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Letter of Appointment

Description

When a faculty member offers an appointment to a postdoctoral trainee candidate, a written appointment letter should be provided before the start of training.

The appointment letter should clearly state the terms of the appointment, including:

  • appointment start and end dates;
  • appointment type or classification;
  • stipend or salary amount;
  • funding source or funding conditions;
  • faculty mentor and department, school, institute, or center affiliation;
  • applicable benefits information;
  • applicable visa sponsorship information, if relevant;
  • a statement that the appointment is subject to all applicable University policies.

Appointment letters should indicate whether the faculty mentor has available funding to fulfill the appointment terms. If funding is limited, the letter should state the duration of assured funding.

Acceptance and Records

The candidate must return a countersigned copy of the appointment letter indicating acceptance of the terms.

Countersigned appointment letters and related appointment records should be maintained by the appropriate department, school, institute, or center.

Reappointments and Extensions

If an appointment is renewed or extended, the renewal or extension must also be documented in writing before the current appointment period ends.

Reappointment and extension letters should include the relevant appointment dates, stipend or salary amount, benefits information, funding details, and applicable policy language.

Reappointments and extensions should follow applicable school, department, and Workday@Penn procedures.

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

Administrators should also review related OPA resources on Postdoctoral Classifications at Penn, Stipend Levels, and Visa Sponsorship Duration, when applicable.

View Penn Postdoctoral Trainee Policy