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New Indiana Law — Effective August 15

Beginning August 15, 2026, Indiana law requires universities to complete additional review processes for certain international students and Post Doctoral Scholars. These requirements are based on specific criteria related to citizenship.

Indiana Senate Bill 256

AG, HHS & VET MED EMPLOYMENT CENTER

POSTDOCTORAL Hiring PROCESS

The Employment Center coordinates the administrative process for hiring postdoctoral researchers.

The steps below outline the required process for postdoctoral appointments, from initial planning through successful onboarding. Whether a department has already identified a candidate or needs to conduct a recruitment, these steps will guide departments through required approvals, appointment requests, candidate review, offer processing, onboarding activities, and clearance to begin work.

No verbal or written offer may be extended until the review process has been completed and authorization to proceed has been received.

Departments should identify a candidate and submit a Postdoctoral Appointment Request at least one month prior to the anticipated start date.

When recruitment is required, hiring supervisors should begin the process as early as possible to allow sufficient time for recruitment activities, candidate selection, required reviews, offer processing, background checks, and onboarding requirements.

Each college maintains its own approval process for postdoctoral appointments. Departments must complete all required college-level approvals before proceeding.

Determine whether recruitment is required for the postdoctoral appointment. Follow the appropriate process below based on the status of your candidate selection.

  • Candidate Already Identified
    • If a candidate has already been identified for the appointment, proceed to Step 4.
  • Recruitment Needed

Once a candidate has been selected and all required college approvals have been obtained, submit a Post Doc Request to the Employment Center.

Important:

  • Submit requests at least one month prior to the anticipated start date.
  • Include the requisition number if a recruitment requisition already exists.
    • If no requisition exists, the Employment Center will create one as part of the process.

If the candidate already applied through an existing recruitment requisition, the process moves directly to Candidate Review.

If no recruitment requisition was required, the Employment Center will create a requisition and email the candidate an application link along with information about the next steps in the process. Once the application is submitted, the process moves to Candidate Review.

All postdoctoral candidates must have an application associated with a SuccessFactors requisition before Candidate Review can begin.

The candidate’s application goes through the required review process. As part of the application, the candidate answers questions that determine whether an additional review is required under Indiana Senate Bill 256. If additional review is required, the candidate will receive instructions on any next steps. Once the review is complete, the hiring supervisor will be notified of the outcome and whether the hiring process may continue.

Reminder: No verbal or written offer may be extended until the review process has been completed and authorization to proceed has been received.

Following successful completion of the required University review process, the Employment Center will prepare and route the offer letter using the information provided in the Postdoctoral Appointment Request.

Offer letters are typically issued with a two-week acceptance period.

  • The acceptance period may be extended upon request if the timeline supports the anticipated start date.
  • The acceptance period may be shortened when necessary to meet appointment timelines.

The Employment Center aims to have an accepted offer letter on file at least two weeks prior to the anticipated start date.

Following acceptance of the offer letter, the Employment Center will initiate the background check process and coordinate onboarding requirements.

Background checks are required for all postdoctoral appointments.

Once all requirements have been completed, the Employment Center will update the Post Doc Request ticket to confirm that the candidate has been approved to begin work.

The Post Doc Request ticket serves as the official source for appointment status updates and final hiring approval.

Candidates may not begin work until approval has been communicated through the ticket.