Duration of Appointment

Description

Postdoctoral trainee appointments are for one year and may be renewed annually based on satisfactory performance, continued training needs, and availability of funding.

Under current University policy, cumulative postdoctoral trainee experience should not exceed five years total. For postdoctoral trainees appointed at Penn on or after July 1, 2023, the cumulative five-year limit includes prior postdoctoral experience completed at Penn or another institution. Postdoctoral trainees hired before July 1, 2023, retain the prior five-year term limit at Penn, regardless of previous experience.

Faculty mentors, principal investigators, or designated appointment administrators are responsible for determining years of previous postdoctoral experience and the number of years a postdoctoral trainee remains eligible for postdoctoral training at Penn. This information should be communicated in the initial appointment letter so there is a mutual understanding of the potential length of the appointment.

Calculating Years of Postdoctoral Experience

Postdoctoral experience generally includes research or highly specialized research training conducted after the postdoctoral trainee has received a PhD or equivalent degree and completed under the supervision of a faculty mentor or equivalent supervisor.

For candidates who do not immediately begin a postdoctoral appointment after receiving their PhD or equivalent degree, the faculty mentor should determine the starting year of experience based on prior postdoctoral experience and calculate the trainee’s terminal year at Penn.

Prior postdoctoral experience of less than a 12-month increment may be included at the discretion of the faculty mentor.

Exceptions in calculating cumulative years of experience may apply in limited circumstances, including:

• the year after dissertation defense when the individual remains in the lab or department of their PhD advisor to complete additional research, papers, or dissertation-related projects;
• clinical fellowship experience completed after a dual MD-PhD degree;
• prolonged periods of leave before the Penn appointment, including parental leave, sick leave, or unpaid leave.

Extensions

Under exceptional circumstances, such as a prolonged period of leave or another extraordinary situation, an extension may be granted upon request of the faculty mentor by the appropriate Dean or the Vice Provost for Research.

Extension requests may require:

• a letter outlining the justification for the extension;
• confirmation of available funding;
• an Individual Development Plan (IDP) or equivalent performance appraisal;
• an updated CV.

Short-term extensions may be managed and approved at the departmental level, contingent upon funding. For extensions longer than 90 days, a formal extension request should be submitted following the same guidance as a one-year extension.

Extensions should be reviewed in advance and must be consistent with University policy, funding terms, visa requirements, and applicable school or departmental procedures.

International Postdoctoral Trainees

International postdoctoral trainees are generally appointed for the standard one-year postdoctoral appointment term. However, faculty mentors may request a multi-year visa sponsorship duration when appropriate to reduce the burden of repeated visa renewals.

Multi-year visa sponsorship does not guarantee reappointment or continued employment. Departments must include appropriate language in the appointment or reappointment letter, and final review and approval must be secured through International Student and Scholar Services (ISSS).

Penn Policy and Related Guidance

For University policy guidance, faculty mentors, postdoctoral trainees, and administrators should review the Policy for Postdoctoral Trainees at the University of Pennsylvania.

Related guidance includes:

• Policy for the Appointment of Foreign Nationals Under the Postdoctoral Training Program
• Guidance Regarding the Cumulative Five-Year Term Limit for Newly Appointed Postdoctoral Researchers and Fellows
• Visa Sponsorship Duration for Foreign National Postdoctoral Researchers and Fellows