1. Home
  2. Policies & Administrative
  3. Appointments & Renewals

Appointments & Renewals

POSTDOC DATA FORM

NEW POSTDOC CHECKLIST

Posting Open Positions

Guidelines on Benefits and Salary/Stipends

Before posting a postdoc position, please consult the Salary/Stipend Guidelines, as well as the Benefits Information on the monthly rates (it is a requirement to provide Single level coverage; PIs can opt into paying for higher than Single coverage for families). 

Posting Platforms

Your position can be posted on the Academic Careers page on the HR website by emailing the position description to employment@case.edu. The job will be posted for a minimum of 5 days, but the standard is 90 days. Other potential locations to post open positions include the National Postdoc Association, Science, Nature, Minority Postdoc, Inside Higher Ed, Higher Ed Jobs, Chronicle of Higher Education, or Postdoc Jobs. 

The Office of Postdoctoral Affairs can also share your job posting on the CWRU Postdocs Twitter and Postdoctoral Affairs LinkedIn page to get the word out 

Appointing or Renewing a Postdoc

Once a Candidate is Identified

Once you recruit, interview, and decide on a final candidate you're interested in hiring, please have the prospective postdoc fill out the Post Doc Data Form on the Postdoctoral Affairs website. Be sure they answer "Have you been offered a postdoc position at CWRU? - Yes". This signals to our office that we need to create the EMPLID (unless an EMPLID already exists). The Postdoc Office will send the EMPLID to the department assistant so they can create the appointment request in SIS. The appointment will go through the approval chain and once it reaches the Postdoc Office, we will generate the official appointment letter and email it to the postdoc, PI, department assistant, finance office, and Human Resources.

The appointment or renewal letter must be signed by the postdoc and emailed to HR Records (hrrecords@case.edu) and the Postdoc Office. 

Appointment / Renewal Documents Required

Departments will enter all postdoc scholar and fellow appointments/renewals/visa recommendations through the Student Information System (SIS) electronic postdoc appointment system. All approvals will also be done through SIS. 

When preparing to appoint/renew a postdoc, you will need the following in order to enter the record in SIS:

  • Postdoc's current CV
  • Postdoc's doctoral diploma or transcript with degree posted and date conferred (translated if applicable)
    • If the person has not graduated yet, a letter of completion will be required
      • For CWRU grads, you do not need to supply a diploma or transcript
  • For renewals, an updated CV and the Annual Review Form are required.
  • Personal Data (PD) Salary Authorization Form (required for School of Medicine (SOM) only)
  • Expense Statement (required for College of Arts and Sciences (CAS) only)
  • Scholar Portal is the new central location where all visa documents should be uploaded. Visa documents are no longer required to be uploaded into SIS, they should be put into Scholar Portal in order to request a visa.

SIS Step-by-Step Instructions for appointments/renewals

Department Administrators can refer to this step-by-step guide for appointing and renewing postdocs in SIS. 

SIS Instructions

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.