Office of Postdoctoral Affairs
USF Guidelines for Reporting Postdocs and Non-Faculty Researchers
These guidelines are effective as of November 1st, 2016
These instructions should guide you how to complete the NSF Survey of Graduate Students and Postdoctorates (also known as GSS), specially the postdoctorate and non-faculty researcher portion of the survey.
PDF Flowchart of the Reporting Process
GSS Survey data is due by Wednesday, February 1st, 2017.
There are 2 parts to this: The Roster of Postdocs and Non-Faculty Researchers (Excel Spreadsheet) and the inputting the data into the GSS system. The Office of Postdoctoral Affairs must certify your department roster before you can input the survey data.
Who is a Postdoc?
In most cases, Postdocs in your department will fall into one of job codes: 9180 (vast majority), 9194, 9195, and 9189.
Basic Requirements for a PostdocA person must:
- hold a doctorate or foreign equivalent. Either professional doctorates (MD, PharmD) or research doctorates qualify (PhD, ScD). (Departments are responsible for ensuring foreign equivalency is met.)
- be employed any time, even one day, during Semester I (8/7/2016-12/20/2016).
- at 0.50FTE research effort or greater. Any clinical duties would need to be less than 0.50FTE. Clinical postdocs (9194) who are primarily doing research in the Fall Semester would be counted. Any teaching responsibilities would need to be less than 0.50FTE for the Fall. Any postdoc who has less than 1.0FTE research time should fill out a Faculty Activity Report.
- Have been employed in a research position for no more than 7 years. The 7-year limit includes all positions that would qualify; therefore, a postdoc that was classified as a research postdoctoral scholar (9180) for 3 years and a research associate (9166) for 5 years, would need to be classified as a non-faculty researcher, not a postdoc.
- Degree: Postdocs should have received their doctoral degree no more than 10 years prior. Any postdoc with a degree older than 2006 would need to fill out a justification on the Roster.
- Job Codes other than 9180, 9194, 9195, 9189: Some colleges promote their postdocs as a way to make them eligible to apply for investigator grants or offer them greater benefits. (Postdocs only allowed to be a PI on postdoc-specific grants, i.e K-99). Some of these job codes would be, but not limited to: 9166 (Research Associate), 9121 (Assistant in Research), or 9003 (Research Assistant Professor). As long as their university service does not exceed 7 years in a research position, they may be counted as a postdoc for reporting purposes. If someone was a 9180 postdoc for 2 years and a 9121 (Assistant in Research) for 4 years, they would be eligible to be counted. (Time as a graduate student does not count towards the 7-year limit). If this is the case, the department will need to justify the exception by selecting a justification from the drop-down menu in the Roster. Note: Researchers in these line positions will not be counted as postdocs by default, the department must elect to do so and provide justification. If no justification can be provided, they will be counted as a non-faculty researcher.
Non-faculty researchers are doctorate-holding researchers that are neither tenure-eligible nor instructors. (Whether someone is part of a faculty pay-plan is not a consideration for the purposes of this survey). These are usually line positions such as Research Associate and Scientific Researcher. Be sure to verify if they have a doctorate, which must be reported on the Roster. Since many of these positions do not require a doctorate, any doctorate-holding researchers must have their highest degree reflected in GEMS (D=Doctorate, X=MD, H=PharmD). Non-faculty researchers will not be counted if the degree is missed or reported incorrectly in GEMS. Departments are responsible for maintaining documentation on degrees.