Authority: Executive Vice Chancellor and Provost

History: First Issued: June 28, 2010. Last Revised: June 23, 2026.

Related Policies:

NCSU POL10.00.02 – Research Policy
NCSU POL04.25.05 – Equal Opportunity and Non-Discrimination Policy Statement 
NCSU REG01.25.01 – Conflicts of Interest and Conflicts of Commitment
NCSU REG05.00.01 – New Employee Orientation 
NCSU REG05.00.02 – Reasonable Accommodations in Employment 
NCSU REG04.25.06 – Discrimination and Harassment Prevention and Response Training
NCSU REG04.20.07 – Adverse Weather and Other Emergency Conditions Policy
Family Medical Leave Policy

Additional References:

Office of Postdoctoral Affairs (OPA)

National Postdoctoral Association (NPA)

Resources for Those Who Hire, Mentor and Manage Postdocs

Postdoc HR Quickstart Guide
Performance Review Form/Worksheet 
Template/Sample Appointment Letter

Individual Development Plan (IDP)
Postdoc Health Plan
Office of International Services (OIS) 
Benefits and Wellness
Campus Health
International Employment Office

Contact Info: Director of the Office of Postdoctoral Affairs (919-515-0326)

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1. INTRODUCTION AND SCOPE

Postdoctoral scholars (postdocs) gain important training and/or research experience through their relationship with the university in ways that support and fulfill the research and scholarship missions of the institution. The term “postdoc” broadly refers to all postdoctoral scholars throughout this regulation. Postdocs receive training under the supervision of a tenured, tenure-track or other appropriate faculty member who serves as a mentor. Responsibilities associated with the postdoc appointment involve substantial research, teaching and/or scholarship.  This regulation describes the terms and conditions of postdoc appointments. 

Clinical interns and residents (house officers) in the College of Veterinary Medicine are not covered by this regulation but, rather, are covered by NCSU REG 05.20.36 – College of Veterinary Medicine (CVM) House Officers.

2.  QUALIFICATIONS AND PROCEDURES FOR APPOINTMENT TO A POSTDOC POSITION

2.1 North Carolina State University (NC State) relies on the following definitions of a postdoc:

2.1.1.  The National Postdoctoral Association’s definition:  A “postdoc” is an individual holding a doctoral degree engaged in a temporary period of mentored research, aimed at acquiring the professional skills necessary for their chosen career path.

2.1.2 The Federation of American Societies for Experimental Biology (FASEB) definition:  The appointee was awarded a Ph.D., equivalent doctorate or terminal degree (e.g., M.D., D.V.M., Sc.D.) in an appropriate field no more than five (5) years from the date of hire (there are no exceptions to this); the appointment is temporary; the appointment involves substantial research, teaching and/or scholarship; the appointment is viewed as preparatory for a full-time academic or research career; the appointee works under the supervision of a tenured, tenure-track or other appropriate faculty member at the university; and the appointee is expected to submit for publication the results of their research or scholarship conducted during the period of appointment, in consultation with their mentor.

2.2 Creation of Postdoctoral Positions

Postdocs are appointed at 1.0 FTE. NC State-funded positions must be hired through NC State’s Human Resources system(s).  Guidance regarding the creation, formation and appointment of postdocs can be found in the Postdoc HR Quick Start Guide.

2.3 Recruitment of Postdocs

Given the nature of their training experiences, postdocs may be identified directly through national or international academic professional channels.  Academic departments should publicize widely postdoctoral vacancies on departmental websites and also utilize professional networks, such as the appropriate listserves, to recruit qualified candidates.  All postdoc candidates must apply for postdoc vacancies through the university’s online employment system.  Hiring officials are strongly encouraged to review the guidelines for conducting searches for postdoctoral scholars prior to their recruitment activities.

2.4 Appointment of Postdoctoral Scholars

No written offers of appointment for postdoc positions may be made without prior endorsement from the Office of Postdoctoral Affairs (OPA), and all offers must comply with applicable university policies.

3.  POSTDOCTORAL TITLES, DEFINITIONS, AND JOB CODES

There are distinct classifications based on the responsibilities and/or the funding source of the postdoc.  A postdoc must hold one of the approved job titles set forth in the Postdoc HR Quick Start Guide.

