“University of California Council of Postdoctoral Scholars (CPS) -- September 22, 2001 Meeting”

Minutes of the September 22, 2001 meeting (sponsored by the Berkeley Postdoctoral Association).

Meeting location and time: Room 102, Clark Kerr Campus, UC Berkeley, 9:30 AM to 3:00 PM.

Meeting called to order at 9:50 AM by Tom Peavy (CPS Chair).

(1) Opening comments by Tom Peavy. The UC Council of Postdoctoral Scholars (CPS) was formed last May out of a need to talk to the administration regarding systemwide postdoctoral issues. The objectives of this meeting are: (1) to open a dialog with the UC Office of the President (UCOP) about UC postdoctoral affairs; (2) to explore the possibility of a UC systemwide health insurance plan; (3) to share information about the administrative procedures affecting postdoctoral researchers at each UC campus; and (4) to continue discussion amongst campus representatives about issues of concern to UC postdoctoral researchers. Postdoctoral organizations can act locally with Graduate Councils and Graduate Divisions (Graduate Deans), but UC systemwide issues (such as title codes) need to be addressed by systemwide committees such as the Coordinating Committee on Graduate Affairs (CCGA) and the Council of Graduate Deans (CoGD) with representation from all UC campuses. Tom thanked the UC Berkeley campus for organizing and hosting the meeting.

Short introduction of campus representatives:
• UC Berkeley – Mary O’Riordan and Dagmar Truckses
• UC Davis – Tom Peavy and Paulo Verardi
• UC San Diego – Tara Chapman and Curtis Thompson
• UC San Francisco – Luanna Putney
• UC Santa Cruz – Renee Baran

Short introduction of invited participants:
• Ellen Switkes – UCOP, Assistant Vice President, Academic Advancement
• Steve Johnson – Garnett-Powers & Associates
• Tom Garnett – Garnett-Powers & Associates
• Gregory Brown – UC Berkeley, Assistant Vice Chancellor, Finance and Controller
• Claudia Covello – UC Berkeley, Director, Clinical Services / University Health Services
• Joyce Freedman – UC Berkeley, Director of Sponsored Projects
• Sam Castañeda – UC Berkeley, Visiting Scholar and Postdoc Affairs (VSPA) Coordinator
• Chris Karlovich – Stanford University, campus representative

(2) Ellen Switkes, UCOP, Assistant Vice President, Academic Advancement.

Postdocs are orphans among students, faculty and staff, without a specific official category or status. The postdoc issue was raised in 1998 when the CoGD put together a recommendation to clarify the status of postdocs and ensure their rights and privileges. The proposal was circulated around the system for preliminary review, but due to a complete lack of consensus it did not go forward. However, at the same time the postdoc issue was gaining momentum at the national scene and national recommendations clarifying the postdoc status paralleled the ones made by the CoGD. Now the administration anticipates putting together a new proposal by early fall. Input from postdocs and the CPS is welcome. There are a couple of issues that are not yet in place:

Status of postdocs is the most complicated issue. Currently, postdocs are categorized as employees, visiting employees, self-funded (own money, foreign governments, agencies), or funded from federal sources (e.g., NIH fellowships). NIH does not allow fellowship recipients to be categorized as employees but only as a trainee or fellow. A related issue concerns social security (SS) contributions. Employees are required to participate in SS (it requires a contribution from both the employer and the employee). NIH does not allow UC to put NIH fellows into employee status and pay SS. UC wants all postdocs to be categorized as employees, so that all kinds of benefits (health, dental, vision, employee cards, access to parking, recreation, childcare, etc.) will be automatic. Visiting postdocs, depending on how they are funded, are also in an unclear status (e.g., injuries on the job, etc.). Finally, another reason to have all postdocs as employees is the fact that the State of California distributes state funds according to a formula that takes into account the number of faculty members and postdocs at each campus, while other employees do not count. The lack of employee status also makes grievance procedures difficult to implement.

Funding agencies such as NIH finance their fellowship recipients through the UC payroll system (UC paychecks). The administration thinks that they can have the Benefits Office define fellowship postdocs as fellows, pay them as employees, and give them a 1099 at the end of the year (instead of a W-2), and in addition provide health insurance (UC is working with NIH to pay for health insurance costs).

