Postdoc Office Update Info Session January 18, 2012

1. Postdoc Office UpdateInfo SessionJanuary 18, 2012

2. TOPICS Introduction of Postdoc Office Program Changes Resources Postdoc Funding

3. Introduction Postdoc Eligibility What does the postdoc office do? How many postdocs do we have? How many postdoctoral programs do we have?

4. Distribution of Postdocs (per Division)

5. Current Postdoctoral Programs • Caltech Postdoctoral Scholar Program • NASA Postdoctoral Fellowship Program (NPP) • JPL Postdoctoral Associates Program • Einstein Postdoctoral Fellowship Program • Hubble (Spitzer) Postdoctoral Fellowship Program • Carl Sagan Postdoctoral Fellowship Program • W.M. Keck Institute for Space Studies (KISS) Fellowship Program • Visiting Postdocs – POC: Albert Magallanes • Fulbright Fellowship • Japan Agency for Marine-Earth Science and Technology (JAMSTEC) • Other foreign government-funded fellowships

6. ProgramChanges Hosting Organization will now be responsible for: • NASA/CCS Requests (formerly known as ‘Host Hire’) for new foreign national postdocs • Collect and submit postdoc data into JPL On-boarding system • Entering renewals will remain in the line org. • Badge Requests for new for U.S. postdocs • Collect and submit postdoc data into JPL On-boarding system • Entering renewals will remain in the line org. • Schedule security briefing and badge appointment for new postdocs • Send schedule for new postdocs to Rowena Kloepfer

7. Program Changes • Monthly Postdoc Seminar • Line organization to advertise talk to JPL Space and This Week • BAMs must provide Vivian Molina with the name of the person to contact in your line org (at least 2 weeks prior to seminar) • Vivian Molina will send out the seminar flyer to the secretary distribution as is the current practice • Posting of postdoc job ads outside JPL • Request submitted by advisor to postdoc office • Postdoc Office will forward the request to line organization’s business manager • Get approval from Michael Jameson • P-Card • Notify the advisor and Postdoc Office upon posting of the external ad

8. Resources • Postdoctoral Programs Website • http://postdoc.jpl.nasa.gov/ • Information for advisors, business support, and postdocs • Internal/Limited External access • Postdoc Office Database System (PODS) • http://pods/ • Get current listing of your organization’s postdoc • Internal access only

9. Postdoc Funding • All postdoctoral programs are NASA funded except for: • KISS • Fulbright • JAMSTEC • Other foreign government-funded fellowships These are usually paid for by the fellowship program. The only cost to the host are chargebacks. Indirect cost may include business staff support and office or workspace use.

10. Postdoc Funding • NASA Funded via outside entity • NPP via Oak Ridge Associated Universities (ORAU) – funds DON’T come to JPL • Einstein via Smithsonian Astrophysical Observatory – funds come to JPL • Hubble via Space Telescope Science Institute - funds come to JPL • Sagan via NASA Exoplanet Science Institute (NExSci) – funds come to JPL

11. Postdoc Funding • Programs that are JPL Advisor-Funded • Caltech via Interdivisional Authorization (IA) • JPL via WAM/Timekeeping system • NASA (optional) via Science Mission Directorate (SMD) at NASA HQ

12. Caltech Funding The Postdoc Office manages the postdocIAs and submission of the purchase requisition based on the content in the Funding Plan What’s a Funding Plan? Line Org/Advisor must submit the Funding Plan to Postdoc Office along with the new appointment or renewal request Any changes to the Funding Plan must be received by the Postdoc Office at least a month prior to the effective date We cannot fund postdoc IAs retroactively

13. NPP Funding • NPP Award covers 2 years • Year 3 must be funded by advisor • Advisors have the option to self-fund their NPP candidate for all 3 years • Request cost estimate from Postdoc Office • Advisor requests and receives approval from Program Scientist at NASA HQ and is provided with WBS account number • Advisor completes the NASA FORMAT 2 form and submits it to Postdoc Office • FORMAT 2 is approved by Postdoc Office, Office of the Chief Scientist (OCS,) and SMD • NASA SMD adds funds to ORAU contract via Purchase Order (PO)

14. Questions?