Hiring Postdoctoral Scholars

Obtain a Position ID

If/when the position is approved (if approval is needed), a position number must be requested here.

Create a Requisition in iCIMS

A full recruitment process is optional for postdoc positions. The hiring manager may decide whether to identify a candidate within their network or hold a search to identify a qualified pool of applicants.

Already identified a candidate? Enter the requisition and move to “Candidate Submission.” There is no need to attach the job description to the requisition. When entering the requisition, complete the Supervisor field (the PI’s name) and the Limited Term Date field (the end date).

Need a full search? Your TAS will help you create a recruitment plan. Enter the requisition and attach the job description for posting purposes, in addition to completing the Supervisor field (PI’s name) and the Limited Term Date field (end date). Contact your assigned TAS; they will set up a Recruiting Strategy Intake Call to begin a competitive search.

• FYI: All postings will now be processed exclusively through iCIMS. Interfolio will no longer be used for postdoc postings; iCIMS is our single system of record.

Candidate Submission

If the hiring manager has already identified the postdoc candidate they would like to hire, the hiring manager or department contact must send an email to the TAS and provide:

• Candidate’s resume
• Two letters of reference or recommendation
• The ideal start date (pending pre-employment checks and clearance)
  • If letters of reference are not obtained by the department, TAS will initiate the reference check process via the SkillSurvey system.

Initiate Background Check

TAS initiates a background check in Sterling.

• Background check must be completed and cleared by HR before the postdoc start date, as well as Occupational Health clearances, if applicable.
• For reference, a link to the Tufts University Background Check Policy can be viewed here.
• Important:
  • TAS appreciates receiving as much advance notice as possible before initiating a background check.
  • Candidates who have lived abroad for more than six months within the last seven years will require an international criminal check, which may lengthen the processing time.
  • When the background check has been successfully cleared, the hiring manager will be notified via email from iCIMS that the candidate is ready for hire.

Candidate Offer

TAS and the hiring manager or supervisor will discuss the offer based on the revised compensation schedule for postdoctoral scholars, effective July 1, 2025.

TAS contacts the candidate to:

• Schedule and conduct the benefits review call
• Discuss and send the offer letter. A contingent offer letter will be sent if the background check results are pending.
  • Inform them of the Conflict of Interest (COI) declaration in the offer letter*
• Confirm start date and New Hire Orientation (NHO) scheduling

*TAS does not manage COI but will drive the candidate to the process via the links in the offer letter. 

Onboarding

TAS submits the candidate details and hires from the Tufts Careers system to Peoplesoft. The new hire will receive an email from TSS@tufts.edu prompting them to create their Tufts online identity and start the pre-provisioning process, including completing I-9 and new employee forms. TAS will inform the new hire that the New Hire Orientation (NHO) email with session login details will be sent to them on the Thursday before their NHO.

At this point, feel free to reach out directly to welcome them and plan to meet. Congratulations on your new hire!