UC can control and put policies in place on grievances, rules on % time appointments, and minimum salaries. Principal investigators (PIs) have reduced the % time of appointments to adjust salary rates. This is particularly bad for vacation and sick leave. In addition, retirement benefits are based on service credit (for long-term employees). UCOP would require 100% appointments except in cases where the postdoc is in fact working part-time.

Health insurance and supplemental pay are costly items that can be a burden to PIs with limited sources of funds. PIs may choose not have postdocs at all unless campuses supplement the differences. However, the university budget is bad this year and is projected to be even worse next year (up to 10% cut is expected).

Regarding minimum salaries, Tom Peavy mentioned that we may be diverging from the real issue, as faculty and administrators are focusing on actual figures and established salary scales (such as the NIH NRSA scale), and not on the issue itself. The bottom line is that the UC system does not have a minimum salary for its postdocs, with some postdocs earning below $20,000/year. Ellen mentioned that UCOP values the opinion of postdocs and the CPS regarding what would be a reasonable minimum salary rate. Ellen was asked what UCOP mandates regarding salaries, % appointments, etc., and Ellen mentioned that there is no UCOP mandate at this time.

Where things are now:

• The administration anticipates to put together a new proposal by early fall to be reviewed by the Graduate Deans.
• If everything goes well, a formal proposal will go out for review by campus committees (employees, faculty, Academic Senate committees, etc.) and systemwide committees (Systemwide Academic Senate, etc.), and then back to UCOP, when it may have to be resubmitted. The CPS and the postdoctoral scholar associations can help by getting involved in the discussions systemwide and at the individual campuses (faculty, vice-chancellors, etc.).
• The main issue is money to fund health insurance (particularly those that have their own money).

Another issue is retirement. Postdocs can be hired as visiting employees for up to 3 years (without being entered into the retirement system). One pro is that some benefits (e.g., vision and dental insurance) are only offered when you are in the retirement system. On the other side, employees in the retirement system are required to pay social security (it requires a contribution from both the employer and the employee). Visiting employees automatically participate in an alternative retirement plan, the Defined Contribution Plan (DCP), as “Safe Harbor” participants (it requires a contribution only from the employee). NIH fellows paid through payroll system could receive health insurance but could not be in the retirement system as NIH does not allow payments to SS.

Another item is limitation of service. The proposal on the table is for a 5-year limit on employment under postdoc status at UC, but another proposal is to limit it to 5 years total (based on employment at UC and elsewhere). After this period, employment would have to change to a regular academic (e.g., specialist series, professional research series) or staff (e.g., SRA) title.

The plan is to end up with a uniform grievance procedure, and dismissal and disciplinary procedures. Ellen also favors a mandate for written evaluations (e.g., annual), and an appointment letter stating salary, duration of employment, etc.

In terms of recruitment, hiring of postdocs does not require formal procedures (e.g., posting). Ellen would like to see a formalized procedure (similar to the hiring of faculty and staff) to assure that postdoctoral opportunities are advertised broadly.

Tom Peavy suggested that the administration should first agree on the principles to be included in the proposal (e.g., a minimum standard for salary), rather than getting caught up on exact numbers and details.

(3) Steve Johnson and Tom Garnett, Garnett-Powers & Associates (GPA). Insurance benefits proposal for University of California Postdoctoral Scholars.

Steve Johnson has worked at the University of California for 11 years in the Graduate Division in charge of postdocs (mostly at UC Irvine). He later joined GPA, a full service insurance brokerage firm. About 4 years ago Steve developed a health plan for non-employee postdoc fellows and scholars (e.g., NIH fellows) at UC Irvine (currently about 40 postdocs enrolled), and one year later for postdocs at UCLA (currently about 235 postdocs enrolled).

GPA could offer a systemwide plan, a southern or northern plan, or even plans for individual campuses. The plan presented today is through Health Net only, as the pool of carriers available for postdocs is limited, as most carriers require an employer/employee relationship. Postdocs represent a younger population and rates are lower since they are based on age. Health care costs for UC San Diego were not quoted, as GPA is not the broker of record for UCSD. Besides, health care costs in San Diego are slightly higher (1-2%) than other parts of Southern California, so if UCSD decides to participate, the rates may increase slightly. The rates for Northern California do not include UCSF. If UCSF participates, rates may change slightly.

