Initial Notice of Appointment (NOA)
Before submitting an Initial Notice of Appointment (NOA), please review:
- The University of Kentucky Administrative Regulation 5:1 Postdoctoral Scholars, Postdoctoral Fellows, and Visiting Scholars
- The definition of a postdoc as defined by the National Institutes of Health (NIH), National Science Foundation (NSF), and National Postdoctoral Association (NPA):
"A postdoctoral scholar ("postdoc") is an individual holding a doctoral degree who is engaged in a temporary period of mentored research and/or scholarly training for the purpose of acquiring the professional skills needed to pursue a career path of his or her choosing."
- Postdoctoral candidates are required to have completed all of their PhD requirements (final examination, dissertation submitted)
Note: for candidates who have completed requirements but await their diploma, a letter of completion from the registrar, graduate school, or other administrative unit from the institution where the degree will be conferred is acceptable
- Postdoctoral candidates are not allowed to be recruited in the same department or research unit as the one where they received their PhD
Note: unless otherwise approved by the Provost
- Postdoctoral candidates are required to have less than 5 years of postdoctoral training in the U.S.
Hiring and immigration
Hiring is completed through standard departmental procedures (pre-employment screen, hiring packet, I-9, Payment Authorization Request, etc.) and immigration requests are submitted to International Student & Scholar Services (ISSS).
Please note that to initiate an immigration request with ISSS for an international candidate (J-1 visa), ISSS requires that the offer letter be endorsed by the Sponsoring Professor, Department Chair, College Dean, and the Office of Postdoctoral Affairs. After routing for signatures from the Sponsoring Professor, Department Chair, and College Dean, please send these offer letters to the Office of Postdoctoral Affairs directly by email.
For domestic candidates, offer letters are not required to be endorsed by the Office of Postdoctoral Affairs although departments are encouraged to use the following template:
- Domestic Postdoc Offer letter template (MS Word document)
Scholar or Fellow?
A postdoctoral scholar has an earned doctoral degree and is pursuing an individualized program of advanced training in research, teaching or other important aspects of academic work, for which the University has assumed a measure of responsibility. Although participation in the program provides advanced training, service is required as a condition of appointment with salary. A postdoctoral scholar has status both as a non-regular academic staff employee and as a postdoctoral student.
A postdoctoral fellow has an earned doctoral degree and is a recipient of a fellowship or training award. Through such an award, a postdoctoral fellow receives a stipend or living allowance (not considered as salary) from grant funds provided specifically for a particular field of study or training. No service to the University is required as a condition of receiving the stipend, although service may be rendered incidentally as part of the training or fellowship program. A postdoctoral fellow has status as a postdoctoral student but not as an employee.
Notice of Appointment
The Notice of Appointment requires signatures by the appropriate Department Chair or Research Unit Director, the appropriate Dean, and the Provost. The Graduate School is authorized to sign NOAs on behalf of the Provost. Please submit the prepared NOA (signed by Appointee, Sponsoring Professor, and Unit Chair/Director) below.
Please use this template: Notice of Appointment
- Prepared NOA (signed by Appointee, Sponsoring Professor, and Unit Chair/Director).
- Copy of the signed offer letter
- Up-to-date Postdoc CV
- Proof of Doctoral Degree (copy of transcript or diploma or a document that proves that degree requirements have been fulfilled - i.e. defended and submitted dissertation)