Clinical Fellow Patient Care Information Sheet Still Required
Colleagues,
We learned last week that GME and the Hospital continue to require a signed paper Patient Care Information Sheet. OPA removed the form from website in early Fall because we captured the information in the PeopleSoft Postdoc Web Forms (on the Recommendation Form for Clinical Trainees). However, the information won’t do for GME and SHC purposes for access to MedHub and other required setup. We are adding the form back to the OPA website. In the meantime, please
1. complete it for your clinical fellows who were appointed with OPA *after* the PS
Web Forms went live in September AND
2. send it to the GME office. (Keep a copy on file and for OPA)
If you appointed clinical fellows *before* the University went live with the PS Web Forms, you do not need to do anything.
If you appointed clinical fellows using the PS Web Forms, complete the attached and send it to GME and OPA.
Apologies for the mix-up and thanks for all your work as we wrap up these fine details with this transition.
Rania Sanford, Ed.D.
Assistant Dean
Postdoctoral Affairs
Stanford University
Postdoc Administrator Update – December 2011
Postdoc Administrator Update – December 2011
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1. 2012 Benefits Costs and Providing Aid to Postdocs
2. Postdoc Emergencies During Closure – Local and International
3. Upcoming Postdoc Courses and Workshops
4. Save the Date: Winter Quarter Postdoc Administrator Quarterly Meeting
(Access this issue, archives of past issues and other important memoranda from Postdoc Affairs online at the Administrator Blog http://postdocs.stanford.edu/admin/blog/)
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1. 2012 Benefits Costs and Offering Aid to Your Postdocs
Several departments have inquired about ways to assist their postdocs who are impacted by the increase in medical insurance costs in 2012. Some faculty would like to help their postdocs with the additional cost in covering their children or families. That may be done by entering the amount that the faculty member wishes to give the postdoc towards the scholar’s out-of-pocket monthly insurance bill in GFS, using MON_OTH Charge Priority and entering a line under the FLSHP Stipend tab. Administrators may do so, which will apply the aid amount directly to the postdoc’s University Bill, thereby reducing the amount due to be paid by the postdoc towards dependent coverage.
Entering that aid directly towards the charge on the University Bill is the recommended method only because it applies the aid directly to the charge on the bill and reduces the amount that the postdoc would have to pay in after-tax dollars. That said, funding source restrictions apply and increasing the salary may be another possible approach (or the only one) available to a faculty member to help their trainees. This is a local decision and we suggest you consult with your department manager or DFA on an appropriate process in your division/department to manage this in your area.
Refer to the job aid below for instructions on processing these aid lines directly in GFS. If you have questions about entry, please come to the Open Lab scheduled for Friday, January 6, 9:00 am – noon, at 427 Arguello Way. Click on the campus map for directions.
2. Postdoc Emergencies During Closure – Local and International
In case of emergencies that postdoc experience which may require University assistance or intervention, refer to the list of resources below:
- Assistance while traveling, especially abroad (medical, legal, transportation assistance): MEDEX Travel Assist is the provider for postdocs. In the US, call 800.527.0218. In other locations worldwide, call +1.410.453.6330 collect. MEDEX Group #9061. Information about the postdoc MEDEX coverage is at: http://postdocs.stanford.edu/benefits/PDF/MEDEX_brochure(2).pdf.
- Postdoc is in a crisis, leave a message to Rania Sanford, Postdoc Assistant Dean, at (650) 725-5075 (messages checked regularly), or page the Graduate Life Dean at (650) 723-8222 ext. 25085.
3. Upcoming Postdoc Courses and Workshops
Postdoc Academic Chats #4:
Professors James L. McClelland and Russell D. Fernald
Establishing and Managing A Research Program – Insights For Beginners.
Friday, January 13, 2012; 12:00-1:30 PM.
Li Ka Shing Center for Learning and Knowledge (LKSC), Room 101. http://postdocs.stanford.edu/education/academicchats.html.
Advanced English Writing Skills for Non-Native Speakers II: Academic and Professional Writing.
Tuesdays, January 17-March 6, 2012; 4:30-6:30 PM.
Phil Hubbard, Senior Lecturer in Linguistics and Director of the English for Foreign Students program in the Stanford Language Center.
