Postdoctoral Affairs Information for Administrative Staff

Administrative staff members play a vital role in helping Baylor College of Medicine postdocs navigate their training, ensuring they have the support they need to succeed. The Office of Postdoctoral Affairs is available to assist you as you support our postdocs.

Postdoctoral Recruiting and On-Boarding Process

The Office of Postdoctoral Affairs has standardized the postdoctoral recruitment and on-boarding process. The steps outlined here addresses institutional requirements to be used for postdoctoral recruitment and appointment only. The postdoctoral recruitment and on-boarding process will:

  • Increase exposure of Baylor postdoctoral opportunities to qualified trainees
  • Help faculty mentors, departments and Baylor track and collect data on postdocs for grant and institutional reporting.

The department or PI prepares supporting documents for submission to Human Resources, International Services Office and the Office of Postdoctoral Affairs. It is the responsibility of the inviting department, program, lab, clinic or PI to ensure that the postdoctoral appointee meets the criteria for the appointment. 

STEP 1: Obtain Approval for Recruitment
STEP 2: Begin Postdoc Recruitment
STEP 3: Identify Candidate
STEP 4: Background and Credentialing Verification
STEP 5: Postdoc Appointment
STEP 6: Postdoc Orientation

Postdoctoral Appointment Process

The Department or PI prepares supporting documents for submission to Human Resources, ISO and the Office of Postdoctoral Affairs.

1. The hiring department submits a Personnel Action Form (PAF) through a SharePoint site. That PAF is reviewed by both HR- Compensation and Finance – Budget. Once approved, the department receives notification of the approval.

2. The department SAP designee enters a vacancy request in SAP. Employee Records “approves” the vacancy request in SAP.

3. The vacancy downloads within 12-24 hours into our applicant tracking system and the recruiter assigned to that department posts it to the careers website.

4. The recruiter forwards applications and CVs to the hiring manager or hiring authority. They screen and interview.

5. The hiring department notifies the recruiter when a finalist has been selected. The hiring department or recruiter extends a verbal offer and defines a start date. 

• Notify International Services Office (Baylor login required) if the postdoc is not a U.S. citizen or permanent resident.

6. The background check is started after the offer has been accepted and no earlier than 30 days prior to the start date (if the individual has a SSN). If the individual does not have a SSN, contact your recruiter.

• Request copies of diploma and transcript (documents should be translated to English) Initiate and facilitate.

7. Initiate and facilitate credentialing process (degree verification).

8. Complete and send GSBS Research Postdoctoral Appointment Forms and supporting documents, after background check and postdoc credentials are approved.

9. The recruiter sends the offer letter and details of orientation. The orientation team sends a reminder email about orientation a few days before the start date.

10. The new employee attends orientation and then returns to the new department for additional onboarding.