Maintaining Postdoc Data Records

In order to ensure accurate tracking and counting of postdoctoral scholars at SBU, which is an important AAU metric, Stony Brook has enabled a new code in our PeopleSoft Human Capital Management (HCM) database for identifying all postdoctoral scholars regardless of their official job title. 

See the SBU Postdoctoral Scholar definition

Designated postdoc points of contact within academic units are responsible for updating and maintaining the Postdoctoral Scholar (PS) contact category for their unit's postdoctoral scholars within PeopleSoft. Every quarter, departmental points of contact will receive an automated report of any individual with the Postdoctoral Scholar PS code so that departments may verify and update the accuracy of postdoctoral scholar records.

For questions or updates in a department's postdoc point of contact, please e-mail the Office of Postdoctoral Affairs at postdocs@stonybrook.edu.

Instructions for Updating Postdoctoral Scholar Contact Category 

Information Sessions: Departmental postdoc points of contact are invited to an information session on how to identify postdoctoral scholars and how to update their Peoplesoft information. The session will be repeated twice, and the recording also will be posted here.

ZOOM INFO SESSION 1: December 5th, 11am-12pm | RSVP Now>

ZOOM INFO SESSION 2: December 6th, 10am-11am| RSVP Now>

Frequently Asked Questions: 

• When would a Research Scientist be considered a Postdoctoral Scholar?
  If an individual is hired into the RF Research Scientist job title and their work is consistent with the Postdoctoral Scholar definition: they have a doctorate and are here at SBU in a temporary period of mentored advanced training in order to build skills for their chosen career path, then they are a Postdoctoral Scholar. The Postdoctoral Scholar contact code should be added to their Peoplesoft record, and removed at the end of their temporary period of mentored advanced training (typically no more than five years). 
• Would a postdoc fellow who is not an SBU employee be considered a Postdoctoral Scholar?
  If an SBU scholar is supported by a fellowship (typically appointed as a non-employee RF Fellow), has a doctorate, and is engaged in temporary mentored advanced training for the purpose of building skills for their future career, then yes, that scholar would be considered a Postdoctoral Scholar.
• Is someone doing their medical residency at SBU considered a Postdoctoral Scholar?
  No, medical residents are not considered Postdoctoral Scholars, even if they happen to have an MD/PhD.
• Is there a time limit on how long someone can be a Postdoctoral Scholar?

  The commonly accepted period of training for a Postdoctoral Scholar is no more than five years, after which a researcher should transition to a more independent, non-training position. 

  Stony Brook’s policy for those in the specific job titles Postdoctoral Associate or Senior Postdoctoral Associate have mandated time limits (RF: up to 5 years; State: up to 3 years on west campus, up to 4 years on east campus). At the end of those time limits, a researcher in one of these titles who is continuing at SBU must be moved to a new appropriate title, with appropriate authorization. 

  In all cases, the PS contact code should only be applied to a scholar’s Peoplesoft record during the postdoctoral training period, which should be no longer than five years. 

• I am not sure if one of my scholars should be classified as a Postdoctoral Scholar. Where can I get help?
  Please contact the Office of Postdoctoral Affairs at postdocs@stonybrook.edu and we would be pleased to help you.
• When a postdoc is terminated, will the PS contact code automatically be removed from their record?
  No. In the case of termination or promotion to another title, the department will need to remove the PS contact code manually from the postdoc’s record. This is still important for terminated postdocs so that the university may keep an accurate count. 
• I do not have permission to update the contact code for my postdocs. How do I request permission?
  Points of contact should contact their VP coordinator who can, at their discretion, give permission to edit the contact category inside Peoplesoft. Some units, depending on their structure, may have two points of contact: one who can confirm the list of individuals who are Postdoctoral Scholars, and one who has permission to update their code in PS. Please notify the Office of Postdoctoral Affairs at postdocs@stonybrook.edu about all postdoc points of contact who should receive the quarterly postdoctoral scholar reports.
• The Postdoc Point of Contact has changed for my department. Where can I update this information?
  Please email the change to the Office of Postdoctoral Affairs at postdocs@stonybrook.edu. 
• I have a question not listed on this FAQ. Where can I find help?
  Please email the change to the Office of Postdoctoral Affairs at postdocs@stonybrook.edu.