Terms and Conditions of Employment of Postdoctoral Researchers, Clinical Residents and Clinical Interns (VI.F.13)

Volume VI: Human Resources
Chapter B: Terms and Conditions of Employment
Responsible Executive: Provost and Executive Vice President for Academic Affairs and Diversity
Responsible Office: Office of the Vice President for Human Resources
Date Issued: January 1, 2019
Date Last Revised: N/A

TABLE OF CONTENTS

Contacts 
Statement of Policy 
Reason for This Policy
Individuals and Entities Affected by This Policy
Exclusions
Responsibilities
Definitions (defined terms are capitalized throughout the document)
Related Documents, Forms and Tools
Website Address for This Policy
History and Updates
Appendix

CONTACTS

STATEMENT OF POLICY

All Postdoctoral Researchers, Clinical Residents and Clinical Interns, as defined in this policy, are responsible for complying with all policies and procedures that relate to their employment and to their use of/access to University facilities and resources, both those now in effect and those adopted from time to time by the University and/or the Board of Trustees. All colleges, schools, departments and offices may employ Postdoctoral Researchers, Clinical Residents and Clinical Interns in accordance with this policy.

Employment Period

The employment period for Postdoctoral Researchers, Clinical Residents and Clinical Interns is stipulated by the hiring department in a written offer letter for employment. No extension or renewal of employment beyond the stated employment period is assumed unless a written notice is issued to the employee.

These appointments may be employed on a fiscal-year or academic-year basis. The employment period for fiscal-year appointments begins and ends with the actual dates of employment. The policy on Academic-Year Employment (VI.F.12), as amended or superseded, outlines the employment period for academic-year appointments.

New Hires

The employing department must provide the candidate with a written offer letter of employment, using the template provided by the Office of the Provost.

Staff Benefits

The University offers Benefits-Eligible Postdoctoral Researchers, Clinical Residents and Clinical Interns the following benefits:

1. Insurance: Health, vision, dental, long-term disability, term life and accidental death/dismemberment as approved by the Board of Trustees. Additional types of voluntary insurance plans may be offered as determined by Human Resources.
2. Retirement: voluntary savings plan as approved by the Board of Trustees.
3. Leaves: Paid and unpaid leaves of absence as outlined in the following policies:
   1. Leaves of Absence (VI.E.2)
   2. Paid Parental Leave (VI.E.3)
4. Paid holidays as approved by the Board of Trustees and the President.
5. Tuition remission as outlined in the policy on Tuition for Employees and Dependents Registered as Students (II.D.3).

Salary and Wages

Postdoctoral Researcher, Clinical Resident and Clinical Intern positions generally are exempt from the overtime provisions of the Fair Labor Standards Act as determined by Human Resources.

Suspension

An individual may be suspended from employment, with or without pay, at the discretion of the University as a means of disciplinary action or to allow for investigation of an allegation of misconduct. In all cases, the employing department must consult with Human Resources before suspending an employee and must provide written notice to the employee of the duration and conditions of the suspension. Employees who are put on an unpaid suspension will not accrue any leave time during the stated suspension period and may be responsible for payment of their portion of insurance premiums if the amounts are not able to be deducted through payroll.

When suspension is the only action taken and the employee returns to work on the specified date, they maintain the same position and rate of pay as they had prior to being suspended. An employee who chooses not to return to work at the end of the suspension or who fails to give proper notification to their supervisor in the event they are unable to report on the specified date will be terminated from employment with the University.

Termination of Employment

Employment is subject to the availability of funds. The employment of Postdoctoral Researchers, Clinical Residents and Clinical Interns may be terminated prior to the expiration of the stated employment period in the event (a) federal or state appropriations are reduced or are deemed insufficient by Purdue University or (b) the employee’s salary is funded from other sources and that source reduces or revokes its funding. The employee will be given a minimum 30-day written notice of the early termination.

Employment is conditional upon satisfactory performance of the work assigned. The hiring department, in consultation with Human Resources, may terminate the employment of any Postdoctoral Researcher, Clinical Resident or Clinical Intern for Just Cause at any time prior to the expiration date of the stated employment period. Department heads/supervisors are responsible for informing employees of any dissatisfaction with work performance, conduct, etc., so the employee has an opportunity to improve before discharge action is taken.

Employees who wish to terminate their employment prior to the expiration of the stated employment period must do so in writing and give a minimum 30-day written notice.

When employment with the University ends before the stated expiration date, compensation will be paid up to, but not beyond, the last actual date of employment. Employees with fiscal-year appointments will receive payment for accrued, unused vacation, as applicable, when their employment with the University ends, whether before or on the stated expiration date.

The University reserves the right to set conditions on or prohibit the rehiring of an individual or the contracting for services with an individual after their employment with the University terminates. Conditions and prohibitions are based on the circumstances of the employee’s separation and the type of position for which the individual applies or services the individual would provide.

Deviations from the Policy

No officer or employee of Purdue University is authorized to waive or modify any of the provisions of this policy except with prior approval by the Provost.

REASON FOR THIS POLICY

This policy outlines the expectations and provisions for appointments of Postdoctoral Researchers, Clinical Residents and Clinical Interns.

INDIVIDUALS AND ENTITIES AFFECTED BY THIS POLICY

Postdoctoral Researchers, Clinical Residents and Clinical Inters of the University and the colleges/schools that employ them.

EXCLUSIONS

This policy does not apply to the following:

• Faculty, including visiting faculty
• Staff
• Lecturers
• Undergraduate and graduate staff
• Clinical residents who are graduate students of the University
• Individuals not paid through the University’s payroll

RESPONSIBILITIES

Postdoctoral Researchers, Clinical Residents and Clinical Interns

• Comply with all University policies and procedures applicable to their employment and to their use of University facilities and resources.
• Adhere to the terms of their employment as outlined in this policy and in their written offer of employment.
• Provide written notice of resignation.
• Return all University property upon separation from the University.

Employing Departments

• Provide a written offer of employment to the selected candidate.
• Clearly stipulate the duties, responsibilities and expectations for the appointment.
• Consult with Human Resources prior to terminating a Postdoctoral Researcher, Clinical Resident or Clinical Intern.
• Complete all required forms for the separation of a Postdoctoral Researcher, Clinical Resident or Clinical Intern from the University; request all University property from the employee; and ensure the employee’s access to University facilities, resources and information is revoked upon separation from the University.

Office of the Provost

• Administer this policy and maintain supplementary operating procedures.

Human Resources

• Advise departments on available benefits and appropriate compensation for Postdoctoral Researchers, Clinical Residents and Clinical Interns.
• Advise departments on employee terminations to ensure adherence to applicable laws, regulations and University policies.

DEFINITIONS

All defined terms are capitalized throughout the document. Refer to the Policy Glossary for additional defined terms.

Benefits-Eligible
An individual employed by the University full-time in a Postdoctoral Researcher, Clinical Resident or Clinical Intern position expected to continue for a semester (5 months) or longer. 

Clinical Intern
An individual in a clinical program that provides advanced training in a particular discipline, such as psychology or veterinary medicine. The program qualifies the individual for entry into an approved residency program leading to board certification or licensure in a recognized discipline. The requirement for an assessment for academic performance or professional achievement to qualify for additional educational training is not a part of the employment relationship.

Clinical Resident
An individual in a clinical program designed to provide advanced training and to satisfy experiential requirements for certification as a specialist in a particular discipline. The requirement for an assessment for academic performance or professional achievement to qualify for licensure is not considered part of the employment relationship. For the purposes of this policy, clinical residents who are graduate students of the University are not included in this definition.

FTE
The full-time equivalent of an employee’s appointment, with one (1) being full time.

Just Cause
Reasonable or sufficient cause to end the appointment prior to its expiration. Just cause for termination includes but is not limited to inadequate performance, budgetary constraints, or misconduct, which includes the repeated or serious violation of University rules, regulations or policies.

Postdoctoral Researcher
A postdoctoral resident, research assistant or research associate who is engaged in a temporary period of mentored research and/or scholarly training for the purpose of acquiring advanced professional skills.

RELATED DOCUMENTS, FORMS AND TOOLS

Policies

• Academic-Year Employment (VI.F.12)
• Leaves of Absence (VI.E.2)
• Paid Parental Leave (VI.E.3)
• Separation Pay (VI.F.1)
• Tuition for Employees and Dependents Registered as Students (II.D.3)

Offer Letter Templates

Procedures for Appointments of Postdoctoral Researchers

WEBSITE ADDRESS FOR THIS POLICY

www.purdue.edu/policies/human-resources/vif13.html

HISTORY AND UPDATES

January 1, 2019: This policy supersedes all portions of the Terms and Conditions of Employment of Faculty Members (B-50) as it applied to Postdoctoral Researchers, Clinical Residents and Clinical Interns.

APPENDIX

There are no appendices to this policy.