Documentation Needed for Annual Appointments, Promotions, and Reappointments

First Appointments
(revised 5/14/2014)

This appointment is used for a person’s first appointment at HSPH. The following supporting information is required for a first appointment:

  • Letter from the department chair supporting the appointment *
  • 2 letters of recommendation *
  • curriculum vitae
  • Wasabi Hire Form (transmitted electronically)
  • Copy of Harvard International Office eScholar form (all international appointments, regardless of salary status)

*  A description of the activities the appointee will be undertaking must be included in one of these letters.

In addition, if the individual will be paid on a Harvard payroll, the following items may be needed

For all paid appointments, please submit the required documentation with a PAID annual appointment cover sheet (PDF).

For all unpaid appointments, please submit the required documentation with an UNPAID annual appointment cover sheet (PDF).

If a department wishes to appoint a Visiting Scientist or a Visiting Graduate Student, we have created a Visiting Scientist/Visiting Graduate Student Appointment Form.  This form is optional.  If the Department decides to use this form, it can be used in place of either the Department Chair Letter, or, one of the letters of recommendation necessary for an appointment.

Promotions
(revised 5/14/2014)

This appointment is used when an annual appointee is being promoted to a new annual position. This most commonly happens when a research fellow is promoted to research associate.

The following supporting information is required for a promotion:

  • Endorsement from the department chair indicating support for the promotion (can be chair signature added to letter of recommendation or separate letter from chair) *
  • 1 letter of recommendation *
  • curriculum vitae
  • Wasabi Form (transmitted electronically)
  • Relevant payroll forms, if not submitted for previous appointment

*  A description of the activities the appointee will be undertaking must be included in one of these letters.

Reappointments
(revised 1/6/2014)

This appointment is used when a person receives an appointment that is identical to an appointment currently held, but with new starting and ending dates. The reappointment start date must immediately follow the current appointment end date with no break in service.

In most cases, an appointment can be renewed for up to three years without documentation.  However, if an appointment has been held for three years and will be extended, a current CV and description of the appointee’s activities will be needed before a reappointment can be processed by Faculty Affairs.

Please note that there is a three-year limit on most postdoctoral fellow appointments.  Information to confirm continued training and when the fellow’s training is expected to be completed is needed before a reappointment for a fourth or subsequent year can be processed.

The department wishes to re-appoint a Visiting Scientist or a Visiting Graduate Student, we have created a Visiting Scientist/Visiting Grad Student Reappointment Form.  This form is optional.