Hiring & Appointment Changes

Hiring Process

Postdoc Hiring Process Step by Step

Glossary of Terms

Hiring Flow

The average length of the entire hiring process- from step one to step 3 is about 1 month, if the postdoc does not need a visa. If a visa is required, the hiring time can take 3 to 6 months or longer, depending on the type of visa needed.

Hiring Resources and Requirements

Competitive Recruitment vs Non-Competitive Hire

Non-Competitive Hiring
Due to the highly specialized nature of postdoctoral appointments, Principal Investigators (PIs) may identify a candidate whose research experience, technical expertise, and training closely align with the needs of a specific research program. In these cases, postdoctoral appointments may be filled through a non-competitive hire, allowing the PI to appoint the selected candidate without conducting a competitive recruitment process. A written justification for the non-compeitive hire will be required as part of the hiring process. 

Competitive Recruitment
If a Principal Investigator (PI) has not identified a candidate, a competitive recruitment process may be used. Position descriptions may be posted through the university's recruitment system to attract qualified applicants, allowing the PI to evaluate candidates and select the individual whose qualifications and research interests best align with the needs of the position.

Appointment Lengths & Effort

Postdoctoral associate and postdoctoral scholar appointments are full-time, limited-term appointments at no less than 75% effort. 

All appointments must be full-time and have a minimum appointment term of one (1) year. The total duration of postdoctoral appointments at GW may not exceed five (5) years. For individuals with prior postdoctoral experience at another institution or in another field, the combined duration of all postdoctoral appointments, including time at GW, may not exceed seven (7) years.

Upon completion of their postdoctoral appointment, postdocs are eligible to be hired for full-time, non-postdoctoral positions at the university. Recruitment and hiring for these positions are managed through each school's HR Business Partner in accordance with the university's standard hiring processes.

Postdoctoral Categories: Scholar vs Associate

At GW, postdoctoral associates and postdoctoral scholars (collectively referred to as postdoctoral fellows) design, organize, and conduct specialized and advanced experiments using established scientific protocols, troubleshoot and design new protocols, summarize findings and publish results in research journals, etc., under the general supervision of a faculty member.

In some cases, postdocs assume responsibility for general scientific operations in the lab, and/or provide supervision and guidance to laboratory staff, students, and other researchers.

Both Associates and Scholars: 

• hold a PhD or equivalent degree;
• develop skills by participating in scholarly projects that are actively mentored by a member of the university faculty;
• have a limited term of up to five years at GW.

The primary difference between the postdoctoral associate and postdoctoral scholar is the nature of financial support for the position. 

Postdoctoral Associates:

• receive financial support in the form of a salary that is typically funded by grants, contracts, or departmental funds secured by a faculty mentor; and
  • Associates are considered GW employees

Postdoctoral Scholars:

• receive financial support in the form of a fellowship or stipend, paid by GW on behalf of an external sponsor and where the external sponsor does not allow for employment by GW; and
  • Scholars are not considered GW employees

Postdoctoral Fellow Definition

George Washington University recognizes Postdoctoral Associates and Postdoctoral Scholars as postdoctoral appointments. Collectively, these appointment categories are referred to by the University as Postdoctoral Fellows.

GW recognizes the definitions of a postdoctoral scholar established by the National Institutes of Health (NIH) and the National Science Foundation (NSF): "An individual who has received a doctoral degree (or equivalent) and is engaged in a temporary and defined period of mentored advanced training to enhance the professional skills and research independence needed to pursue their chosen career path."

Postdoctoral Fellows are appointed for a defined period and are expected to engage primarily in research, scholarship, and professional development under the mentorship of a faculty member or other qualified GW mentor.

Approved Appointment Titles

The approved postdoctoral appointment titles at GW are Postdoctoral Associate and Postdoctoral Scholar. Previous postdoctoral titles within the Research Staff job family have been retired and are no longer used.

Appointment titles may include a research field or laboratory designation to further identify the position. Examples include Postdoctoral Associate, Human Paleobiology, Postdoctoral Associate, NIST, and Postdoctoral Associate, Smith Lab.

Sample Position Description

A Position Description (PD), also referred to as a Job Description, defines the duties, responsibilities, qualifications, and expectations for a position. Sample PDs have been developed for Postdoctoral Associate and Postdoctoral Scholar appointments and may be used to create position postings in the PeopleAdmin (PA7) system.

Download sample postdoc position descriptions (GW login required)

Required Information 

The postdoctoral hiring process begins with submission of a Position Management Review (PMR) Form. The funding source determines the level of review required and the anticipated length of the process. Internally funded positions must be submitted to the PMR committee for review and approval. Externally funded positions only required the completed PMR form and the signature of the FD to continue with the hiring process. 

Before submitting the PMR Form, department administrators and Principal Investigators should gather the information needed to develop the Position Description (PD), create the job posting, and complete the Hiring Proposal (HP) using the form linked below. They will also need a completed PMR Form, and a department organizational chart. 

Information Needed for Hiring Checklist

PMR Form- Internal Funding

PMR Form- External Funding

Fillable Departmental Org Chart

Immigration & International Support

GW departments may sponsor a visa or facilitate a visa transfer for eligible postdoctoral positions. Departments should contact the International Services Office (ISO) to initiate the visa process and determine the appropriate visa category and requirements.

Visa processing takes time and can vary depending on the type of visa and individual circumstances. Departments should anticipate an average processing time of three to six months or longer and begin the process as early as possible, well in advance of the postdoc’s anticipated start date.

The ISO is the university’s authority on visa requirements, processing timelines, and associated costs. Departments and candidates should work directly with ISO throughout the visa process to ensure all required documentation is completed and submitted. 

A postdoctoral appointment cannot proceed until the department and candidate have obtained and provided GW with all required appointment and immigration documentation, including applicable visa documentation and approvals.