Template Letter of Renewal and Notice of Appointment - Postdoctoral Scholar

Sep 15, 2026

Formal renewal notice template for a postdoctoral scholar appointment, providing required procedural and administrative conditions for subsequent renewals. Includes guidance on review and approval by the Office of Postdoctoral Programs, limits on appointment period and FTE, advance written notification of end dates, and stipend increase requirements aligned with NIH NRSA guidelines. Supplies structured memo fields (date, recipient, sender, subject) plus required signature blocks and faculty mentor notes on early termination discussions.

LanguageEnglish

CategoryLetters

FormatPDF

Pages2

Reading Time1 min

AccessFree to download

NOTES TO DEPARTMENT

Required renewal conditions

RENEWAL MEMORANDUM CONTENT

Appointment details and stipend rate

Collective bargaining statement (if applicable)

Required paragraphs in each letter

Policy incorporation and Individual Development Plan

Acceptance, signatures, and return instructions

Note to Faculty Mentor

COPY, REVISE, AND ADD TO DEPARTMENT LETTERHEAD Template Letter of Renewal and Notice of Appointment | Postdoctoral Scholar NOTES TO DEPARTMENT This letter constitutes a renewal of appointment for a Postdoctoral Scholar. Conditions for a subsequent renewal of appointment should not be stated in this letter. The renewal should not be processed until an annual review for the previous year has been submitted to and approved by the Office of Postdoctoral Programs in the Graduate School. All paragraphs listed below are required, as noted. Renewals or reappointments can be made for appointment periods of one year (12 months) or less, and atan FTE of 1.00 or less. The Postdoctoral Scholar must be given a minimum of one month advance notification in writing (email or letter) confirming the appointment end date. At the time of renewal/reappointment, a stipend increase is required per the NIH NRSA guidelines. Should you have questions, or need an exception to this template letter, contact the Employee and Labor Relations team at [employee. relations@oregonstate.edu](employee. relations@oregonstate.edu) and copy your Life Cycle Team’s shared inbox. Note to Faculty Mentor: If at any time during the appointment you are considering early termination of the appointment (prior to the end date stated in the appointment letter), contact Employee and Labor Relations at [employee. relations@oregonstate.edu](employee. relations@oregonstate.edu) to discuss the process. Revised: September 13, 2022, University Human Resources, ELR DATE: TO: [Scholar’s Name] [Scholar’s ID\#] FROM: [Dean/Director, or Department Head/Chair] SUBJECT: Renewal of Your Postdoctoral Scholar Appointment and Notice of Appointment This memorandum serves as formal notice of renewal of your Postdoctoral Scholar appointment in the [UNIT NAME] for the period beginning and ending . Your FTE for this period will be The appointment carries the title of Postdoctoral Scholar at a stipend rate of $ per month. Academic Teaching/Research Faculty Collective Bargaining Agreement statement-Use if appointee is being placed into a non-supervisory UAOSU represented position: Academic faculty positions with the job title of Postdoctoral Scholar are represented by United Academics of Oregon State University (UAOSU), AAUP/AFT, AFL-CIO. Please be advised that this position is subject to a collective bargaining agreement between the Oregon State University and UAOSU. For more information regarding the contract, please go to the Academic Faculty Resources page: [https://facultyaffairs.oregonstate.edu/academic-faculty-resources](https://facultyaffairs.oregonstate.edu/academic-faculty-resources). _______ _______ _______ Use the following paragraphs in EACH letter This internship is subject to all OSU policies and standards, which are incorporated by this reference. Your assignment is defined in the Individual Development Plan which you and your mentor co-created and submitted to the Office of Postdoctoral Programs within three months of the start date of your appointment. For more information about the Postdoctoral Scholar appointment at OSU, see [http://gradschool.oregon](http://gradschool.oregon)[ ](http://gradschool.oregon)[state.edu/postdocs/individual-development-plan](state.edu/postdocs/individual-development-plan). If this notice is understood and acceptable to you and so that there is an official record regarding your appointment, please sign this memorandum and return it to me for your program file in the department/college. Please retain a copy of the final document for your records. [Dean, Director, or Department Head/Chair] Date I accept the appointment as described above: [Postdoctoral Scholar Name] Date cc: HR Support Services (following Postdoctoral Scholar signature)[Dean, Director, Department Head/Chair]

FAQs

What conditions must be met before processing a renewal of a postdoctoral scholar appointment?

Renewal should not be processed until an annual review for the previous year is submitted to and approved by the Office of Postdoctoral Programs in the Graduate School. The letter also states that conditions for a subsequent renewal should not be included in the renewal letter itself.

What limits apply to appointment periods and FTE for renewals or reappointments?

Renewals or reappointments can be for appointment periods of one year (12 months) or less, with an FTE of 1.00 or less.

What actions are required for renewal/reappointment regarding advance notice and stipend?

The postdoctoral scholar must receive at least one month of advance written notification confirming the appointment end date. A stipend increase is required at the time of renewal/reappointment per NIH NRSA guidelines.

Sep 15, 2026

Upload by Lucas Vance