For implementation, GPA plans to work at the departmental level. An enrollment form is given to postdocs and that form can be mailed or faxed to GPA. GPA sends the COBRA notification and sends the application to carriers, who will send identification cards to postdocs. Each month GPA will send an invoice to each department with a list of postdocs and premiums due for those postdocs with funds administered by the university. Postdocs with funding sources outside the university would receive an invoice directly. Payments would be sent to GPA and the GPA would pay the carriers. The advantage of working at the department level is that postdocs are notified immediately of the availability of health insurance. In addition, as the department terminates premium payments when a postdoc leaves, GPA will send out the COBRA paperwork immediately (carriers are not required to offer COBRA coverage as the employer/employee relationship does not exist, but GPA has negotiated with the carriers to provide COBRA coverage for up to 18 months). COBRA coverage is charged at the same rate (or only 2% more). GPA will work to accommodate campuses that want to administer the program through the central administration.

Tom Garnett discussed the details of the proposed plan that includes health, dental and vision. Health Net was chosen for health insurance but GPA will not be the broker of record for UCSD and UCSF. Two options will be given: the HMO plan and the point of service plan. The point of service plan is a three-tiered benefit plan that combines an HMO with a PPO plan. It provides the maximum flexibility as it relates to providers. This plan has HMO, PPO and Out of Service options.

Dental coverage includes an HMO and a PPO plan. The PPO plan is a two-tiered plan where there is a list of network dentists that charge a discounted fee. Under the vision plan (packaged with the Health Net plan), the frequency of benefits is 12/24/24 months for exams/lenses/frames, respectively.

Since Northern California health care costs are higher than Southern California costs, monthly rates for Northern California campuses (UCB, UCD, UCSC, and UCSF) will be slightly higher. A blended rate (a weighted average based on participation) for all campuses could also be provided (it would be up to postdocs). The monthly rates are illustrative, as they will depend on a few factors yet to be determined (e.g., inclusion of UCSD and UCSF, etc.), but include dental and vision coverage.

If postdocs as a group require repatriation and medical evacuation of foreign postdocs, it could be included in the plan (it would increase rates slightly). For an additional 1-2% increase, the Health Net plan could offer 24-hr coverage (on and off the job), that would not require postdocs to be under worker’s compensation. Disabilities and other compensations would not be included (unless if asked by postdocs).

Lunch break: 12:15 PM – 1:15 PM

(4) Postdoc discussion with campus representatives:

(i) Minutes from previous CPS meeting (05/19/2001) approved. Minutes will be posted in the UCD PSA web site (http://postdocs.ucdavis.edu/CPSMinMay19013.htm). Other campuses are welcome to post the minutes on their web sites as well.

(ii) In the last CPS meeting, campus representatives compiled a summary of issues and concerns common and unique to UC campuses. The CPS developed a questionnaire that was sent to campus representatives to research their campuses. The answers will be compiled and compared side by side. We can then go to CCGA and CoGD with the knowledge of what is going on at each campus. Each campus representative gave a brief report (the compiled list will be posted on the web):

• UC Davis (Tom Peavy): Dean of Graduate Studies (Cristina Gonzalez) is responsible for postdoctoral affairs. Associate Dean of Programs in Graduate Studies (Paul FitzGerald) is appointed 50% time (duties split between graduate students and postdocs). Faculty Assistant to the Dean for Postdoctoral Affairs (Jerry Hedrick) has a 10% appointment for postdocs. UCD has a postdoctoral Scholar Appointment Sheet used for postdoc appointments, but it is not frequently used. Records are maintained by graduate studies but are incomplete. Graduate studies maintains an e-mail listserv for all the Managing Service Officers (MSOs) and Operating Research Units (ORUs) on campus to disseminate information about postdoc affairs. The administration also uses the postdoc listserv maintained by the PSA to disseminate information to postdocs. As of Winter Quarter 2001, there are 463 postdocs at UCD, under basically 3 title codes: 3370 (Visiting Postdoctoral Scholar – temporary employees, limited benefits, 59.4%), 3240 (Non-Student Postgraduate Researcher – with full benefits, 38 %), and 9995 (Unclassified – Postdoctoral Fellows, no benefits, 2.6%). Salaries range from below 20K (5%) to over 42K (1.1%) with an average of 28K. Mentorship guidelines for postdocs currently do not exist, but are being considered by Graduate Council. Postdocs can resolve grievances informally through Mediation Services or the Associate Dean of Programs, or formally (written) using the Non-Senate Academic Appointees Grievance Procedures. Services for International Students and Scholars (SISS) assists postdocs with visas and maintaining legal status, but is understaffed at the moment. SISS disseminates information through their own listserv. Currently, there are virtually no housing services for postdocs on campus. There are 2 childcare centers but availability is variable (possibly waiting lists). There are two career centers that postdocs can use: the Internship and Career Center (together with students) and the Staff Development Center (with staff). Graduate Studies recently open their “Professors for the Future” program for postdocs as well.
• UC San Diego (Curtis Thompson and Tara Chapman): The information was compiled by Jennifer Oh (Coordinator of Postdoctoral Program, Office of Graduate studies and Research, OGSR). The Vice Chancellor of Research and Dean of Graduate Studies (Richard Attiyeh) is responsible for postdoctoral affairs. Part-time administrators include Marritt Bradford (forms processing and insurance enrollment, 75%) and Jennifer Oh (50%). UCSD has a Postdoctoral Scholar Appointment Form that each department completes and submits to OGSR. The administration does keep track of postdoc appointments and submits that info to UCOP. There are 1000-1200 postdocs at UCSD, under basically 3 title codes: 3370 (Visiting Postdoctoral Scholar – temporary employees, eligible just for medical), 3240(Non-Student Postgraduate Researcher – with full benefits but no UCRS, most frequently used), and 3296 (Research Fellow, for fellowship recipients, eligible for OGSR-administered Health Net, vision, and DentiCare). Postdocs that are paid directly are not on payroll (do not have a title code). Salaries range from 31K to 45K (PGRs). No minimum salary for fellows (maximum is 45K). Postdocs can resolve grievances formally and informally the same way as staff (through a facilitator from the Academic Affairs Office). The International Center advises foreign scholars on issues of visa, housing, and language preparation. Currently, there are very limited housing services for postdocs (there is a Student Off Campus Housing Office). The International Center offers childcare services but availability is limited (long waiting lists). Postdocs currently do not have access to the Career Center and career/professional development services.
• UC San Francisco (Luanna Putney): Dean of Graduate Division (Cliff Attkisson) is responsible for postdoctoral affairs. Assistant Dean of Postdoctoral Affairs (Christine Des Jarlais) is appointed 50% time on postdoc affairs. Appointment letters are issued to new postdocs by some departments, but all foreign postdocs do receive an information packet from the International Office. Graduate Division only keeps track of postdocs hired under the Visiting Postdoctoral Scholars title code. Graduate Division uses the postdoc listserv maintained by the PSA along with a listserv for all postdocs under the Visiting Postdoctoral Scholars title code to disseminate information. Postdocs are appointed under 3 title codes: 3370 (Visiting Postdoctoral Scholar), 999A (Postgraduate Researcher – with full benefits), and 2726 (Resident Physician/subspecialty). Postdocs with fellowships (own funding) are hired under the visiting postdoctoral scholar’s title. At the last count there were 714 postdocs under title code 3370 and approximately 1300 overall. Currently, the Graduate Division does not keep track of salaries, but according to a Fall Quarter 2000 survey (n=73), they range from approximately 27 to 35K (salaries are probably higher now). In terms of health insurance, PGRs have full benefits. Non-payroll appointments are eligible for group health insurance (UniCARE or Health Net) that includes medical, dental, vision, life and long-term disability (funding for premiums is negotiable: department, fellowship allowance, or individual scholar). Visiting postdoctoral scholars on payroll appointments are eligible for this plan as well. However, as employees, they are eligible for “Limited Career Benefits” or Core Benefits, depending on percent time and length of appointment. Mentorship guidelines for postdocs currently do not exist, but are being considered by Graduate Council. Postdocs are expected to resolve grievances informally at the department or school level. Campus Mediation Program and the Faculty & Staff Assistance Program (FSAP) are also available to postdocs. Formal grievances follow the Non-Senate Academic Appointees Grievance Procedures. Services for International Students and Scholars assist foreign postdocs but is traditionally understaffed. In theory postdocs are eligible for faculty/staff housing and financial need housing, but availability is very limited (wait list is ~ 1 year). There are 3 childcare centers on campus. Postdocs are eligible (20-25% of children in childcare are those of postdocs) but availability is limited (current waiting list is ~350 individuals). Postdocs are encouraged to use the Career Center (together with graduate students and alumni). Other career/professional development services are available, usually for a small fee (e.g., Academic Enrichment Program).
• UC Santa Cruz (Renee Baran): Dean of Graduate Studies (Frank Talamantes) is responsible for postdoctoral affairs. A new Assistant Dean, Sandra Pacheco, is responsible specifically for postdoctoral affairs (20% time). This is a new responsibility for the graduate deans, and they are still in the process of setting up the details of how they will administer postdocs. All appointees receive appointment letters from the Divisional Academic deans. Campuswide postdoc information is now maintained by Graduate Studies, and individual academic divisions maintain records (appointment letters, etc.). There are approximately 50-70 postdocs at UCSC (mostly in the Biology Department), under basically 2 title codes: 3370 (Visiting Postdoctoral – temporary employees for up to 3 years, limited benefits, salary is negotiable, ~70%) and 3240 (Postgraduate Researcher – with full benefits, salary between 31 and 45K, 20-25%). Some postdocs may be appointed under the Academic Research series (salary starts at 51K) and Research Specialist series (salary starts at 31K). The actual salaries earned are not known at this time. All postdocs with outside funding are hired initially as visiting postdocs (3370). When postdocs are paid entirely from an outside fellowship, the appointment is for 0% time. Mentorship guidelines for postdocs currently do not exist. Postdocs are academic appointees covered under the policies specified for “non-academic senate academic appointees not covered by a union contract”. Visa services and advising is provided on an individual basis (same as for other employees). Postdocs are technically eligible for Faculty Housing, but the wait list is based on a tiered system that makes it impossible for postdocs to have meaningful access to campus housing. Postdocs have access to childcare services (wait list) and career services together with students. Three months of service at the Career Center is $35 (students pay as well). The Career Center is trying to hire someone to specifically advice graduate students and postdocs.
• UC Berkeley (Mary O’Riordan and Dagmar Truckses): The Vice Chancellor of Research is responsible for postdoctoral affairs. The Director of Sponsored Projects (variable time) and the Visiting Scholar and Postdoc Affairs (VSPA) Coordinator (100% time) also handle postdoc affairs. The VSPA Application, Ethnic Survey Form, Patent Acknowledgement and Appointment Letter are used for postdoc appointments (but not always in a timely manner). The VSPA Program maintains records and statistics on postdocs. Campus directives, articles in the Research Advocate (a newsletter sent to PIs) and in the Berkeleyan (the campus newspaper for faculty and staff), and direct mailings are used to disseminate information about postdoc affairs. On a given day, there are about 900 postdocs at Berkeley (~1200/year), under basically 2 title codes: 3370 (Visiting Postdoctoral Employee – temporary employees, limited benefits with no dental and no UCRS, 65%) and 3296 (Visiting Stipend Postdoctoral Fellow – with no benefits but access to self-paid or departmentally-paid health insurance, 25 %). Fellowship recipients (10%) have a working title of “Visiting Research Fellow” and are virtually invisible on campus. Salaries range from 30 (minimum) to 45K in the 3370 Visiting Postdoctoral title code. Salary is open for 3296 fellows (Visiting Stipend Postdoctoral Fellows). Mentorship guidelines for postdocs do not exist. Postdocs are covered under the Postdoctoral Fellow Grievance Procedure approved by the Graduate Council in 1999, but there is no informal mediation. The Services for International Students and Scholars Office assists postdocs by having a campus orientation and workshops. Currently, there are virtually no housing services for postdocs on campus other than access to listings of available rentals and a waiting list to University Village with lower priority than students. Access to childcare is available, but with very limited space and long wait lists. There is a career center that postdocs can use with one part-time Ph.D. counselor. Visiting Postdoc Employees have access to campus Human Resource’s training and development classes for a fee.
• Stanford University (Chris Karlovich): There are about 1300-1500 postdocs at Stanford. The Stanford University Postdoc Association (SUPD) met with the Provost several times and a committee was appointed (4 postdocs, 2 faculty and the Assistant Dean of Postdoc Affairs). A set of recommendations was submitted to the Provost. The main issue is salary (pay a minimum of 33-34K for 2 years) and Bay Area high cost of living (pay a premium above NRSA scale). Some departments have already set up minimums of 34-35K. Supplemental money for salaries will have to come from the university (soft money, administration, departments, etc.). The second major issue is status: postdocs have a "non-matriculated graduate student" status and pay tuition (that was lowered from $1,000 to $125/quarter thanks to SUPD efforts), and Stanford postdocs want to have their own classification status (postdoctoral fellows). Another important issue is housing (postdocs want some housing aid). Child care, appointment letters, grievance procedures, etc. are all part of the proposal as well. SUPD has been working with the administration on these issues for quite some time now. If no reasonable progress takes place soon, SUPD is considering a demonstration or a rally (e.g., a “morning without science”). Stanford postdocs are also considering unionization as a last resort if no progress is made, but this route can take several years and may antagonize the university. In this case, postdocs cannot be easily replaced so the university would have to negotiate.

(5) Discuss Plan of Action. The CPS will be asked at future CoGD and CCGA meetings to submit an official list of recommendations. The CPS members decided to develop a prioritized list of recommendations and issues regarding postdoctoral affairs at the University of California. Responsibility to develop an actual proposal (a summary with a rationale) for each recommendation/issue will be delegated to CPS representatives from each campus. The prioritized list follows:

(i) Universal full benefits (medical, dental and vision) and access to disability insurance.
• Fully paid by university or fellowship agency.
• Comparable to staff benefits (with no absolute need for retirement benefits).
• In charge: Renee Baran, UC Santa Cruz.

(ii) Establishment of a minimum postdoctoral salary scale:
• Equivalent to current NIH levels.
• Minimum of $32,000 (with cost of living adjustments).
• Yearly increases (in conjunction with staff increases).
• Step increases to account for years of experience.
• In charge: Tom Peavy, UC Davis.

(iii) Appointments should be at 100% level, unless requested by exception with the Dean:
• In charge: Tara Chapman, UC San Diego.

(iv) Title code(s) specific for postdoctoral scholars:
• Ph.D. required.
• UC systemwide.
• Allowing for principal investigator status (to allow securing intra and extramural funds).
• In charge: Luanna Putney, UC San Francisco.

(v) Mandatory offer/appointment letter and job posting.
• Advertise jobs (job posting)
• Letter with description of job, salary, % appointment, benefits.
• Open format.
• In charge: Luanna Putney, UC San Francisco.

(vi) Appropriate staff support to administer postdoctoral affairs (e.g., postdoctoral coordinator):
• Request allocation of money for staff to specifically support postdocs.
• At least 1 full-time staff support per campus, proportionate to the number of postdocs on campus (e.g., 1 full-time staff/250 postdocs).
• In charge: Curtis Thompson, UC San Diego.

(vii) Establishment of appropriate and consistent grievance and mediation procedures:
• Informal and formal procedures for postdocs.
• Specific and appropriate for the postdoc-mentor relationship.
• In charge: Dagmar Truckses, UC Berkeley.

(viii) Postdoctoral scholar appointments limited to a maximum of 5 years:
• Employment would have to change to a regular academic (e.g., specialist series, professional research series) or staff (e.g., SRA) title after 5 years.
• In charge: Mary O’Riordan, UC Berkeley.

(6) The next UC Systemwide meeting of the CPS will be sponsored by the UC San Diego during Winter Quarter, 2002. The specific date, time and location will be announced by e-mail.

Meeting adjourned at 3:43 PM by Tom Peavy (CPS Chair).

Prepared by Paulo Verardi, UC Davis Postdoctoral Scholars Association Secretary/Treasurer.