4. POSTDOCTORAL APPOINTMENTS 

4.1 Terms and Conditions of Appointment

4.1.1 Except for Articles 6 and 7 of Chapter 126 of the North Carolina General Statutes (State Human Resources Act), postdocs are exempt from the State Human Resources Act.

4.1.2  Postdoctoral appointments are “at-will” and subject to discontinuation at the discretion of the Dean of the College, Dean of the Graduate School, or designees of those deans for any reason so long as the reason is not unlawful.  Postdoctoral appointments, though at-will, may not exceed five (5) years in total at NC State University.  If the postdoc position is contingent upon the continued availability of non-state appropriated funds to support the position, the appointment letter or accompanying terms and conditions must state that continuation of the postdoctoral appointment is contingent upon the continuing availability of such funds to support the position, must specify the source of such funds, and must state that the effect of such contingency may apply without the additional notice otherwise required by Section 4.1.5 below.

4.1.3  All postdoctoral appointments are contingent upon:

(a) verification of the individual’s academic credentials;

(b) verification of the individual’s eligibility to work and be paid in the United States; and

(c) a satisfactory background check.

Falsification of an employment application or other employment-related information shall be grounds to cancel any employment offer or rescind the appointment.  In cases where the falsification of the employment application or other employment-related information is discovered after the postdoc has begun work, the postdoc shall be discharged from employment under the procedures set forth in Section 7 below.

4.1.4 Individual performance reviews of all postdocs are to be conducted annually and placed in their personnel files. The postdoc annual Performance Appraisal Cycle runs from April 1 to March 31, with finalized Annual Appraisals due no later than May 31. The performance appraisal document to be utilized in the review process can be found in the Resources for Those Who Hire, Mentor and Manage Postdocs section of the OPA website.  A copy of the postdoc’s annual evaluation should be sent to the OPA via email (postdocadmin@ncsu.edu) no later than May 31 each year.

4.1.5 Unless the appointment ends in accordance with Section 7 below (i.e., discharge for cause), discontinuation shall be subject to advance notice of discontinuation and/or receipt of a lump sum separation payment as follows:

(a) within the first year of the postdoctoral appointment, no less than 30 calendar days’ notice prior to discontinuation of appointment or the payment of a lump sum separation payment equivalent to thirty (30) calendar days of pay;

(b) in the second, third, fourth and fifth years of the postdoctoral appointment, no less than 60 calendar days’ notice prior to discontinuation of appointment or payment of a lump sum separation payment equivalent to sixty (60) calendar days of pay.

(c) For a postdoc whose visa is expiring, termination will be immediate pursuant to terms and conditions and federal law.

The Dean of the College, Dean of the Graduate School or their designees have the discretion to determine whether a postdoc shall receive notice of discontinuation of the appointment, receive separation pay in lieu of notice, or a combination of the two and whether, if notice is provided, the notice will be a working notice or paid administrative leave.

4.1.6 Postdoctoral scholars may end their appointment at any time for any reason but are expected to give a minimum of thirty (30) calendar days’ notice.  No separation pay will be issued if the postdoc ends their appointment.

4.2 Externally Funded Postdoctoral Fellows

4.2.1 Postdoctoral fellows who have externally funded appointments can be one of two types: 1) those that are paid by the external source through NC State’s Human Resources system; and 2) those where the external funding is paid directly to the postdoc. For those in the second category, they must be established in the Human Resources system as an unpaid appointment.  The unpaid appointment provides externally-funded postdocs with access to the university’s information technology resources, libraries and other campus resources.

4.2.2  Externally funded postdoctoral fellows paid through NC State’s system are eligible to participate in the Postdoc Health Insurance program at their own expense.  All other benefits and leave provisions outlined in section 9 of this regulation are not applicable to this group.

4.2.3  Postdoctoral fellows who have external funding paid directly to the postdoc are not eligible for the benefits and leave provisions outlined in Section 9 of this regulation.

4.3  Postdoctoral Scholars on Academic Year (9-Month) Appointments

4.3.1  Postdoctoral scholars who are on teaching appointments may, at times, be placed on an academic year (9-month) appointment, which indicates they are working at the university during the academic year (August – May).  However, they are paid over a 12-month period with the 9-month salary expanded over the 12-month period.

4.3.2  For postdocs on academic year (9-month) appointments, July and August paychecks include prepayment for the upcoming academic year; May and June paychecks include post-payment for the preceding academic year.  For new academic year appointments, these installments begin in August (2/12’s of salary) and end in June unless otherwise specified by the Payroll Office.  Postdocs whose employment with NC State ends before the completion of the fall semester will owe the university reimbursement for a proportionate amount of the prepayment.

