Leaves of Absence for Postdoctoral Fellows
Postdoctoral Fellows should consult the terms of their fellowship for guidance regarding leaves of absence.
If the external funding source for a Postdoctoral Fellow includes leave provisions that differ from those offered to Postdoctoral Research Associates at Brown, the provisions of the funding source will apply. The external funding source is responsible for covering compensation during the leave, and all notification and approval requirements of the funding agency must be followed.
Please note that Postdoctoral Fellows are not guaranteed an appointment beyond the stated term of service as a result of taking leave. Exceptions apply for individuals who have been granted parental leave, leave under the Family and Medical Leave Act (FMLA), personal leave to care for an ill family member, or military leave. In these cases, the appointment will continue through the end of the approved leave period, even if the leave extends beyond the original term of service.
National Institutes of Health (NIH) Guidelines
Because many postdoctoral fellows receive National Research Service Award (NRSA) funding from the National Institutes of Health (NIH), the NIH guidelines are provided below for reference.
According to NIH guidelines:
“NRSA trainees and fellows requiring extended periods of time away from their research training experience must seek approval from the NIH awarding IC for an unpaid leave of absence. A request letter must be submitted by the AOR, signed by the trainee or fellow as well as the training grant PD/PI or fellowship sponsor. The request must state the reason for the leave of absence and must advise the NIH awarding IC of the anticipated dates of the leave of absence. NRSA Trainees and Fellows and institutions are precluded from spending award funds during the leave of absence; although continued coverage of health insurance would be allowable if in accordance with policy of the sponsoring institution. During a leave of absence, documentation to suspend the award and/or the accrual of service for calculating the payback obligation must be completed and retained by the recipient institution. When the fellowship or research training grant is eventually terminated, the leave of absence must be clearly documented on the Termination Notice.”
NRSA Postdoctoral Fellows should coordinate with their principal investigator (PI) and department administrator to request and document their leave period. For more information, including circumstances that may require notifying the NIH, please refer to the NIH guidelines on leave for trainees and fellows.
Guidance for Postdoctoral Appointees on a Visa
Postdoctoral appointees on a visa should consult their visa sponsor to understand how a leave of absence may affect their visa status.
Such individuals who are approved for a medical leave of absence and intend to seek treatment in the U.S. during the approved period of leave may be approved to remain in the U.S. during that period. Postdoctoral appointees should contact their visa sponsor or ISSS to learn about the possibilities and procedures for their specific immigration status when seeking to remain in the U.S. while on medical leave.