Postdoctoral Affairs

Short-term Appointments and Extensions

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Short-term Postdoctoral Appointments and Extensions

Short-term postdoctoral appointments and extensions at Brown are uncommon. Under the Handbook for Academic Administration, postdoctoral appointees are generally appointed for terms of one to three years and may hold postdoctoral positions at Brown for a maximum of five years.

In this context, a short-term appointment or extension refers to an appointment or reappointment, respectively, in which the postdoctoral appointee works the standard 37.5-hour workweek for a period of less than one year.

Appointments and reappointments to positions covered by the Collective Bargaining Agreement must be for a minimum term of one year. This requirement does not apply to Dean’s Faculty Fellows or to Brown doctoral students who have completed their PhD and are appointed immediately afterward. See Article 7, Section C of the Collective Bargaining Agreement.

In exceptional circumstances, the University may approve a one-time short-term appointment or extension of less than one year when necessary. 

Any short-term postdoctoral appointment or extension must receive advance approval from the cognizant dean’s office:

  • Division of Biology and Medicine - biomedpostdocs@brown.edu
  • Dean of Faculty - dean_of_faculty@brown.edu and sam_caldis@brown.edu
  • School of Engineering - soefa@brown.edu
  • School of Public Health - SPHFA@brown.edu

Short-Term Appointment Versus Short-Term Extension

It is important to distinguish between a short-term appointment and a short-term extension, as the two actions may have different effects on benefits.

Short-Term Appointment

A short-term appointment is a postdoctoral appointment lasting less than one year in which the appointee is scheduled to work the standard full-time schedule of 37.5 hours per week.

This category generally applies when an individual:

  • is joining Brown for the first time;
  • is returning to Brown after a break in service; or
  • is moving into a postdoctoral appointment from another classification at Brown, such as a doctoral student or staff position.

Short-term Extension

A short-term extension occurs when a current full-time postdoctoral appointee has their existing appointment extended for a period of less than one year without a change to their appointment type or scheduled weekly hours. In other words, the individual is reappointed for a period of less than one year.

For example, a Postdoctoral Research Associate whose existing appointment is extended by two months, while continuing to work 37.5 hours per week in the same appointment type, would be receiving a short-term extension.

FTE and True FTE

Workday uses both FTE and True FTE. These terms measure different aspects of an appointment.

FTE

FTE, or full-time equivalent, is based on the number of hours an appointee is scheduled to work each week.

At Brown, the standard full-time schedule for a postdoctoral appointee is 37.5 hours per week. An appointee scheduled to work 37.5 hours per week generally has an FTE of 100% in Workday.

An appointee scheduled to work fewer than 18.75 hours per week generally has an FTE of less than 50%.

True FTE

True FTE reflects the length of an appointment in relation to a standard 12-month appointment period.

For example:

  • A 12-month appointment represents a True FTE of 100%.
  • A two-month appointment represents a True FTE of approximately 16.67%.

The Benefits Office within University Human Resources can confirm the FTE and True FTE associated with a specific appointment or job change after it has been entered in Workday. Questions may be directed to benefits_office@brown.edu.

Effect on Benefits

A short-term appointment or extension may affect eligibility for certain benefits. The effect depends on factors including the appointee’s scheduled weekly hours, the duration of the appointment, and whether there is a break in service.

Vacation Time

Short-Term Appointment

A postdoctoral appointee who is new to Brown, returning after a break in service, or transitioning from another Brown classification generally is not eligible to accrue vacation time if their short-term postdoctoral appointment falls below 50% True FTE.

An individual who has worked at Brown for at least one year in another position that accrues vacation under a different leave program may be eligible for a payout of unused vacation time when leaving that position. When applicable, the payout should be included in the individual’s final paycheck from the prior position before the short-term postdoctoral appointment begins.

Questions may be directed to leave_admin@brown.edu.

Short-Term Extension

When a full-time postdoctoral appointee’s existing appointment is extended for less than one year without a change to the appointment type or scheduled weekly hours, the appointee’s FTE remains 100% in Workday.

A Postdoctoral Research Associate in this situation will continue to accrue vacation at a rate of two days per month. The short-term extension does not reduce or otherwise change the appointee’s existing vacation balance.

A Postdoctoral Fellow in the same situation will also continue to accrue vacation at a rate of two days per month, and the existing vacation balance will not be affected when the extension begins. However, vacation time for Postdoctoral Fellows is maintained for tracking purposes only and is not eligible for payout upon separation from the University.

