Appointing New Stanford Postdoctoral Scholars (non-medical)
Everything you need to appoint a NEW University Postdoctoral Scholar
Enclosed herein are the necessary forms to manage the initial admission and registration of a new postdoctoral appointment. These forms require that you have Adobe Acrobat Reader or Adobe Acrobat installed on your computer. For more information on how to use PDF forms, please see the Forms Help page.
New scholars should receive, at a minimum, an offer letter tailored to their appointment and should include insurance information (about both Cardinal Care and the Blue Cross plans offered through the School of Medicine). Information about leave time (vacation, sick leave, maternity) is recommended.
REQUIRED ITEMS for a "Complete Appointment Package"
You may use this checklist as an aid.
The
Offer Letter
The Department
Recommendation Form 
The Information
Sheet for Postdoctoral scholars must be completed,
signed and dated by the scholar. The original should be submitted
to Postdoctoral Services and a copy kept in Department files.
Proof
of Degree
Proof
of Outside Support must be provided when the scholar is
not being paid through Stanford.
The Offer Letter is the single most important document for both the postdoctoral scholar and the faculty sponsor. This document is an agreement signed by both the sponsoring faculty member and the postdoctoral scholar. A sample letter is available at the bottom of this page. The offer letter should include:
Please address all points listed above and refer to monetary support as either "support" or "stipend". A postdoc is not a "salaried" employee since s/he is a student, even though some support is generated through payroll.
A copy of the postdoc's diploma (English translation attached to original) is required in almost every case. If the postdoc has more than one doctoral degree (i.e., MD and Ph.D), only one diploma is necessary for admission as a postdoc.
In some instances a postdoc may not yet have their final degree conferred, but has completed all the requirements for a doctoral degree. In these cases a letter may be accepted from the postdoc's institution stating the date the postdoc completed ALL the requirements and the date the degree is to be conferred. These postdocs will be "conditionally admitted" and registered for only one quarter. Registration will not be extended until a diploma copy has been received.
In the event the postdoc is not supported and paid through Stanford (payroll or Stipend) then proof of the postdoc receiving outside support is imperative to complete the admission process. This proof allows for proper tracking of the postdoc's support while at Stanford and is the single element that trigger's extension of the postdoc's registration and payment of tuition on their behalf. Typical examples of this type of support is the PAVAMC, home country government award, foreign fellowship the postdoc is bringing with them, etc.
This proof is a copy of a letter from their sponsoring institution which must include an English translation if appropriate. The letter should include the begin and end dates of support, the amount of the support in U.S. dollars and the name of the institution or fellowship which is supporting the fellowship training while at Stanford. Exchange rates can be easily retrieved from the Oanda currency converter.
It is important to send to Postdoctoral Services proof of "extension" of outside support as the postdoc's training is extended. Please monitor your postdoc's on outside support closely so their registration and tuition can be maintained during their fellowship training.
Remember that this proof of outside support extends the registration of the postdoc. Registration triggers the payment of tuition on the postdoc's behalf, thus allowing the postdoc access to University facilties such as the libraries.
If you are having problems printing any Postdoctoral Services forms you need to install Adobe Acrobat Reader version 5.0. Please see the Forms Help page for more information.