4.3.3  Full-time, 9- month (1.0 FTE) postdocs earn one (1) day of annual leave and one (1) day of sick leave for each month of the nine months they work for a total of nine (9) annual days and nine (9) sick days spread over a 12-month period.  Leave accrual and use must be tracked in the HR Web Leave System.

4.3.4  Unless noted in this section, all other provisions of this regulation apply to all other non-academic year postdoctoral appointments.

4.4 Appointment Letter

The Dean of the College or designee (e.g., department head, center/institute director) appoints an individual to a postdoctoral position by using the university’s approved appointment letter template.  Any changes or deviations from the appointment letter template require prior review and approval from OPA.  The appointment letter must include the following:

4.4.1 Designation of the appointment as “at-will” and subject to continuation or discontinuation at the discretion of the Dean of the College, Dean of the Graduate School and/or their designee;

4.4.2 Statement that the postdoctoral appointment (individually and cumulatively) shall not exceed five (5) years total at NC State University.  There are no exceptions to this;

4.4.3 Statement that the appointment is contingent upon the verification of educational credentials, satisfactory background check, and availability of non-state appropriated funding (if applicable);

4.4.4 Statement of the conditions regarding subsequent or continued appointment, if any (i.e., in the case where a postdoctoral scholar is appointed on a one-year term with the possibility of continuing additional years; as stated in 4.4.2, a postdoctoral appointment cannot exceed five [5] years total across all postdoctoral appointments held at NC State University);

4.4.5 Salary and benefits information (see requirements in Section 5); and

4.4.6 Notice regarding professional development opportunities offered through OPA.

4.5 Individual Development Plan (IDP)

Postdocs are encouraged to formulate an individual development plan in collaboration with their faculty mentor.  The OPA has an example of an individual development plan (IDP), which has been adapted from the Federation of American Societies for Experimental Biology’s Science Policy Committee.  The IDP can be considered one component of a broader mentoring program and be referred to in grant applications, such as those for the National Science Foundation (NSF), which require a mentoring plan for postdocs as outlined in Section II.C.2.d.i of the NSF Graduate/Postdoctoral Mentoring Plan Requirements.  The OPA is available to help postdocs with the creation of their IDPs as well as provide appropriate wording for principal investigators (PIs) submitting proposals to federal agencies.

4.6 Required Mentoring Plans

All postdocs must have a mentoring plan that is evaluated annually by the postdoc’s PI/mentor.  The OPA provides guidance for a mentoring plan.

5.  SALARY REQUIREMENTS FOR POSTDOCS

5.1 All postdoctoral appointments extended on or after the effective date of this regulation must compensate the postdoc at least at the minimum rate established by the Provost. That rate can be found in the memorandum linked here: Postdoc Minimum Salary Increase December 2024.  Faculty are encouraged to pay postdocs at a competitive rate for their respective disciplines and may offer a salary higher than the minimum required, but the salary may not exceed the starting salary of an assistant professor in that same discipline.

5.2 Salary increases for postdocs are determined on a case-by-case basis at the discretion of the postdoc’s direct supervisor, unless otherwise prescribed or limited by state, university system, or campus directives.  Postdoc salary increases above 10% will require additional review by OPA. Faculty mentors are strongly encouraged to provide annual salary increases based on performance, merit and equity considerations that are similar to that year’s legislative increase (LSI) for other NC State employees.

6.  EXPECTATIONS OF POSTDOCTORAL APPOINTEES

6.1 NC State performance expectations for postdocs include the following:

6.1.1 conscientious fulfillment of agreed-upon duties as outlined in the appointment letter, terms and conditions, and/or mentoring plan;

6.1.2 adherence to ethical standards of research and scholarship;

6.1.3 adherence to NCSU POL10.00.02 – Research Policy and all other applicable university policies, rules and regulations on research and research-sponsored activities;

6.1.4 compliance with good laboratory practice and recognized university standards, which includes maintenance of laboratory notebooks and/or other comparable records of research activity as outlined in NCSU POL10.00.02 – Research Policy;

6.1.5 observation of established federal, state and municipal regulations and guidelines for research involving hazardous materials, human subjects or animals;

6.1.6 open and timely discussion with mentor regarding the postdoc’s IDP, research progress, distribution of reagents or materials, or any disclosure of finding or techniques privately or in publications;

6.1.7 timely publication of the results of research or scholarship in consultation with mentor;

6.1.8 collegial conduct towards co-workers; and

6.1.9 compliance with all applicable university policies, regulations, and rules.

7.  DISCHARGE

A postdoc may be discharged for cause.  Supervisors should contact Employee Relations before proceeding with a discharge for cause.  Grounds for discharge for cause may include, but are not necessarily limited to, incompetence, unsatisfactory performance, neglect of duty, or misconduct that interferes with the capacity of the postdoc to perform effectively the requirements of their appointment; violations of university policies, regulations, or rules; and failure to meet the expectations as set forth in Section 6 of the policy.  Discharge for cause is to be preceded by written notice of intent to discharge.  When a postdoc has been notified of the intention to discharge them for cause, the Dean of the College or their designees may place the postdoc on administrative leave with pay.  The postdoc may, within five (5) business days of receiving notice of the intent to discharge, make a request in writing to meet with the Dean of the College or their designees to discuss the proposed discharge.  This meeting should occur within five (5) business days of the Dean’s or Dean’s designees receiving the request from the postdoc.  The Dean of the College or their designees will make a final decision within ten (10) business days of the meeting and will put the decision in writing to be delivered to the postdoc.  The decision is final; there is no further review.

8.  PROCEDURE FOR WORKPLACE CONCERNS UNLESS ADDRESSED OR COVERED BY ANOTHER NC STATE POLICY, RULE OR REGULATION

A postdoc may use the following procedures to address matters of workplace concern related to their appointment:

8.1 If the postdoc’s concerns include allegations of discrimination, harassment or retaliation in violation of NCSU POL04.25.05 – Equal Opportunity and Non-Discrimination Policy, the postdoc is encouraged to contact NC State’s Office of Equal Opportunity (OEO) for review. For other types of concerns, the postdoc should make a reasonable effort to resolve the matter through direct discussions with their supervisor.

8.2 The postdoc may also utilize the services of the Faculty and Staff Ombuds Office to discuss concerns and seek guidance. The ombuds office is independent, impartial, informal, and confidential.

8.3 If the matter is not adequately resolved by discussion with the supervisor or discussion with the Ombuds, the postdoc may formally request review by the supervisor’s department head, center director or other unit administrator directly responsible for the postdoc’s supervisor’s professional activities. Such a request must be accompanied by a written statement describing the matter of concern, the supporting facts, and the disposition of prior discussions.  The responsible department head, center director or other unit administrator responsible shall determine whether the matter raises allegations of discrimination, harassment or retaliation in violation of NCSU POL 04.25.05 – Equal Opportunity and Non-Discrimination Policy that will be referred to the OEO for review or, where POL 04.25.05 is not implicated, will decide the matter promptly and provide a written response outlining the reasons for the decision.

9.  BENEFITS AND LEAVE PROVISIONS

The benefits and leave provisions provided to postdocs (excluding externally funded postdocs who are not paid through NC State’s payroll systems) are outlined below.  Note that some of the benefits and leave provisions are different for postdocs on 9-month academic year appointments, and these differences are denoted in section 4.3.

9.1 Retirement

Postdocs may participate in voluntary retirement programs through the UNC System Voluntary 403(b) Program and the NC Deferred Compensation (457) Plan provided under Sections 403(b) and 457 of the Internal Revenue Code, respectively.

9.2 Health Insurance

9.2.1  Health, vision and dental insurance is offered through the Postdoc Health Insurance, Vision and Dental Plan to all postdocs who are paid through the university payroll system.  To be covered under this benefit plan, postdocs must be on active postdoctoral appointments.  Dependents may be covered under this health plan as long as the postdoc participates; however, dependent premiums are not payroll deducted and must be paid directly to the plan administrator by the postdoc.  Health insurance coverage is effective on the first day of the month following the hire date and ends the last day of the month in which the postdoctoral appointment terminates; however, if the termination date is the first of the month, then the coverage ends on the first of the month.  If applicable, a waiting period may apply for pre-existing conditions for new postdoctoral scholars and covered dependents.  Postdocs are expected to first use Campus Health for their medical needs prior to seeking services from an off-campus provider.  Externally funded postdocs who are not paid through the university payroll system are ineligible to enroll through the Postdoc Health Insurance, Vision and Dental Plan but may be able to obtain payment for their health insurance through arrangements with the funding agency or country.

9.2.2 All J-1 Exchange Visitors and their accompanying family members are required to have health insurance that meets federal requirements. If the postdoc will not be paid through the NC State payroll system and does not have insurance, then the postdoc will need to purchase insurance in the United States.  Information about the J-1 program’s minimum requirements for health insurance and how to apply for health insurance may be obtained from The Office of International Services (OIS).  Externally funded postdocs who have their own funding through an agency outside NC State or the country and who are not paid through the university’s payroll system may be able to obtain health insurance through arrangements with the funding agency or country; those postdocs will need to review information from the funding source to see if this option applies.

9.3 Leave Provisions

9.3.1  Full-time (1.0 FTE) postdocs earn one day of annual leave and one day of sick leave on a monthly basis for a total of 12 annual leave days and 12 sick leave days per year.  Leave accrual and use must be tracked in the HR Web Leave system.  See Section 4.3 for information regarding postdocs who are on 9-month appointments.

9.3.2 The maximum number of unused days of annual leave that a postdoc may accrue and carry forward from one calendar year to the next is twenty-four (24) days.  Accrued, unused sick leave carries forward without a limit within the term of appointment. If a postdoc exceeds twenty-four (24) days of annual leave, the remaining days will be converted to sick leave at the end of the calendar year.

9.3.3 Unused annual and sick leave will not be paid out when the postdoc’s appointment ends and will not be converted or carried forward if the postdoc subsequently accepts a different EPS or SHRA position at NC State University.  If a postdoc transitions from one department to another as a postdoc with no break in service, then the unused leave will be retained.  “No break in service” is defined as no more than thirty (30) calendar days between appointments at the university.

9.3.4 Postdocs are subject to the same university official holidays and closings as all other employees at NC State.

9.3.5 Postdocs are subject to the Adverse Weather and Other Emergency Conditions Policy.

9.3.6 Postdocs are eligible for family and medical leave as outlined in the University Human Resources webpage or as required by law. Leave-earning postdocs who have been continuously employed by NC State for the immediate 12 preceding months are also eligible for up to six (6) consecutive weeks of Postdoc Paid Parental Leave (PPL) to care for new biological, adopted, or foster children, or other legal placements of a child. This leave is available upon presentation of appropriate documentation and approval by the University Human Resources Leave Administration.  Additionally or alternatively, at any time, postdocs may seek reasonable accommodations related to pregnancy, childbirth, or related medical conditions pursuant to NC State REG 05.00.04 – Reasonable Accommodations for Employees Related to Pregnancy, Childbirth, or Related Medical Conditions.

9.3.7 Postdocs are not subject to or eligible for shared leave, community service leave, bereavement leave, family illness leave, personal observance leave, or other leave provisions applicable to EPS employees unless stated otherwise in this regulation or as required by federal or state law.

9.3.8  Postdocs may request leave without pay (LWOP) for short-term extended illnesses and/or other needs as deemed appropriate by the postdoc’s supervisor.  The postdoc must exhaust all earned leave prior to taking LWOP.  Approval of LWOP requests are at the discretion of the postdoc’s supervisor, and their LWOP cannot exceed a total of twelve (12) weeks over the duration of the postdoctoral appointment.  Postdocs must provide a written request to their supervisor for LWOP.  The request must include: (1) reason for the leave; and (2) dates expected for beginning leave, duration of leave, and expected date of return to work.  In addition, postdocs must notify their supervisor immediately if the conditions of the leave change.  If a postdoc does not provide a written notice of the intention to return within two (2) weeks of the expected date of return to work, the supervisor is not required to provide reinstatement, but may do so if feasible.  Failure to report back to the university at the expiration of a leave, unless an extension has been requested and approved, may be considered a postdoc’s voluntary resignation.  LWOP will not extend a postdoc’s appointment but instead will be applied as time on the appointment. 

10. OTHER PROVISIONS APPLICABLE TO POSTDOCTORAL SCHOLARS

Except as otherwise addressed in this regulation, postdocs are governed by the same university policies, regulations, and rules that apply to EPS non-faculty employees, including but not limited to conflict of interest, external professional activities for pay, research, research misconduct, intellectual property and technology transfer.  Information applicable to international postdocs can be found through the university’s International Employment Office and the U.S. Citizenship and Immigration Services.