Questions may be directed to accommodations@brown.edu.

Sick Time

Short-Term Appointment

A postdoctoral appointee who is new to Brown, returning after a break in service, or transitioning from another Brown classification generally is not eligible for the full 14 paid sick days provided to eligible Postdoctoral Research Associates and Postdoctoral Fellows if the appointment is confirmed at the outset to be for less than one year. The 14 paid sick days are described elsewhere for eligible PDRAs and Postdoctoral Fellows and are distributed at the start of an appointment or reappointment.

Instead, incoming postdoctoral appointees whose appointments fall below 50% True FTE are eligible only for five days of sick time under the Rhode Island Sick and Safe Leave Act. 

If the appointment is confirmed at the outset to be for less than one year but meet or exceed 50% True FTE, the incoming appointee with a short-term appointment will receive a prorated amount of sick time. The prorated amount must be manually entered into Workday by the department administrative manager.

To calculate the approximate amount of sick time, divide 14 sick days by 12 months, which equals 1.16666667 sick days per month, and multiply that amount by the number of months in the short-term appointment.

For example, an incoming Postdoctoral Research Associate with a 4.5-month short-term appointment should receive a prorated amount rather than the full 14 sick days. Multiplying 1.16666667 sick days per month by 4.5 months results in 5.25 sick days, which should be manually entered into Workday by the department administrative manager.

Questions may be directed to accommodations@brown.edu.

Short-Term Extension

When a full-time postdoctoral appointee’s existing appointment is extended for less than one year without a change to the appointment type or scheduled weekly hours, the appointee’s FTE remains 100%, while their True FTE reflects the length of an appointment in relation to a standard 12-month appointment period.

A Postdoctoral Research Associate whose appointment is extended for a period of less than one year is generally is not eligible for the full 14 paid sick days provided to eligible Postdoctoral Research Associates. Instead, an appointee with a short-term extension will see their sick time balance replaced with a pro-rated amount of sick time during the month of their reappointment. The prorated amount must be manually entered into Workday by the department administrative manager during the month of the reappointment.

To calculate the approximate amount of sick time, divide 14 sick days by 12 months, which equals 1.16666667 sick days per month, and multiply that amount by the number of months in the short-term extension.

For example, a current Postdoctoral Research Associate who concludes a yearlong appointment and begins a 4.5-month extension should receive a prorated sick leave allocation for the extension rather than the full 14 days. At a rate of 1.16666667 sick days per month, a 4.5-month extension results in 5.25 sick days. This prorated amount should be manually entered into Workday by the department administrative manager during the month of the reappointment.

Questions may be directed to accommodations@brown.edu.

Medical, Dental, and Vision Coverage

Short-Term Appointment

Postdoctoral appointees who are new to Brown, returning after a break in service, or transitioning from another Brown classification should consult the Benefits Office to understand how the appointment’s True FTE may affect eligibility for medical, dental, and vision coverage and the amount of any required employee contributions.

When coverage is available, the appointee’s contribution toward insurance premiums may be higher than the contribution required for an appointee with a 100% True FTE.

Current contribution rates are available from University Human Resources under the “Faculty and Staff” rates. Questions should be directed to benefits_office@brown.edu.

Short-Term Extension

When a full-time postdoctoral appointee’s existing appointment is extended for less than one year without a change to the appointment type or scheduled weekly hours, the appointee will generally continue to pay the same contribution toward the University-provided medical, dental, and vision coverage that applied during their original full-time appointment.

Appointees may review the “Faculty and Staff” rates published by University Human Resources to identify their contribution amount.

The Benefits Office will need to review the specific job change in Workday to confirm continued eligibility and premium contributions. Questions should be directed to benefits_office@brown.edu.

Breaks in Service

A break in service may affect eligibility for insurance, vacation, sick time, and other benefits.

Questions about the effect of a break in service on medical, dental, and vision coverage should be directed to the Benefits Office at benefits_office@brown.edu.

Questions about the effect of a break in service on vacation or sick time should be directed to the Leave and Accommodations team at accommodations@brown.edu.

Questions and Additional Guidance

Departments and postdoctoral appointees are encouraged to consult the appropriate office before a short-term appointment or extension is entered or approved in Workday.

Questions may be directed to: