# How do I appoint a research associate? Job Code: 061101 / Object Code: 6030 / MFC Paygroup / Employee This category is used for researchers who have been postdocs for five years or longer (either at Harvard or another institution.) **Required Documentation** (Documents must be uploaded as PDFs with Aurora appointment.) Sort Reappointments A reappointment letter is now required for all reappointments. Please base the letter on this [template](https://chemistry.harvard.edu/files/chemistry/files/salaried_felllow_reappt_letter.docx?m=1645112801): [Aurora Reappointment Directions](https://about.aurora.fas.harvard.edu/files/aurora/files/research-reappoint.pdf) **1. Offer Letter** Please base your offer letter on the FAS sample letter located at: [https://academic-appointments.fas.harvard.edu/z-sample-research-associa…](https://academic-appointments.fas.harvard.edu/z-sample-research-associate-offer-letter) Offer letters should include the following: - Title - Appointment Dates - Research Purpose (This does not need be extensive, but it should clearly explain the appointment to someone outside of the department.) If not in the offer letter, the research purpose can be included in the Aurora comments instead. - Salary information - A statement noting that reappointment is contingent upon satisfactory performance and continued funding. **2. CV (for New Hires; should already be on file for reclasses)** 3. **Affirmative Action Form** - [http://facultyresources.fas.harvard.edu/files/facultyresources/files/af…](http://facultyresources.fas.harvard.edu/files/facultyresources/files/affirmative_action_form_for_research_appts.pdf) - No search is required when reclassing a postdoc to this category. Submit the form with the information for the research associate, and use search exemption 6. - For new hires, list all the applicants since your last postdoc/research associate was appointed. The list should include all applicants, not just those interviewed. - **The person being appointed should be included on the list.** - Signature of Hiring Officer should now be signed by the PI. Typed name of PI on that line is acceptable. - If you do not know the gender of an applicant, leave blank. If you do not know the ethnicity, use 7 for unknown. - Convert to PDF before uploading. **4. Signed Paid Family Medical Leave Acknowledgment (New)** - Form available at: . The English version of the form is linked to at the bottom of that page under: [Cover letter and English Notification](https://hr.harvard.edu/files/humanresources/files/ma_pfml_coverletter_notification_english.pdf) - New research associates should complete in their preferred language. The notice is in 13 different languages. This should already be on file for those being reclassed to research associate. - Make sure that page 4 is signed and page 5 is initialed. **5. I-9** - New research associates should meet with Joe Lavin to fill out an I-9 on their first day (or earlier). The research associate should provide either a passport OR both a driver's license and a social security card. Non-citizens will also need to provide visa documents. • Those reclassed into this category will likely not need an I-9, though international research associates may need to update their I-9 if their visa dates have changed. **6. Recommendation Letters (New)** - 2-3 recommendation letters are required for all new research associate appointments. An exception may be requested for a postdoc from your lab who is being promoted to a research associate. **Notes** - **Minimum Salary Requirement: $52,000. (Effective 1/1/22) Documentation for any outside funding will need to be included.** - **All foreign nationals working in our labs must have valid employee visas. Researchers with tourist visas or expired work authorization may not legally work in our labs.** - **Please have new research associates meet with Joe Lavin upon arrival.** - Paid at the end of the month. Coding changes for the month should be submitted in Aurora by the 15th of that month (i.e. enter by Jan. 15th for the Jan. 31st check). - If paid entirely by Harvard, FTE should usually be 1. If Harvard is only paying a portion of the salary, the FTE should reflect this. For example, if Harvard is paying $20K of a total salary of $50K, the FTE should be 0.4. - Please enter PhD degree information in Aurora. - There is a strict 8-year limit on research appointments (generally 5 years as a postdoc and 3 years as a research associate). Postdocs should become research associates after five years. (Note this was recently changed from 3 years.) For more information, see section 5 at [https://academic-appointments.fas.harvard.edu/d-research-associates ](https://academic-appointments.fas.harvard.edu/d-research-associates%20) - Research Associates are benefits-eligible, if they work more than half-time or receive more than $15,000 annually. Also eligible for retirement plans. Benefits covered by fringe. Fringe will be charged regardless of whether the salary is above the benefits threshold. - Research Associates are eligible to be co-PIs on a grant. - Once the new research associate has an HUID and PIN, they must sign the participation agreement electronically at: . The CCB Department Office will track this. - It is recommended that new researchers with over five years of postdoctoral experience at other universities be appointed as Research Associates. - Research Associates can take up to 20 vacation days per year (1.67 days per month) but are not eligible for vacation payouts (i.e. vacation time does not carry over year-to-year.). Groups should track this locally. A vacation calendar can be found at - [https://chemistry.harvard.edu/files/chemistry/files/ccb\_postdoc\_vacation\_calendar.docx](https://chemistry.harvard.edu/files/chemistry/files/ccb_postdoc_vacation_calendar.docx) - Maternity/Parental Leave Policy: - [https://academic-appointments.fas.harvard.edu/h-family-leave-policy-pos…](https://academic-appointments.fas.harvard.edu/h-family-leave-policy-postdoctoral-fellows-and-research-associates) - FAS Termination Policy: [https://academic-appointments.fas.harvard.edu/g-termination-documentati…](https://academic-appointments.fas.harvard.edu/g-termination-documentation) Please contact Joe Lavin if there are performance issues, especially when considering reappointment. See also:- [ Human Resources ](/laboratory-administrator-manual-lam/human-resources) - [ Aurora ](/laboratory-administrator-manual-lam/aurora) - [ Aurora Appointment/Reappointment ](/laboratory-administrator-manual-lam/aurora-appointmentreappointment)