Course Fee: $285, fee includes textbook, pay be payable by PTA.
Registration deadline: January 3, 2012. https://www.onlineregistrationcenter.com/register.asp?m=267&c=122
Topics in Scientific Management (INDE 230).
Thursdays, January 12-March 15, 2012; 5:15-6:30 PM.
LKSC 130 and Hopkins Marine Station (via video-conference).
Introduction to laboratory or research management skills that are critical to launching independent productive careers in academic and other settings through weekly topics presented by the perspectives of senior faculty and other prominent experts.
The series is intended to complement the HHMI/BWF book, Making the Right Moves – A Practical Guide to Scientific Management for Postdocs and New Faculty.
Register: https://www.onlineregistrationcenter.com/register.asp?m=267&c=123
OFF CAMPUS: 2012 Workshop for Postdocs Transitioning to Independent Positions, National Institute of General Medicine Sciences (NGIMS).
March 12-13, 2012. Natcher Conference Center, Bethesda, Maryland.
Registration deadline: January 6, 2012. http://nigmsworkshop.org/NIGMS/pages/default.aspx
This workshop brings together approximately 150 postdoctoral scholars who will soon be seeking their first independent positions. While the transition to independence is a challenge for all, young investigators who are members of groups that are underrepresented in the biomedical or behavioral sciences may have an especially difficult time finding and establishing themselves in their first independent positions. For this reason, emphasis will be placed on members of these groups.
The workshop covers a broad range of topics to make a successful transition to independence, including making the right career choice, finding the right institutional fit, applying for a position, succeeding in the job interview and seminar, negotiating a start up package, establishing a lab, finding a mentor, networking and forming collaborations, applying for and getting a grant, undergoing the tenure process, teaching, and balancing research with many other commitments. Although the focus is on academic positions, the participants will also have an opportunity to learn about other scientific careers.
Travel support available to all eligible attendees through FASEB. Contact: Tyrone C. Spady, Ph.D., Science Policy Analyst, at 301-634-7658 or tspady@faseb.org.
4. Save the Date: Winter Quarter Postdoc Administrator Quarterly Meeting
Thursday, February 9, 10 – 11:30 am. Stay tuned for location confirmation and agenda.
The Office of Postdoctoral Affairs will be closed starting 5 pm today, December 16. We will return on Tuesday, January 3, 2012
Job Aid – Entry of Medical Insurance (Dependent Coverage) Subsidy by Department Staff
Purpose
Postdocs who enroll children or families in the Stanford-offered medical postdoc plans may receive subsidies from the University’s Family Healthcare Fund upon application. The subsidies apply directly to the insurance charge on the University bill on a monthly basis and are processed in GFS by OPA. In addition, departments and faculty may wish to provide additional subsidies to offset those insurance charges. To do so, GFS may also be used to apply those subsidies directly to the charge on the University Bill.
The following are the instructions for department administrators who would like to enter aid that would offset the amount owed by a postdoc for covering children or families in the Stanford postdoc medical plans (EPO and PPO) which is payable to the University via Stanford ePay.
Aid may be entered directly in GFS, as described below. This will apply a credit to the dependent charges for either the EPO or PPO postdoc plans which appear on the University Bill. This would then reduce the amount owed by the postdoc to the University every month.
Questions: submit a HelpSU Ticket: helpsu.stanford.edu > Student Services > Postdoctoral Affairs
1 Setup the Item Type for the PTA you intend to use: Steps:
a. Once you know the PTA that will be used to provide the subsidy, you will need to Item Type it accordingly. Under Item Type Setup, enter your PTA information, and navigate to the main Item Type screen.
b. Select MON_OTH as the Charge Priority and Save.
c. Once you have received confirmation that the Item Type has been set up, the subsidy can be entered in GFS.
2 Steps to enter Department Subsidy:
a. Log in to PeopleSoft and navigate to the GFS Aid Entry screen.
b. Enter the EmplID of the postdoc and the current Aid Year and press Search.
c. On the FLSHP Stipend tab, add a new Aid Line, and enter in the following information:
Ident: Fam Hlth Prem Supp
Pay Org: your school or department’s Pay Organization
Monthly Amount: the amount you would like to cover. This may not exceed the amount billed to the postdoc (postdoc contribution towards coverage) .
Start Date: the first day of the month in which you would like to start the subsidy
End Date: the last day of the month in which you would like to end the subsidy
d. Click on the Detail button, and enter in the Item Type and PTA information that you created earlier. Be sure to click on the Copy to All Terms button, if necessary. Then click OK.
e. For status, change it to C to complete, and then click Save at the bottom of the page to route for Approval. The subsidy will be applied on a Monthly basis (between the 15th-20th of each month, depending on when the Student Bill is run).
Important Notes:
Only postdocs who have either PD + Children coverage or PD + Family coverage is eligible to receive the subsidy.
The NM-Fee is only applied to Student Accounts in whole dollars. Please take this into account when entering the Monthly Amount.
Currently, the system only allows subsidies be made to the Medical coverage for a postdoc+children or postdoc+family plans.
If a Medical subsidy is entered for a month in which there is no dependent postdoc charge, the subsidy will sit as Unapplied Aid. Make sure you run your Unapplied Aid reports regularly.
If you see a payline on the FLSHP Stipend with a Postdoc Family Fund Ident entry, that means the postdoc is receiving aid from the Family Healthcare Fund towards his/her family coverage. Either reduce your amount or contact the postdoc to decline the FHF subsidy if you will be covering the postdoc bill in full.
Appointment and Visa Processing Deadlines for OPA Winter Closure
Dear Administrators,
In accordance with the University winter closure period, the Office of Postdoctoral Affairs will be closed from Monday, December 19th to Monday, January 2nd. Regular operations will resume on Tuesday, January 3rd 2012. The following deadlines apply to transactions you submit to OPA which you would like reviewed and processed before Winter Closure.
OPA reviews and approves appointment actions (new appointments, terminations and changes) within 2 to 5 business days from receipt, provided that the submissions are accurate and complete. As such, requests received by Wednesday, December 14th will be approved and a PeopleSoft student record created no later than the end of business on Friday, December 16th. This deadline applies to postdoctoral scholars who are US citizens or permanent residents only.
International Scholars require additional processing steps, in two offices, of the related visa documents, and therefore additional time. As such, the following deadlines apply to new appointments, terminations and change requests for international postdocs:
• Initial Postdoc Appointments (Recommendation Form) and DS-2019 with a January start date: November 28 (in order to meet Bechtel’s deadline of December 5)
• Appointment Extension (Change Form) and Extension of DS-2019: December 6 (in order to meet Bechtel’s deadline of December 12)
• Changes in start date or early termination and the accompanying amendment of existing DS-2019: December 14 (in order to meet Bechtel’s deadline of December 14)
If there is a change in start date, process Change Transaction to indicate new start date after Recommendation Form has been approved and record loaded to PeopleSoft.
• Initial Appointments (Recommendation Form) or Extension of Appointment (Change Form) for holders of H1B visas: November 30 (in order to meet Bechtel’s deadline of December 2). This applies to petitions that do not require Review Board decision. Please contact Tammy Wilson, tjwilson@stanford.edu, with questions.
Holidays and Winter Closure - Postdoctoral Scholars - 2011
To: Postdoctoral Scholars, Faculty and Administrators
In accordance with University holidays and Winter Closure, the Office of Postdoctoral Affairs (OPA) will be closed during winter break starting 5:00 pm on Friday, December 16, 2011 and will re-open at 8:00 am on Tuesday, January 3, 2012. OPA will be also closed for Thanksgiving on Thursday, November 24 and Friday, November 25, 2011.
Although the University observes a mandatory shutdown for the two-week Winter Closure period, areas with critical responsibilities and many laboratories and research activities will continue to operate during all or part of the closure period (i.e., clinical units, lab animal facilities, some research labs, Lane Library, etc.). The mandatory time off and use of vacation days required from staff during Winter Closure do not apply to Postdoctoral Scholars.
Five days are designated University holidays in November and December 2011:
Thanksgiving Holiday: Thursday, November 24 and Friday, November 25, 2011
Winter Closure: Friday, December 23; Monday, December 26; Monday, January 2, 2012.
Postdoctoral Scholars may observe the official University holidays on the dates above or at a time agreeable with their faculty/PI's designated holiday research group/lab schedule. Postdoctoral Scholars may not cover the five designated holidays with their accrued days of paid sick or vacation leave.
Postdoctoral Scholars may request paid time off from their annual balances through the usual channels. Postdoctoral Scholars may accomplish their assigned work, without taking leave, from remote locations during Winter Closure if their labs are: not fully staffed or closed and their PIs approve of this arrangement. If neither paid leave nor remote work arrangements have been approved, then Postdoctoral Scholars are expected to report daily except for the designated days during the break that the laboratories will be completely closed. Postdoctoral scholars are encouraged to talk directly with their PIs and department administration about the operating schedules for the research activities within their areas.
Best Wishes,
Office of Postdoctoral Affairs
Postdoctoral Medical Insurance Plan and Rate Change - 2012
Colleagues,
As you know, issues around health insurance for faculty, staff, and students have been challenging this year at Stanford—and nationwide—due to the increasing costs of health care and other factors. The medical insurance coverage for our postdocs is no exception and, indeed, has been the most vulnerable partly because of the small pool size and a rate of turnover of insured individuals. Earlier this month, the 2011 carrier for postdoc insurance, Blue Cross, informed us that our higher premium rates in 2012 could not be guaranteed and they would reserve the right to re-rate the plan mid-year. Because guaranteed and set monthly premiums are essential for a stable benefits program, Stanford selected a new insurer for the plan next year. We received a bid from Blue Shield of California guaranteed premium rates in 2012 and prevented a serious disruption of service to nearly 900 postdocs and their families who were at risk of losing access to Stanford Hospital and Clinics. However, as is true for faculty and staff plans, the cost in 2012 will be significantly higher than in the past. For 2012, the employer cost will be 52% more than 2011 for the postdoc plan.
The University will continue to provide coverage for postdocs without spouses or dependent coverage at zero cost to them, and will continue to subsidize the monthly postdoc contributions towards children and family coverage.
This anticipated rate increase will not impact the majority of our faculty whose postdocs are salaried on sponsored grants and contracts. The provisional postdoc fringe rate announced for FY12 of 19.8% will unlikely change at this point in time, per recent consultation with Thomas Wong at Cost and Management Analysis.
However, this rate increase will be realized in two ways:
1. Departments in which postdocs are on fellowship support, and which pay for insurance costs out of unrestricted funds, will have a 52% increase in their costs covering these postdocs.
2. All postdocs who cover dependents, regardless of their funding type (salary or stipend) will have a 30-50% increase in out-of-pocket contributions.
To assist our postdocs who cover their families, we are doubling the subsidies available through Family Healthcare Fund in 2012 up to $120/month. This aid program is jointly funded by the School of Medicine Dean and the Provost. This program accepts applications from postdocs from all schools on a quarterly basis. Fall applications are due November 9. More information can be found on the Office of Postdoctoral Affairs website at http://postdocs.stanford.edu/incoming_scholars/PD_emergency_fund.html.
Please work with your faculty as you see fit to prepare for these increases. We realize that the rising costs create an untenable situation, and several individuals across the University, the Postdoc Advisory Committee, and Human Resources are considering creative solutions to address it. If you have questions, feel free to reach me at 725-5075 or by email at raniasanford@stanford.edu or contact the Postdoc Benefits Manager, Sandra DeGaine, at sdegaine@stanford.edu.
Examples that describe in real terms how the change may affect different groups, and sample rates, are included below. Complete rates and information about Open Enrollment is on the Postdoc Benefits website at http://postdocs.stanford.edu/benefits/.
Sample Rate Comparison between 2012 and 2011 Monthly Rates*. Complete rates for all coverage levels and plan types are online at
http://postdocs.stanford.edu/benefits/PDF%20Documents/Postdocs%202012%20Monthly%20Contribution%20Rates%2010-27-11.pdf
2012 Medical-Blue Shield EPO
Full Cost (employer/postdoc split)
Postdoc Only $687 ($687/$0)
Postdoc+Family $2,060 ($1,442/$618)2011 Anthem Blue Cross HMO
Full Cost (employer/postdoc split)
Postdoc Only $452 ($452/$0)
Postdoc+Family $1,358 ($951/$407)% Change = 52%
*Most postdocs are on the HMO plan and will be in the EPO plan in 2012.
Employer (i.e., University or Department) pays 100% of Postdoc Only premium and 70% of premium for Postdoc+Spouse/Domestic Partner; Postdoc+Child(ren); Postdoc+Family coverage. Postdoc is billed for 30% of premium for Postdoc+Spouse/Domestic Partner; Postdoc+Child(ren); Postdoc+Family coverage.
Case 1: Postdoc JS is fully salaried on Professor AM’s research grant. Grant is assessed 19.8% fringe rate in FY12 regardless of insurance coverage or funding source.
Scenario A: If Postdoc JS is single—No charge for department (other than the fringe). JS pays nothing.
Scenario B: If Postdoc JS is insuring a family—No charge for department (other than the fringe). JS’s monthly premium contribution increases from $407 to $618/month.
Case 2: Postdoc TM is fully funded on a fellowship and receives a monthly stipend. Per University policy, a departmental PTA is charged for the employer contribution towards his insurance costs. That is 100% of single coverage and 70% of dependent coverage.
Scenario A: If Postdoc TM is single— department charge increases from $452 to $687/month. TM pays nothing.
Scenario B: If Postdoc TM is insuring a family— department charge increases from $951 to $1442/month. TM’s monthly premium increases from $407 to $618/month.
Case 3: Postdoc CB is on a blended fellowship and salary support.
Scenario A: If the salary amount is higher than 50% of CB’s total funding, refer to Case 1.
Scenario B: If the salary amount is less than 50% of CB’s total funding, refer to Case 2.
Rania Sanford, Ed.D.
Assistant Dean
Postdoctoral Affairs
Stanford University
Email: raniasanford@stanford.edu
Web: http://postdocs.stanford.edu
Tel.: 650-725-5075
Postdoctoral Administrators Quarterly Meeting Dates
Colleagues,
Our next Postdoctoral Administrators Quarterly Meeting will be held on Tuesday, October 25th from 10-11:30 AM in Clark S360.
Please save the following dates for the 2011-12 Administrators Quarterly Meetings:
•
Feb. 9, 2012, 10-11:30 AM
April 12, 2012, 10-11:30 AM
July 26, 2012, 10-11:30 AM
Oct. 25, 2012, 10-11:30 AM
Friendly Reminder: Please submit questions or requests to OPA via HelpSU.
(Please note: HelpSU tickets submitted to OPA via the following routing within HelpSU go directly to OPA staff.)
http://helpsu.stanford.edu : Request Category = Student Services; Request Type = Postdoctoral Affairs
To request to join this email list, please visit: https://mailman.stanford.edu/mailman/listinfo/supdssworkgroup
Independent Labs & Centers Meeting: 9/6 at 10:30 AM
Please save the date if you do any work with postdocs in Independent Labs and/or Centers.
Special Meeting for Independent Labs & Centers (and the Schools/Departments/Divisions who work with them)
• Tuesday, September 6, 2011
• 10:30 AM - 12:00 PM
• Physics/Astrophysics Building, 452 Lomita Mall, Rooms 102/103
• Map: http://hepl.stanford.edu/directions.html
Friendly Reminder: Please submit questions or requests to OPA via HelpSU.
http://helpsu.stanford.edu : Request Category = Student Services; Request Type = Postdoctoral Affairs
To request to join or leave this email list please visit: https://mailman.stanford.edu/mailman/listinfo/supdssworkgroup
Postdoc Leave of Absence Requests
Colleagues,
Please continue using the Leave of Absence (LOA) Form via paper. The new LOA form will not be available in AXESS for postdocs until Administrative Systems has completed its support of the current phase of PD Web Forms “Go Live.”
In the meantime, the directions and required documents to request a LOA are available on OPA’s website at http://postdocs.stanford.edu/admin/how-to/leave.html
Friendly Reminder: Please submit questions or requests to OPA via HelpSU.
http://helpsu.stanford.edu : Request Category = Student Services; Request Type = Postdoctoral Affairs
To request to join or leave this email list please visit: https://mailman.stanford.edu/mailman/listinfo/supdssworkgroup
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