Postdoc Policies and Procedures

As of September 1, 2024, all individuals hired as post doctoral scholars (job code: 8806) at The Ohio State University must be paid a minimum salary of $61,008. This minimum salary is assessed and adjusted annually by Graduate School and Office of Academic Affairs leadership.

The maximum period an individual hired at Ohio State should be in this appointment type is five years. By the end of their fifth year, post doctoral scholars, who have not transitioned to other roles at the university or taken positions in an external organization, must be reclassified into another position. Official appointment term limit guidance from the Office of Human Resources can be found in HR Policy 4.20: https://hr.osu.edu/wp-content/uploads/policy420.pdf.
 

The Office of Postdoctoral Affairs has developed a resource guide for faculty and staff to assist with recruitment and onboarding of postdocs. For more information on hiring processes, visit our resource for faculty and staff page.

Below are some additional resources to assist with postdoc recruitment:

• Best Practices for Hiring Postdocs
• Sample Offer Letter for Postdoctoral Positions 

The Student/Postdoc Advisory Committee (SPAC) at the Fred Hutchinson Cancer Research Center has drafted a letter to be used by PIs as a template for postdoctoral position offers. The SPAC recommends that the letter includes:

• the salary/stipend the fellow will receive
• the source of the funding
• time limits for initial funding and for the length of the postdoctoral position
• whether or not a fellow is required to obtain outside funding to remain in the laboratory
• any specific requirements and responsibilities of the fellow that must be fulfilled to ensure satisfactory progress

Access an Appointment Letter Template.

Ohio State expanded benefits eligibility for postdoctoral scholars supported by individual or institutional fellowships. Consequently, a common position title (postdoctoral scholar) and job classification (unclassified term staff) is used for all postdoctoral positions regardless of their funding source.

These positions will use the university’s fringe benefit rate for A&P staff. Some funding agencies will only allow certain benefits to be charged to the fellowship funds. Therefore, another allowable source of funding needs to be secured from faculty mentor, department, and/or college funds to cover whatever costs the fellowship will not support. The principal investigator on the fellowship application is responsible for securing this funding. The post doctoral scholar will not be appointed if all the benefits are not covered by a funding source. Currently the benefit rate for FY24 (7/1/23 – 6/30/24) is 35.6%. Check the Office of Sponsored Programs fringe benefits page for the most current information.

Please work closely with your departmental fellowship grants manager and/or HR representative to understand what costs will not be covered by the fellowship and how to configure the funding of the appointment. The appointment process in place for individuals supported by fellowships is not in conflict with the requirements by funders such as NIH.

The Enterprise for Research, Innovation and Knowledge (ERIK) has created a tool to help units and individuals calculate the cost of benefits when preparing postdoctoral fellowship application budgets. You can download a copy of this resource to use for Fiscal Year 2025 by visiting this link: go.osu.edu/NRSAcalculator.

A full list of internal and external fellowship and funding opportunities can be found on our Fellowships and Funding page.

1. Get faculty permission to audit the course
2. Sign Financial Responsibility Statement (FRS) in SIS
3. Send request to grad-schoolregistrationservices@osu.edu to enroll

1. Apply as a graduate non-degree student or complete a reactivation form
2. Get faculty permission to audit the course
3. Sign Financial Responsibility Statement (FRS) in SIS
4. Send request to grad-schoolregistrationservices@osu.edu to enroll

1. Have you taken graduate coursework at OSU within the last two semesters? if not please refer to the "Not active student" section.
2. Try logging into buckeyelink using your name.#. Check your status from the "academic Status" link. If grad non-degree code exists refer to "Active student" section if no, refer to the "Not active student" section.

To get faculty approval to audit a course, search for the class you intend to take within the semester; make note of the class name, meeting time, campus, and instructor name; email the instructor (find email through “Find People” https://www.osu.edu/findpeople/) for permission.

Before the start of each semester, you will be required to sign a Financial Responsibility Statement (FRS) on SIS. You will be unable to register for classes until the FRS is signed. If you are unable to enroll yourself into the class after being granted instructor permission, forward the permission email to grad-schoolregisterationservices@osu.edu and ask that they enroll you into the course.

Apply as a graduate non-degree student if you have never taken a graduate course at Ohio State. Please keep in mind that you will have to submit the following items with your application:

Copy (or picture) of your bachelor’s degree or equivalent. If you did not obtain your degree in an English-speaking country, you will need to include an English translation.

Copy of your undergraduate transcript. If you did not obtain your degree in an English-speaking country, you will need to include an English translation.

You could also submit your Ph.D. transcripts and diploma instead of your bachelor’s degree.

Proof of English proficiency (TOEFL score or similar test). The English as a Second Language program at Ohio State can administer the TOEFL ITP test. There is a $45 fee, and you need to give them 30 days to obtain the test from ETS. You are exempt from this requirement if you received a degree from an English-speaking institution.

If you take courses, later on, you will not have to re-apply, but you will have to complete a reactivation form by visiting: go.osu.edu/reactivation

If you do not remember your login information, contact the IT Service Desk at 614-688-4357 or at ocio.osu.edu/help.

Finally, please keep in mind that if you will be using the employee tuition assistance benefit, the benefit does not pay for audited hours. If you plan to pay for the course out-of-pocket, then this audit option will be possible.

For more information about the tuition assistance plan, find information through the Human Resources website.

If you have questions about the enrollment process for graduate courses,  please contact: grad-schoolregistrationservices@osu.edu