Award durations for non-FTE fellows

All postbac, predoc, and postdoc appointments are made in one year increments, although shorter reappointment durations are allowable. Appointments are renewable up to the standard maximum duration (term limit) of each program which are:

• Postbac IRTA or CRTA: two years
• Predoc visiting fellow: three years
• Predoc IRTA or CRTA: five years
• Postdoc IRTA, CRTA, or visiting fellow: five years

Renewal decisions are made annually based on progress in the program and are not automatic.

If your PI intends to renew you, the lab manager or administrative officer will email paperwork requesting that you sign and return the required documents. Be prompt in providing information and returning the documents as delays can slow the renewal process. This is especially critical for visiting fellows as the NIH Division of International Services may need to process elements of your renewal process.

Your PI may choose not to renew your appointment in your group for many reasons including "fit" within the group, your work ethic, and/or ability to contribute. PIs and other supervisors are encouraged to speak with you about performance or other issues prior to issuing a letter of non-renewal. If you receive feedback that they are concerned about your ability to thrive in the group, and are considering non-renewal, reach out immediately to [email protected] and your IC training director for guidance.

PIs must provide advanced notice that you will not be renewed. The notification must be in writing within the following timeframes:

• Postbacs: at least 3 months prior to your renewal date
• Predocs: typically 6 months, but at least 3 months, in advance of the renewal date. PIs must consult with the Graduate Parternships Program staff who will help coordinate with your university.
• Postdocs: typically 6 months, but at least 3 months in advance of the renewal date.

OITE and IC training office staff are available to support you in exploring options if you will not be renewed in your group. Reach out to [email protected] immediately as it takes time to process the news and to search for a new position.

When you join a research group, the hope is that you will contribute and thrive. However, the reality is more nuanced and a variety of issues lead to reconsideration of the placement by you and/or the PI. The transfer/reassignment process provides all parties protections to address concerns, including suitability and "fit", while supporting you in finding a new placement and having a successful fellowship experience.

There are two different processes based on the timing of the transition relative to your renewal or award end date:

Research group transfer: This is when you complete a full fellowship year in your current group and transfer to a new group on your renewal date. This may occur because you wish to change groups or because you received a notice of non-renewal from your current group. In either case, OITE and staff in your IC training office are available to provide guidance and support. The NIH DIS is also available to advise visiting fellows.

Reassignment: You leave your current group to begin working in another group, or to begin the search for a new group, part-way through a fellowship year. In some cases you request the reassignment (fellow-initiated) and in other cases, your PI or other IC or NIH leaders make the decision that you will leave the group (agency-initiated). In both cases, OITE will be involved to guide you through the process, and to coordinate with your IC and DIS (for Visiting Fellows) so that you have the information needed to successfully transition to a new group to complete your fellowship.

Note that there are limitations on the transfer and reassignment process with additional requirements for NIH visiting fellows which are outlined here. It is critical that you reach out for guidance if you are considering transferring research groups.

While each fellowship program has a defined duration, there are circumstances where you may be renewed for a longer period. These exceptional extensions are requested by your PI and must be processed in advance. Note that exceptional extensions are not entitlements and you should not assume you will be approved even if you feel the extension is warranted or would benefit you. Therefore, you should actively engage in the career exploration process from the outset of your fellowship with an increased emphasis on searching for your next position as you advance in your training.

Postbac appointments are limited to 2 years and may be extended for no more than 3 months without OITE approval. Any extension beyond 3 months requires a full exceptional extension application and OITE approval.

If you feel you would benefit from an exceptional third year, talk with your PI ~3 months before the end of your fellowship. If supportive of the exceptional extension, the PI will notify you of the requirements and will begin the application process. Exceptional extensions are not an entitlement and should not be expected; therefore, a major focus on your second year postbac should be on planning your next step.

You may not be hired as contractors within the same research group after completing an exceptional third year. However, you may be hired as a contractor in another research group or NIH office. If granted an exceptional third year, you may not be appointed as a special volunteer or an Academic Intern at the termination of your postbac appointment. However, you may transition to a predoctoral appointment in the IRP if you are accepted into the NIH Graduate Partnerships Program.

Predoc appointments may be extended beyond the defined terms (3 years for visiting predoc fellows and 5 years for IRTAs or CRTAs) if you are making progress in your research group and are in good standing at your university. You may be offered a terminal 3 month extension without OITE approval. Any extension beyond 3 months requires an full exceptional extension application, an interview with the GPP director, and OITE approval. Your IC may have additional requirements.

If you feel you would benefit from an exceptional extension to complete your dissertation research, talk with your PI ~four months before the end of your fellowship. If supportive of the exceptional extension, the PI will notify you of next steps and will begin the application process. Exceptional extensions for visiting fellows are dependent on visa eligibility and may require longer processing times. Exceptional extensions are not an entitlement and should not be expected; therefore, a major focus of you final predoc year should be on completing dissertation research, completing publications, and planning your next steps.

You may remain at the NIH after defending your dissertation to complete remaining projects or to pursue postdoctoral fellowships. Once your university issues an official letter confirming that degree requirements have been met, or the degree is conferred in a graduation ceremony, you should transition from a predoc to a postdoc appointment as quickly and efficiently as possible.

NIH postdoc positions are limited to 5 years. However, you may be extended for an exceptional sixth, seventh, or eighth year as an IRTA, CRTA, or VF if you would benefit from additional training to achieve your research and career goals. A maximum of one year exceptional extension will be granted per request. Exceptional extensions are not an entitlement and should not be expected; therefore, a major focus of you final postdoc year should be on planning your next step.

Terminal extension requests of less than 3 months beyond the fifth year do not require OITE/OIR approval. However, if the three-month extension involves a Visiting Fellow, additional paperwork may be required for a G-7 extension. Reach out to DIS for guidance.

If you feel you would benefit from an exceptional extension to complete your dissertation research, talk with your PI ~7 months before the end of your fellowship. If supportive of the exceptional extension, the PI will notify you of next steps and will begin the application process. Exceptional extensions for visiting fellows are dependent on visa eligibility and may require longer processing times. Visiting Fellows on a J1 visa are subject to the NIH Policy on NOS Waivers(PDF file).

Postdoc are limited to 8 years (the 8-year rule) regardless of conversion to research fellow or use of the exceptional extension policy. Appointments beyond 8 years are expected to be rare and have additional approval processes. Following the exceptional extension period, you may transition to an FTE appointment at NIH; contractor appointments may be allowable but have additional restrictions and requirements.

Reach out to [email protected] with questions.