Access to Postdoc Web Forms

Access to the Postdoc Web Forms System

• Access requires appointing departments to designate at least one staffer for each of the following roles:
  • Postdoc Admin (Role 1) - typically the Student Services Manager
  • Approver (Role 3) - typically the DFA or Department Manager
    • Optional: Coordinator (Role 2) - reviews Role 1 work before submission to Role 3 for approval
• One person cannot hold multiple roles
• We highly recommend designating a back up staffer for Roles 1 and 3 to cover vacations, leaves, etc.

Required Trainings

For Postdoc Admin (Role 1) and Coordinator (Role 2) system access/authority

PeopleSoft

• PeopleSoft Concepts and Compliance (Visit STARS, enroll in AS-9000)

Postdoc Policy and Web Forms

• Zoom sessions are scheduled for the third Friday of every month, from 9:00am-10:00am (unless otherwise noted in the Training Request form linked below)
• Request enrollment in a zoom training session here:  Postdoc Admin Training Request
• Attendance in the zoom session requires completion of a Google Quiz using this web site as a resource
• An authority granting approval request is sent by Smart Sheet to the DFA/Department Manager (Role 3)

Other Postdoc Admin Trainings

(requirements vary by department):

• Benelogic Training: For managing postdoc insurance.
• GFS Entry: Two online modules are required.
• J-1 Scholar Visa and H-1B Employment Visa: Training for basic visa processing.
• Orientation and Onboarding of New Postdocs: Toolkit and best practices for support of new postdocs.
• Postdoctoral Administrators Quarterly Meetings: Policy and procedures updates, issues and concerns. Past meeting slides available at Administrator's Blog.

Adding Approver (Role 3) and Changing Existing Postdoc Web Forms Authority

Follow this process for first time Approver (Role 3) authority requests, and to change existing authority for staff who have previously completed the required training:

• Changes in existing authority are granted at the request of the DFA/Department Managers (Role 3) via SNOW ticket
• Information needed to change authority:
  • Department name
  • Staff full legal name
  • SUNet ID (not ID number)
  • Email address
  • Phone number
  • Role number
    • Role 1 Admin
    • Role 3 Approver
      • Roles 1 and 3 cannot be the same person
  • Name of staff member who currently has authority for requested role
    • Should the current staff authority be removed?