Postdoc Agreement DB

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Postdoc Data App Documentation

Welcome to the Postdoc Agreement Database. This application allows Institute Admins to manage postdoc records and Dean's Office Admins to generate compliance reports.

Functionalities

The app provides the following functionalities accessible from the sidebar:

  • 1. Insert new Postdoc info
    Allows users to register a new postdoc and attach their agreement file. Required fields are marked with an asterisk (*). A record cannot be saved without these fields.

    Field Descriptions:
    • Postdoc Name (Required): Format: Last Name, First Name
    • Postdoc Email (Required): Official university email or personal email if the account is not yet ready.
    • Supervisor Name: The academic supervisor. Format: Last Name, First Name
    • Responsible Person: Any administrative person responsible for this postdoc (optional).
    • Personal Number: Employee ID number from Human Resources.
    • Appointment Category (Required): Choose between Early Postdoc, Advanced Postdoc, or Senior Research Assistant.
    • Organizational Unit (Required): The specific institute/department the postdoc belongs to.
    • Start Date (Required): The official start date of employment.
    • Postdoc Status (Required):
      • Active: Currently employed and conducting research.
      • Former: Employment has ended. If selected, you must provide a Finish Date.
    • Finish Date: Leave empty while the postdoc is Active. Fill this only when changing status to Former.
    • Postdoc Agreement File: Upload the signed agreement (PDF or DOC). Max size 50 MB. Only one file is allowed per postdoc.
  • 2. Search and Edit Postdoc DB
    Allows users to find specific researchers or view a list of all researchers in their unit.
    • By default, the list shows only Active postdocs.
    • You can use the 'Status' filter to view Former postdocs or All records.
    • Click on a Postdoc's name to view full details.
    • Click 'Update' to edit their data or upload a new agreement file.
  • 3. Report Postdoc data
    Available only to Dean's Office users. This generates a snapshot of the current situation at the Faculty.
    • The report calculates the total number of currently Active postdocs.
    • It shows how many of those active postdocs have a signed agreement file uploaded.
    • The report is generated for the specific Faculty the user is assigned to (e.g., Faculty of Science).
    • Available formats: PDF (for printing), CSV/Excel (for further data analysis).
  • 4. Important Notes on Editing
    When updating an existing entry:
    • Uploading a new Agreement File will automatically delete and replace the old file.
    • To end a Postdoc's term: Change the status to 'Former' and insert the 'Finish Date'.
  • 5. Deleting Data
    Direct deletion is restricted to prevent data loss. If you need to delete an entry (e.g., created by mistake), please use the Contact Form and provide:
    • Postdoc Name
    • Institute/Department
    • Reason for deletion

If you have any further questions or technical issues, please use the Contact Form.