What’s the process?
- The first step is to make sure you have funding for your postdoc. Once an award notice for the funding is received, the position can be posted.
- You must obtain a position specific Interfolio application link. Interfolio is the premier university platform for maintaining faculty and postdoctoral searches and it ensures that we are in compliance with Tufts OEO policy. Please contact your faculty coordinator or Patty Dawson to obtain the link.
- Prepare the job description. Sean Cash, Postdoctoral Officer, can assist with preparing the job description. If you have not hired a postdoc recently, please send the job description to Sean Cash for review to enure it contains required language about professional development that sets a postdoctoral position apart from a research staff position. Work with your faculty coordinator to post the position to the Friedman careers page. The position can also be advertised through New England HERC and HigherEdJobs by contacting HR.
Friedman Careers Page
Once the position is posted:
1. Log into Interfolio and select a candidate that meets the requirements for the position. Maintain a long list and short list of candidates by using Interfolio.
2. For all candidates interviewing, documentation of PhD completion must be submitted showing the completion of PhD degree. If the candidate has completed all requirements for the degree, but the degree has not yet been awarded, they must submit documentation from the university that will award this degree certifying that all the requirements for the degree have been satisfied.
3. Work with your faculty coordinator to schedule an interview day and job talk for the candidate. A brief interview should be scheduled with Sean Cash in addition to any other relevant faculty or staff. Your faculty coordinator will send out announcements about the job talk.
You’ve selected a candidate. Now what?
Congratulations, you’ve selected a top candidate! The next steps include finalizing a salary, drafting an offer letter, and working with your faculty coordinator on completing the relevant onboarding procedures.
Postdoctoral Salary Information:
The University updates minimum rates for postdoctoral scholars and research associates based on NIH rates. These minimum pay rates apply to postdoctoral scholars and research associates paid by the University using funds derived from research grants, contracts, training grants, etc., and those who have been awarded a fellowship and are paid directly by an organization external to Tufts.
Current Minimum Pay Rates
Submitting an Offer Letter:
When you are ready to present an offer, please use this offer letter template. Before the offer is submitted to the candidate, coordinate with Sean Cash and Courtney King to approve the letter.
Offer Letter Template
They’re coming! Now what?
The candidate has accepted the position! After confirming the start date, the next step is to work with your faculty coordinator or project staff member to make sure the incoming postdoc will have a space, phone, and computer equipment. Your faculty coordinator or project staff member will also ensure the appropriate paperwork is completed for the hire. If you want, your faculty coordinator/project staff member can also send out a welcome announcement. If it is an international hire, your faculty coordinator can also connect the postdoc with the international office to finalize J-1 visa status.
Prior to the postdoc's arrival:
- Request the following information from the postdoc with Courtney King copied on the communication. This information is required to setup the postdoc's position in PeopleSoft.
- personal email address
- permanent address
- local address
- phone number
- Courtney will request a new position number for the postdoc through TSS.
- Courtney will submit the hire PAF to TSS once the new position number is available.
- TSS will send two emails to the postdoc outlining the following once the PAF has processed.
- Online Identity: An email will be sent asking that the postdoc complete their “Online Identity.” This will activate their Tufts login (called UTLN), email, and employee record.
New Hire Paperwork: A second email will be sent inviting the postdoc to Tufts Employee Self Service system (called eServe) to complete the New Hire Paperwork. This consists of an online W4, direct deposit form, and Section 1 of the I-9 form.
- Verifying I-9 Documents with TSS: After the online steps are completed, the postdoc will be prompted to complete Section 2 of the I-9 form. To do so, please refer to the details on Access Tufts.
Once the postdoc arrives:
- All postdocs attend new hire orientation (often scheduled and included in the offer letter). Please contact Lauren Hubbard in HR to schedule orientation.
- If the postdoc is an international hire,
- The postdoc must obtain a U.S. bank account upon arrival to the country. This is required to complete the I-9 verification process.
- The postdoc must check in with the international office upon arrival to the campus. They will attend an international office orientation. They will be asked to enter information into “windstar.” TSS will communicate taxation allowed, and then the postdoc will attend the university's new hire orientation. TSS will be present to verify I-9 documentation at that session.
- Next, the candidate will report to the Friedman School for their first day of work and attend School and division specific onboarding in the coming days.
- On their first day of employment, arrange to meet the new hire, and give them a tour of the building, introduce them to their new team, and consider having a welcome lunch or breakfast.
In order to ensure a healthy and safe work environment, Tufts University is requiring all employees to be fully vaccinated and provide proof of their COVID-19 vaccine before their start date. Employees who cannot receive the vaccine because of a disability/medical contraindication or sincerely-held religious belief may request an accommodation (e.g., an exemption) to this requirement. Learn more about the COVID-19 vaccine requirement. This requirement helps enable our employees to thrive in their careers at Tufts and make the greatest impact on all those we serve through the University. This policy does apply to postdocs.
Postdoctoral Handbook & Benefits Information
Tufts offers health and dental benefits to postdoctoral scholars who work at least 17.5 hours per week. Please visit the Postdoctoral Handbook and Dental/Health Benefits Page for benefits information and the university postdoc manual.
Postdoctoral Handbook and Dental/Health Benefits Page
Checklist to provide to your new Postdoctoral Scholar:
- Please reference this helpful Tufts New Employee Checklist for steps to follow before your first day, on your first day, during your first week, and other additional resources.
- You must register for benefits within 31 days of your start date. There is more information about benefits registration on AccessTufts.
- I-9 employment eligibility form must be verified by the end of your third day of work. After you’ve completed the form online, bring the appropriate identification to Tufts Support Services in Medford/Somerville, Boston, or Grafton. You’ll be able to enroll in benefits and obtain your Tufts ID card about 24 hours after your I-9 has been verified.
- Within the first month of employment, schedule a time to meet with Sean Cash, Postdoctoral Officer.
Tufts New Employee Checklist Benefits Registration
Care of Postdoctoral Scholars
Making an employee feel welcome and setting expectations is the first step toward building a successful working relationship and experience. Please reference the suggested tips outlined below for providing a welcoming introduction to the Friedman School.
- Communicate expectations for the first 3 months, 6 months, and year of employment.
- Determine work hours. Postdocs typically work 9:00am-5:00pm Monday-Friday, with some expected flexibility working past 5:00pm.
- The mentor should make plans to meet with the new postdoc for weekly or bi-weekly check-ins.
- The mentor coordinates with the postdoc to set up an Individual Development Plan. Per Friedman School policy, IDPs must be completed by all postdocs by the end of October each year, and ideally updated monthly thereafter. Also, per Friedman School policy, Annual Progress Reports (APRs) are due by the end of July each year, and a copy of the completed APR must be submitted to Sean Cash, Postdoctoral Officer (either by printed hardcopy or electronically). Postdocs and mentors will receive a reminder each spring to complete APRs.
Individual Development Plan Annual Progress Reports
Friedman School Contacts: