HUMAN RESOURCES

• Disclaimer
• Introduction
• Definition
• Policies and Procedures
  • Applications
  • Appointments
  • Registration
  • Orientation
  • Postdoctoral Compensation Guidelines
  • Postdoctoral Titles
  • Taxation
  • Postdoctoral Loan Deferment
  • Limit on Training
  • Vacation and Holiday Schedule
  • Housing
  • Visa Processing
  • University Policies
  • Grievance Resolution for Postdoctoral Scholars and Research Associates
• Memberships
  • Rockefeller University Postdoctoral Association
  • New York Academy of Science Membership
• Benefits
  • Postdoctoral Associates
    • Overview and Summary
    • Eligibility
    • Health & Dental Benefits
    • Flexible Spending Accounts (FSA)
    • Business and Travel Accident Insurance
    • Group Supplemental Retirement Annuity (GSRA)
    • Short Term Disability
    • Transportation Reimbursement Incentive Program (TRIP)
    • Adoption Assistance Program
    • Employee Assistance Program (EAP)
    • Childcare
  • Postdoctoral Fellows
    • Overview and Summary
    • Eligibility
    • Health & Dental Benefits
    • Business and Travel Accident Insurance
    • Short Term Disability
    • Adoption Assistance Program
    • Employee Assistance Program (EAP)
    • Childcare
• Funding Information
  • Rockefeller Funding Information
• Campus Services
  • Dining
  • Fitness Center
  • Mailroom
  • Parking
  • Security
• Campus Life
  • The Faculty and Students Club
  • Friday Lectures
  • Rockefeller Research Exchange Seminar Series
  • Tickets for Museums and Other Cultural Activities
  • Tri-Institutional Noon Recital

DISCLAIMER

This Handbook is intended to provide postdoctoral scholars with general information about some of the procedures, practices, policies, and benefits currently in effect at The Rockefeller University.

There are several things that are important to keep in mind about this handbook:

First, it contains only general information and guidelines. It is not intended to be comprehensive, complete, or unchangeable, or to address all the possible applications of, or exceptions to, the general policies and procedures described. For that reason, if you have any questions concerning eligibility for a particular benefit, or the applicability of a policy or practice to you, you should address your specific questions to Human Resources. Neither this handbook nor any other University document is intended or should be construed as conferring any contractual right, either expressed or implied, to remain in The Rockefeller University's employ.

Secondly, The Rockefeller University reserves the right to modify the procedures, practices, policies, and benefits described in this handbook at any time. We will try to keep you informed of changes as they occur, but we may not always be able to do so. Therefore, before relying on a statement made in the handbook, you should check with Human Resources as to whether the statement is still current.

Thirdly, some of the subjects described (such as the Major Medical Plan, the Hospital Insurance Plan, among others) are covered in greater detail in official policy documents, which are modified from time to time and which are readily available to you in Human Resources. These official texts are controlling documents and govern over any statement made in this handbook or by any supervisor.

THE ROCKEFELLER UNIVERSITY POSTDOCTORAL HANDBOOK

The Rockefeller University has educated and trained some of the most outstanding scientists in the world, many of whom have become leaders and institution-builders. The new Plan affirms that education and training of young scientists is a central component of the University's mission. The Plan calls for strengthening the Graduate and Postdoctoral programs and for retaining their international character.

Paul Nurse, President "Sustaining the Founding Vision in an Era of 21^st Century Science" The Rockefeller University Strategic Plan April 22, 2005

Introduction

The University has a strong commitment to the full involvement of postdoctoral scholars in all aspects of the scientific, educational and cultural activities of the community. Each year, more than 340 postdoctoral scholars are associated with the research activities of the more than 70 laboratories, where they are encouraged to continue their scientific training and pursue their research interests. In addition, they typically participate in the many seminars and colloquia held at the University and are particularly active in the weekly "Rockefeller Research Exchange" seminar series.

Definition

Postdoctoral appointments are temporary appointments made to individuals who were recently awarded a Ph.D., or its equivalent doctorate, in an appropriate field, and are dedicated to full-time research or scholarship. Appointments are made on a yearly basis, and may last from three to five years, but are not to exceed five years at the University. Postdoctoral scholars make vital contributions to the University's scientific programs, while gaining valuable research training and experience under the mentorship of a head of laboratory, culminating in published results. During this time they are encouraged to develop a distinct line of research that will allow them to gain independence in preparation for a scientific career.

POLICIES AND PROCEDURES

Applications

Recent or prospective recipients of the Ph.D. or M.D. degree who wish to apply for postdoctoral positions should write to the laboratory head whose area of research best matches their research interests. For more information on the research areas at the University, visit the University website at http://www.rockefeller.edu/research/. Candidates for postdoctoral training at the University often obtain funds from a private or governmental granting agency. The University, however, is responsible for awarding about 10 postdoctoral fellowships annually to postdocs who are in the early stages of their training.

Appointments

All postdoctoral appointments are initiated at the written request of a Head of Laboratory and are administered at the University through the Office of Immigration and Academic Appointments in Human Resources. A formal offer letter is sent to the postdoctoral scholars from this office with important information concerning their University appointment.

Registration

All new arrivals should make an appointment with the Office of Immigration and Academic Appointments in Human Resources at Ext. 8048, to complete registration within three days of arrival on campus. At registration you will be asked to complete several forms including a registration form, questionnaire, self-identification form and the I-9 employment eligibility form. You will also be asked to read and sign the Intellectual Property Agreement. This Agreement is included with your offer letter and can be found on the University's website at: http://www.rockefeller.edu/techtransfer/resources. Proof of your highest degree must be presented at registration. Information on obtaining a University identification card and a U.S. social security number will also be provided at registration, and you will receive the Rockefeller University Employee Handbook.

Orientation

At registration all new arrivals will be scheduled to attend an orientation where information on University policies, campus services, visa regulations, and health insurance is provided. Much of the material discussed is contained in the University Employee Handbook and on the University website.

Postdoctoral Compensation Guidelines

The following guidelines, based on years of Rockefeller postdoctoral research experience, are effective for all postdoctoral researchers at The Rockefeller University. For incoming postdoctoral researchers with prior outside experience, lab heads will determine the appropriate salary/stipend range, based on an evaluation of their previous research experience. 

NEW GUIDELINES

Effective July 1, 2012, all incumbent postdoctoral researchers and all new postdoctoral appointees must be paid according to the new guidelines.

Postdoctoral Fellows who are the recipients of competitive or honorific fellowships will continue to receive the full amount of the award. In the event that the award is below the minimum for their years of postdoctoral experience, the laboratory will be expected to supplement the individual up to at least the appropriate minimum.

Postdoctoral Titles

Postdoctoral Fellows are individuals who receive funds that are awarded competitively or are directed by the donor specifically for the support of postdocs. Examples, of this type of support include the NIH National Research Service Award (NRSA), Helen Hay Whitney Fellowships, Women & Science Awards, Bristol-Myers Squibb Fellowships, F.M. Kirby Fellowships, and Emerald Fellowships. Postdoctoral fellows may not be treated as employees.

Postdoctoral Associates are individuals who receive salary to perform research under the supervision of a Head of Laboratory. The definition of "salary" is compensation given in exchange for services rendered.

Taxation

Your tax liability will be determined by the source of your funding or financial support, your immigration status, your country of tax residency, and the length of time you have been in the United States. The source of your funding may vary during your time at the University. The determination of whether your financial support constitutes a "stipend" or "salary" (both are taxable, but only the latter is subject to Social Security taxes) will depend on the source of your funding and the nature of your duties. It is possible to receive both stipend and salary payments in the same year. If you have any questions about how your financial support will be characterized and reported to you for tax purposes, please contact Kretina Wright in the Office of Finance at Ext. 8388. If your salary is charged to a government grant or contract, you should be aware that you will be required to devote a certain minimum number of hours to that project, that you will be working under the direction of the principal investigator on that project, and that you will be subject to satisfactory performance requirements in regard to that project.

Postdoctoral Loan Deferment

Postdoctoral researchers with educational loans that allow for deferment during their period of postdoctoral training can bring the appropriate forms obtained from the lending agency to the Office of Immigration and Academic Appointments in Human Resources for approval. This deferment allows the postdoctoral researcher to postpone repayment of the debt.

Limit on Training

The University will continue its commitment to the proper career development of the postdoctoral population by following the National Academy of Sciences recommendation limiting postdoctoral training to five years. It is recommended that after five years at The Rockefeller University, individuals will either be promoted according to University guidelines or obtain appointments elsewhere.

Promotion to Research Associate Professor or Research Assistant Professor may be made if the individual meets the criteria set forth for these ranks in "Policies Governing Appointments Promotions" at: http://formspolicies.rockefeller.edu/getfile.php?type=Policy&file=HR_AppointmentsPromotionsPolicyResearch_pdf

Vacation and Holiday Schedule

Postdoctoral researchers are entitled to 20 paid days off per appointment year, inclusive of the University winter break. Time off must be scheduled with lab head approval, and unused vacation time will not be paid out or accumulated. The University holiday schedule can be found here.

Housing

The University owns 750 apartments (including studios, 1, 2, and 3 bedroom units), located on and close to campus. 50 furnished guest rooms are also available at competitive rates on a nightly, weekly, or monthly basis.

Postdoctoral researchers holding full-time academic appointments are eligible for University housing. If you will require University housing, a housing application should be completed and returned to the Office of Immigration and Academic Appointments, either by mail or fax at (212) 327-8699, for approval. The housing application is included with your offer letter allowing you to apply for housing in advance of your arrival. Please note that married postdoctoral scholars must apply on the same application.

Once received and approved, this application will be forwarded to the University Housing Office who will contact you with information about your housing arrangements. Applications are processed in the order in which they are received. Apartments are generally assigned from 30 days prior to your arrival date up to your arrival date. A waiting list is maintained for admission to an apartment. If an apartment is not available when you arrive, temporary furnished guest rooms are available by the week or month. You are allowed to turn down one assignment. If you do not accept the next offer, you must reapply after one year.

You may apply for an apartment transfer after two years. Transfers occur December through April.

A general guide of the current monthly rents can be found at the Housing department website here.

All permanent apartments are unfurnished, except where noted, but do include refrigerators and stoves. Some apartments include dishwashers. Contact housing for a handbook that describes the apartment buildings and the current rents.

All questions concerning details of University housing should be directed to Sharisse Brown at (212) 327-7970 or at browns@rockefeller.edu.

Visa Processing

The Office of Immigration and Academic Appointments in Human Resources provides immigration services to all postdoctoral researchers, as well as members of their immediate families. The staff will advise international students and scholars on obtaining and maintaining lawful status while at the University. Additionally, this office stays apprised of all relevant immigration regulations, procedures and developments to ensure the community is informed and in compliance. All international visitors and scholars are required to register with this office upon their arrival and notify this office upon their departure.

Most foreign nationals who are entering the U.S. for the first time will be issued the form DS-2019 to enable them to work at the University in J-1 nonimmigrant status. The form DS-2019 for J-1 status is typically granted for the full five years. If your stay at the University exceeds five years, you may be eligible to change to H-1B nonimmigrant status.

Foreign nationals who are graduates of institutions of higher education in the United States may often begin employment at the University in F-1 Optional Practical Training for a period of one year based on the United States Citizenship and Immigration Service's (USCIS) approval of an application for work authorization. At the end of this one-year period, or at any time during this year, these individuals are encouraged to change to J-1 status. This status allows them to continue their postdoctoral training should they receive fellowship funding.

All decisions about the appropriate visa status are made in consultation with the Office of Immigration and Academic Appointments, on a case by case basis, after careful examination of all aspects of individual circumstances.

Change of Address Notification Requirement

All foreign nationals who are in the United States on nonimmigrant visas or as permanent residents are required to keep the USCIS informed about their most current local address. If your address should change at any point during your stay, a form AR-11 must be completed and sent to the USCIS. Additionally, the Office of Immigration and Academic Appointments must be notified.

University Policies

You are responsible for observing the following policies of the University which will be provided to you at registration. They are also on the University website at: http://inside.rockefeller.edu/hr/academicPolicies.

• Intellectual Property Policy
• Research Misconduct Policy and Procedure
• Policy on Industrial Sponsorship of Research

Additional policies are contained in the University Employee Handbook.

Grievance Resolution Procedure for Postdoctoral Scholars and Research Associates

Summary

This policy outlines procedures for resolving the academic, scientific and employment-related grievances of postdoctoral associates, postdoctoral fellows and research associates (hereinafter referred to as "scholars") at The Rockefeller University. This grievance procedure is designed to supplement, not replace, the routine and informal methods of responding to and resolving scholars' problems and issues.

Informal Resources

It is desirable for all parties concerned to make serious efforts to resolve differences informally whenever possible. This is particularly true for disputes that occur between a scholar and a mentor. There are many resources available to assist scholars in the informal resolution of problems. Confidential resources include the Dean's Office and Human Resources. There are multiple individuals in these respective offices available to assist with resolving a grievance informally. These include the Dean of Graduate and Postgraduate Studies, the Assistant Dean of Graduate and Postgraduate Studies, the Vice President of Human Resources, the Assistant Director of Human Resources, the Director of Immigration and Academic Appointments, and the Director of Employment. Another helpful resource is The Rockefeller University Postdoctoral Association (PDA). Scholars are also encouraged to consult with trusted faculty whenever appropriate.

Informal Means

A discussion between the parties involved is always the recommended first step in settling a disagreement. At this stage the scholar is encouraged to consult with any individuals with whom she or he feels comfortable to discuss the matter. This may include parties directly involved, as well as any of the resources listed above.

Grievance Defined

Any Rockefeller University scholar who believes that he or she has been subjected to an improper decision or conduct by The Rockefeller University, or by anyone acting officially on behalf of the University, may file a grievance to obtain a review of the decision or conduct, and, if appropriate, corrective action. A "grievance" is a written complaint made to an administrative officer of the University concerning such a matter. The following grievance procedure applies to decisions or actions that directly and adversely affect the scholar. The grievance procedure is not available to challenge a University policy the scholar perceives as unfair or inadvisable, unless it is inconsistent with other University policies.

Grievance Procedure

The steps to be followed in filing a grievance are described below. At every stage the scholar may discontinue the grievance procedure with a written statement of withdrawal, if he or she is satisfied that the conflict has been resolved successfully.

Filing a Formal Grievance

If informal means do not yield a satisfactory resolution, the scholar may, after careful consideration, file a formal grievance in writing to one of the following offices of the University administration. If the grievance concerns an employment-related matter, the scholar should contact Human Resources. If the grievance concerns a scientific or academic matter, the scholar should contact the Dean's Office. If the matter is not strictly employment or academic in nature, the scholar may contact either office. The written grievance statement should include a description of the issue that is the basis of the grievance, setting forth any evidence of unfairness or impropriety. The document should also include a description of the remedy sought and the informal efforts that have been pursued. The grievance must be filed within 30 days of the occurrence of the event that is the cause of the grievance. Questions about whether or not a grievance falls within the time limit may be discussed with Human Resources.

Response to the Grievance

Once received the grievance will be reviewed by the Dean of Graduate and Postgraduate Studies in the Dean's Office or the Vice President of Human Resources. Upon request, the grievance may also be reviewed by a member of the Faculty, chosen by the head of the appropriate University office. The University office in receipt of the grievance shall, within 30 days of its receipt, submit a written response.

Review

If these steps do not yield a satisfactory resolution, the scholar may take the grievance to the other administrative department which was not involved initially. Thus, if the grievance was filed with Human Resources and the scholar finds the response unsatisfactory, a request for review can be made to the Dean's Office, regardless of the nature of the dispute. If the grievance was filed with the Dean's Office and the scholar finds the response unsatisfactory, the scholar can then request a review from Human Resources, regardless of the nature of the dispute. The request must be made in writing within 30 days of receipt of the initial University response.

Response to the Review

The University office in receipt of the request for review shall, within 30 days of its receipt, submit a written response.

In the event the two University offices do not agree on the course of action for resolution of the grievance, the matter will be resolved in the President's Office.

Additional Matters

No adverse action may be taken against any scholar for his or her appropriate use of the grievance procedure.

At any point in the grievance process, formal proceedings can be put aside in favor of voluntary mediation. Decisions resulting from mediation shall be final. The time frames set forth herewith are guidelines and may be extended by the University for good cause.

Questions concerning the filing and review of grievances should be directed to Human Resources or the Postdoctoral Association.

MEMBERSHIPS

Rockefeller University Postdoctoral Association

The Rockefeller University Postdoctoral Association (PDA) provides a forum through which the needs and interests of postdoctoral researchers and research associates can be raised with the University.

Annual Retreat

A postdoc retreat will be held annually to encourage interaction, networking and collaboration among the Rockefeller postdoc community. All postdocs and research associates are encouraged to participate. The retreat is organized by postdoc volunteers and the PDA. For information about this year's retreat contact the PDA.

New York Academy of Science Membership

The New York Academy of Sciences is a distinguished global community of scientists and a dynamic center for science in New York. Their mission is to stimulate multidisciplinary, cutting-edge discourse, and to disseminate the resulting information to a worldwide audience of scientists, engineers, physicians, students, policy makers and the public through high-impact publications. The Annals of the New York Academy of Sciences, published in print and online, is ranked in the top two percent of all cited scientific publications.

The Science Alliance is a consortium of leading educational institutions, hospitals and independent research facilities in the New York City metro area that have formed a partnership with the New York Academy of Sciences. The goal is to provide unparalleled career and professional development mentoring for students and postdocs in the sciences and engineering, through a series of live events and a dedicated web portal. In addition, the Science Alliance gives students and postdocs the opportunity to network with their peers across institutions and with key leaders in both industry and academia.

Through the Science Alliance, participating institutions sponsor the Academy membership dues for their first-year graduate students and/or postdocs. All postdoctoral researchers and graduate students at The Rockefeller University are given a one-year free membership to the New York Academy of Sciences. Information about your membership will be emailed to you after you have completed registration with the Office of Immigration and Academic Appointments in Human Resources.

Membership benefits include:

• Complimentary attendance at any of dozens of Academy lectures and seminars during the year
• Members-only online summaries of Academy meetings and conferences
• Access to Science's Next Wave, an online career development webzine exclusively for early career scientists
• Monthly career and professional development seminars, with the opportunity to network with peers and leaders in academia and industry
• Career portal within the Academy website created exclusively for Science Alliance members
• Early announcements and reduced registration fees for Academy conferences
• Email bulletins announcing upcoming events, programs, career fairs, etc. across the region
• Full online access to the Annals of the New York Academy of Sciences, consistently ranked in the top 2% of all cited science titles
• Deeply discounted member prices on Annals volumes
• And more to come...

BENEFITS

Postdoctoral Associates

Postdoctoral Fellows

FUNDING INFORMATION

The Office of Sponsored Research and Program Development (SR-PD) at The Rockefeller University facilitates and streamlines the grant/contract seeking process in compliance with University, government and sponsor policies and regulations.

SR-PD assists investigators to navigate through the application and grant management process, before and after an award is made. We oversee the processing of research and training proposals to federal, state, local governmental agencies and private foundations. When needed, we also support submission efforts in coordination with the Developmental Office and the Office of General Counsel. We work with the IRB, IACUC, and Laboratory Safety & Environmental Health committees to ensure that University pre- and post-award activities involving human subjects, animal subjects, biohazards and radioactive materials are in compliance with federal and state regulations. We interface with the Finance Department in the oversight of post-award management and reporting requirements. We keep the faculty abreast of emerging opportunities, aiming to increase external funding and align with external developments. Lastly, the SR-PD acts as liaison to sponsor agencies in negotiating agreements and resolving funding issues as needed.

Information on funding opportunities, available at: http://www.rockefeller.edu/sr-pd/funding/ -including on fellowships and career awards, is continuously offered and updated on the SR-PD site and via weekly emails to the RU search community.

Rockefeller Funding Information

The following postdoctoral fellowships and awards are funded by private gifts and grants to The Rockefeller University. Heads of Laboratory are periodically invited to nominate postdoctoral investigators as candidates for consideration. Awardees are selected by the University Nominating Committee.

• Irma T. Hirschl Postdoctoral Fellowships
• F. M. Kirby Postdoctoral Fellowships in Sensory Neuroscience
• Kimberly Lawrence-Netter Cancer Research Discovery Fund Award
• C. H. Li Memorial Scholar Award
• M. S. Stoffel Postdoctoral Fellowship in Mind, Brain and Behavior (2005-2007)
• King of Thailand Biomedical Fellowship
• Women & Science Postdoctoral Fellowships

CAMPUS SERVICES

Dining

The University provides two on-campus dining locations: the Weiss Café and the Abby Aldrich Dining Room. The Weiss Café is open daily, Monday through Friday, from 7:30 a.m. to 3:00 p.m. The Abby Aldrich Dining Room serves lunch buffet daily, Monday through Friday, noon to 2:00 p.m.

Fitness Center

Athletic facilities on campus include a tennis court, squash courts, and a recently renovated gym.

In order to be granted access to the gym, you must sign the "Fitness Center Informed Consent for Exercise Program Participation and Waiver of Claims" form. This form is available in Human Resources. The signed form should be returned to the security desk in Founder's Hall.

To reserve the tennis court, please register to use the online reservation system with Security at the Founder's Hall Front Desk or at the Security Office (NR 105) Monday through Thursday, 12 noon to 4:00 p.m. After registering, you may use the Online Tennis Court Reservation Page at https://appintpl.rockefeller.edu/tennis/t_logins. The tennis court is open 24 hours a day, weather permitting.

Sign up for squash at the Security Desk in Founder's Hall

Mailroom

All personal packages, large or small, shipped to the University, should be addressed as follows - The Rockefeller University, Box #__, 1230 York Avenue, New York, NY 10021, Attn: 68th Street Receiving. Please provide both Human Resources and the Receiving Department with your home and lab phones as soon as they are established, so that you can be informed of the arrival of your packages.

Parking

On campus parking is often available on weekends (Fridays through Sunday from 5:00 p.m. to midnight) and University holidays. To request parking for a visitor or weekend guest, call the Service Response Center at Ext. 8001. You will need to provide information such as the name of the guest, date and time of the visit. For weekend parking, you must call before 5:00 p.m. on Friday. Weekend guest parking is only available to Rockefeller University students and employees.

Security

The Security Office is located on the first floor of Nurses Residence. General matters concerning Security should be referred to the Director of Security at Ext. 8506. In case of an on-campus emergency, dial 1111 from a university extension. To reach security from off-campus, or by cell phone, dial (212) 327-7111. Everyone is advised to keep valuables locked in a desk or drawer.

CAMPUS LIFE

Perks

The Faculty and Students Club

The Faculty and Students Club, founded in 1958, encourages social interaction and scientific collaboration among the faculty, postdocs and students. The use of the club is limited to members and their guests only. Membership is renewable on a yearly basis. Questions regarding membership may be directed to Petra Spiegel at Ext. 8379.

Members may also use the club for lab related functions such as farewell parties, thesis celebrations, barbecues, etc., during its normal operation hours. For a modest fee members may also use the facility for small private functions during weekends. The member booking the event must be present at the function and must abide by the club rules.

Location: B floor, Abby Aldrich Rockefeller Hall
Hours of Operation: 4:00 - 11:00 p.m., Monday through Friday

Friday Lectures

The University's Friday Lecture Series is held every Friday during the academic year in Caspary Auditorium from 3:45 p.m. to 5:00 p.m. Tea is served at 3:15 p.m. in the Abby Lounge. Postdocs have the opportunity to meet with the guest speaker at the Happy Hour held in the Faculty Club following the talk.

Rockefeller Research Exchange Seminar Series

The Rockefeller Research Exchange seminar series provides an opportunity for students and postdocs to give a scientific talk to their colleagues on campus. It is a wonderful forum in which students and postdocs can showcase their work and interact with other members of the Rockefeller community. Speakers from two different labs give presentations each week. This seminar series is run out of the Dean's Office, and all postdocs are welcome to participate. To sign up, please contact Assistant Dean, Emily Harms at Ext. 8090 or harmse@rockefeller.edu.

Tickets for Museums and Other Cultural Activities

Opportunities to enjoy some of New York's premier cultural activities become available, from time to time, through the generosity of Trustees and other friends of the University. Passes are available allowing postdocs and up to four guests to visit and enjoy the amenities of the Museum of Modern Art or The Metropolitan Museum of Art without charge. A deposit of $20 is required to ensure return of these passes, which can be signed out from the Dean's Office. From time to time, tickets are available for performances at the Metropolitan Opera.

Tri-Institutional Noon Recital

Tri-Institutional Noon Recitals are sponsored by New York Hospital, Cornell Medical Center, Memorial Sloan-Kettering Cancer Center and Rockefeller University. Recitals are held every Friday during the academic year from noon to 1:00 p.m. in Caspary Auditorium.

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