc parents get Paid Parental Leave (8 weeks/40 working days). In addition to the 8 weeks Paid Parental Leave, they can use any (unused) sick and/or vacation time. Once paid leave is exhausted, postdocs may continue on unpaid leave for up to a total leave time of twelve (12) weeks. You can view the Postdoc Parental Leave Policy here, which outlines the policy and procedures.

If you are taking leave for the birth of your child, it is covered under the Family Medical Leave Act (FMLA). FMLA protects your job while you are on leave caring for yourself or a family member (or child). 

You will need to work with the Office of Postdoctoral Affairs (postdoc@case.edu) and the Leaves office (leaves@case.edu) to submit your paperwork in advance; please send all forms to both offices. The forms can be found on the CWRU Human Resources website here under the Leave of Absence section.

Forms to submit prior to going on Paid Parental Leave (PPL):
  • Certificate of Healthcare Provider Personal Medical (only if birth mother)
    • Fill in Section 1, bring to your doctor and they will fill in Section 2 and return to you. 
  • Leave of Absence Form (LOA)
    • Select Personal Medical. Select the Parenting option.
    • Note your current Sick and Vacation balances. Note how many of those days (if any) you will be using in addition to your 8 weeks of PPL.
    • Sign and get your supervisor's signature on the form. 
Submit once your child is born:
  • Proof of Birth Documentation - this can be a scan of the crib card, discharge paperwork, or a document on hospital letterhead with the baby's name and date of birth. 
  • IMPORTANT: Once your child is born, if you wish to add them to the postdoc health insurance plan, you must do so within 30 days of birth! Log into the Gallagher Benefits Portal and fill out a new Enrollment Form to add your child. 
Form to submit when you're returning to work:
  • Certification By A Healthcare Provider for Returning to Work (only if birth mother)
    • Note; You cannot return to work without this form being submitted. 
    • Bring this form to your doctor and they will fill it out and return to you. 
  • Leave of Absence Form (LOA) - the same form as before
    • Once you return to work, obtain your supervisor's signature on the bottom section to return to work. 

Medical Leave of Absence (LOA)

If you are taking a medical leave for yourself or to care for an immediate family member, the leave would be classified under the Family Medical Leave Act (FMLA). FMLA protects your job while you are on leave caring for yourself or the family member. 

You will need to work with the Office of Postdoctoral Affairs (postdoc@case.edu) and the Leaves office (leaves@case.edu) to submit your paperwork in advance; please send all forms to both offices. The forms can be found on the CWRU Human Resources website here under the Leave of Absence section.

FMLA is not an allotted amount of extra leave time you can take off, it is simply a job protection. You must use your sick leave when on FMLA. If you have exhausted your sick leave, you can utilize your vacation time, then you will need to go on unpaid leave if you have exhausted both sick and vacation time. 

You can use up to 12 days of sick leave to care for an immediate family member. 

Forms to submit prior to going on a Leave of Absence (LOA):
  • Leave of Absence Form (LOA)
    • Select Personal Medical or Family Medical as appropriate. 
    • Note your current Sick and Vacation balances. Note how many of those days you will be using.
    • Sign and get your supervisor's signature on the form.
  • Certification of Healthcare Provider for Family Member's Serious Health Condition
    • Fill in Section 2, give to your family member's doctor to fill in section 3 and they will return it to you. 
Form to submit when you're returning to work:
  • Leave of Absence Form (LOA) - the same form as before
    • Once you return to work, obtain your supervisor's signature on the bottom section to return to work. 

Part Time Postdocs

View the full Part-time Postdoc Benefits Policy

The postdoc and PI should review and sign the Part Time Postdoc Acknowledgement form prior to them starting work part time and return the form to the Office of Postdoctoral Affairs. 

The PI is still responsible for the full monthly healthcare cost and the postdoc will receive the same coverage as if they were working full time. 

Sick and Vacation leave will be pro-rated based on the % FTE they will be working. For example, postdocs working 20 hours per week would only receive 5 sick days instead of 10 on their anniversary, and they would only accrue vacation leave at .66 days per month instead of 1.33 days. 

Part time postdocs are considered non-exempt and will therefore be paid hourly instead of salary. They will be paid twice monthly instead of once monthly. 

Remote/Hybrid Postdocs

Due to significant tax and regulatory issues depending on the state which the employee lives, working remotely is generally not permitted at CWRU. However, employing someone out-of-state may be approved in limited circumstances. 

The Controller's Office manages the out-of-state hiring process. 

Due to the significant incremental compliance and financial costs, there is a flat one-time $10,000 fee assessed to the hiring department for each remote worker working outside of Ohio. Read this article in the Daily to learn more about the fee. 

When considering whether to bring someone on remotely, please consult with the Office of Postdoctoral Affairs as soon as possible as the out-of-state hiring process is lengthy and requires cooperation across multiple departments.