Extensions and Terminations

Involuntary Termination

Reasons for involuntary terminations are described below. Reasons in italics indicate ineligibility for reappointment and/or hire.

• Abandonment of Job: Postdoc stopped coming to work with no explanation and no contact with their department.
• Employment Authorization/I-9 Expired: Postdoc failed to provide Form I-9 documentation verifying eligibility to work in the U.S. or failed the E-verify process.
• End of Appointment: Contract appointment ends or appointment is not renewed (Postdoc leaves in good standing.).
• Excessive Absences/Attendance: Chronic unscheduled absences, tardiness and/or early departures (applies for situations not covered under ADA or FMLA).
• Failure to Return from Leave of Absence: Reappointment eligibility may depend upon circumstances for not returning and whether the postdoc gave notice that s/he would not return.
• Gross Misconduct: Egregious violations of rules/laws resulting in termination.
• Lack of Funding: Involuntary termination in good standing due to lack of grant funding for position.
• Misconduct/Violation of Rules: Serious inappropriate behavior; used when one of the more specific reasons does not cover the situation, such as conflict of interest, insubordination, sleeping on the job, or violation of university policy.
• Unsatisfactory Performance: Postdoc failed to meet expectations of the position, including failing to satisfactorily complete the introductory appointment period.

Involuntary Termination Checklist

When a postdoctoral fellow terminates from the university, there are a number of considerations that must be addressed as part of the exit.

Please note: a postdoc's last working day cannot fall on a holiday or any other scheduled time off, except when the postdoc is on job-protected leave or is regularly scheduled to work on the holiday.

Please use this checklist to assist with the transition.

• For involuntary terminations, seek prior approval from the Office of Postdoctoral Affairs and your HR Business Partner.
• Work with the Office of Postdoctoral Affairs and your HR representative to process termination, preferably one to two business days before the termination date. Inform employee of their leave balance, especially if there is a negative balance.
• Determine the Final Paycheck process.
• Talk with the Office of Postdoctoral Affairs, your HR representative, and Payroll regarding final payments to the employee and when to expect payout.
• Check in with online directory liaison to remove exiting employee information from your departmental listing.
• If the departing employee had access to any group accounts within the department, change the password to those accounts.
• Determine when to cancel access to university systems and resources, including (but not limited to):
  • Voicemail
  • GWorld
  • Group calendar  
  • Shared directories/EAD
  • Update passwords on group email accounts  
  • Banner
  • EAS
  • VPN
  • Other systems
• Collect university property, such as:
  • GWorld Card (Note that some employees may need their GWorld Card temporarily to exit a garage. If the employee is also student they will need to obtain a new, student-specific GWorld Card)
  • Laptop
  • VPN Token
  • Cell Phone/pagers/radios
  • P-Card
  • Keys (building, office, desk, file cabinet, vehicle, locker, etc.)
  • Tool/gear/instruments or other job accessories
  • Records (files, documents, correspondence, etc)

Work with the postdoctoral fellow to complete these actions

• Exit interviews may be scheduled and conducted in person with an HR representative.
• Ask the postdoctoral fellow to immediately submit any pending expense or reimbursement requests (with receipts) for approval.
• Refer the postdoctoral fellow to information on Benefits Upon Leaving GW for information on COBRA, retirement, disability, flexible spending accounts, health savings accounts, and more.  
• Remind the postdoctoral fellow to check with the GWorld Card office for any Colonial Cash/debit dollar balance.
• Remind the postdoctoral fellow to return any library books to GW libraries.

Extensions

Appointment extension of postdoc fellows will be considered based on:

1. sufficient funding;
2. the continuation of the project
3. years in a postdoc role at GW (postdocs have a limited term of up to five years at the university)

Extension Requests

PIs are responsible for monitoring their postdocs’ appointment end dates and submitting extension requests in a timely manner. Extension requests should be initiated at least two months before the current appointment end date to allow sufficient time for review and processing.

As a courtesy, the Office of Postdoctoral Affairs (OPA) makes every effort to send reminder notifications regarding upcoming appointment end dates. However, PIs are ultimately responsible for ensuring that extension requests are submitted on time.

To request an extension, the PI or department should contact OPA. Depending on the source of funding, a Personnel Modification Request (PMR) may be required:

• 25% or more internal funding: A PMR is required and will undergo the complete review process.
• 75% or more external funding: A PMR is required through the shortened review process.

Once the required review and approvals are complete, OPA will finalize the extension and issue an extension letter to the postdoc for signature. The signed letter must be returned to OPA to complete the extension process.

Transfers Between Appointment Categories

A postdoctoral appointment may be transferred from one appointment category to another, either from Postdoctoral Scholar to Postdoctoral Associate or from Postdoctoral Associate to Postdoctoral Scholar, when the funding source, appointment mechanism, or eligibility of the postdoc changes. Transfers between these categories are considered voluntary transfers and require coordination with the Office of Postdoctoral Affairs (OPA).

Transfer Between Postdoctoral Categories

A transfer between Postdoctoral Associate and Postdoctoral Scholar may occur in either direction. The postdoc and faculty mentor should contact OPA to initiate the transfer process. OPA will provide instructions regarding the required documentation and next steps.

Transfers between Postdoctoral Associate and Postdoctoral Scholar appointments may occur only on the first day of a month.

Transfer to GW Staff Status

A transfer from a postdoctoral appointment to a GW staff position is considered a voluntary transfer. Postdoctoral Fellows may transfer to a staff position at any point during their postdoctoral appointment, including at the end of their appointment. A transfer to a staff position is a separate employment process and is not an extension or continuation of the postdoctoral appointment.

The Office of Postdoctoral Affairs (OPA) does not manage the hiring process for GW staff positions. Postdoctoral Fellows interested in transferring to a GW staff position should work directly with the hiring department and their HR Business Partner for information about available positions, hiring requirements, and the transfer process.

Impacts on Compensation

Changing between postdoctoral appointment categories may affect the timing and method of compensation.

Postdoctoral Scholars receive a stipend that is generally paid in advance at the beginning of the month.

Postdoctoral Associates are GW employees and are paid according to the GW payroll schedule, generally at the end of the month.

Because these payment schedules differ, a transfer from Postdoctoral Scholar to Postdoctoral Associate may result in a change in the timing of payments. For example, if a Postdoctoral Scholar appointment ends on January 31 and the postdoc transfers to a Postdoctoral Associate appointment effective February 1, the final Scholar stipend may be paid in January, while the first Associate paycheck will follow the applicable GW payroll schedule in February.

Postdoctoral Fellows should plan accordingly when transitioning between appointment categories. For current pay dates, refer to the GW Payroll Calendar. The University may adjust scheduled pay dates when a pay date falls on a University holiday or during a planned University closure.